How we handle your people’s data

What this service is

AI Security Shield trains employees on handling AI safely at work: eleven study chapters, a scored knowledge test, a certificate on a passing result, and reporting for the organization that bought the licence. Training records exist so an employer can show a board, an insurer, a client or an examiner that its people were trained and assessed on a dated basis.

The data we hold

• Account data: the email address a person signs up or is invited with, their name, and how they signed in.
• Organization data: the licence purchase, the work domain or address it covers, seats, and the roster of invited people, including any department entered by the manager.
• Training data: which chapters were read, when the guide was last opened, every knowledge-test attempt with its score, and any certificate issued with its verification code.
• Operational data: reminder emails sent, and the administrator actions recorded on a roster entry (who invited or removed someone, and when).
• We do not ask for, and the training does not collect, the content of documents an employee works on, their device details, or any customer data.

Where it lives

The application and its database are hosted on Base44 infrastructure. Traffic is served over TLS, and stored records are encrypted at rest by the hosting provider. Card payments are processed by our payment provider: card numbers never reach this application, and we hold only the order reference, amount, currency and buyer email needed to fulfil the purchase.

Backups and platform-level monitoring are provided by the same hosting provider. We can share the current hosting and payment-provider security documentation with your security team on request.

Who can see a training record

• The employee sees their own progress, attempts and certificate.
• The manager whose email completed the purchase sees that licence only: its roster, attempts, scores and reporting. No other organization’s records are reachable from that account.
• Platform administrators of this application can see all records and manage accounts. They are named internally and are the only people with that access.
• Certificates are verifiable by anyone holding the certificate code, through the public verification page: it confirms a name, score and date, and exposes nothing else.

Subprocessors

We keep this list current and notify customers before adding a subprocessor that handles personal data.

• Base44 — application hosting, database storage and email delivery.
• Our payment provider — card processing and subscription billing.
• Our transactional email service — delivery of invites, reminders, receipts and certificates.

Retention and deletion

Training records are kept for as long as the licence is active, because the record is the product: an employer needs the history to evidence compliance. When a licence ends, records remain available to the licence holder for the period set out in your order or DPA, after which they are deleted. A manager can remove an individual from the roster at any time, which hides them from reporting and frees their seat; certificate verification codes remain resolvable so a certificate already in someone’s hands does not become a dead link.

To request deletion of an organization’s records, contact us from the address used at checkout. We confirm the request and complete it within thirty days, unless a legal obligation requires us to retain specific records.

AI and your data

The training content is authored for this product and is not generated from customer data. The knowledge test is fixed, multiple choice and scored deterministically on the server, so no attempt is graded by a model. Employee records are never used to train models, and no personal data is sent to a third-party model provider as part of the training or reporting.

Access control

• Every page that holds records requires a signed-in account; there is no anonymous access to a roster or an attempt.
• Licensed access is resolved on the server from the recorded purchase, not from anything a browser can set.
• Single sign-on through your identity provider is available for organizations that require it, along with email and password and the common social providers.
• Administrator access to this application is limited to named individuals, and accounts are reviewed when someone leaves.

Accessibility

We build to WCAG 2.1 AA as our working standard: keyboard-operable controls, visible focus, sufficient colour contrast, semantic headings, and caption text alongside every narrated lesson clip. Lesson videos carry narration and transcripts so the training does not depend on sound or on sight alone. If something blocks a colleague, tell us and we will fix it.

Reporting a concern

Report a security issue, a suspected data exposure or an accessibility barrier through the contact page. We acknowledge reports within one business day and will tell you what we found and what we changed.