Privacy Policy

Altairium Agency Ltd Co. (“Altairium,” “we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform and services, including grant management tools, the Training & Learning Management System (“LMS”), and all associated features. Please read it carefully.

1. Information We Collect

Information you provide directly:

• Account information: email address, full name, phone number, job title, and account type (individual or institutional).
• Organization data: organization name, mission statement, vision, programs, target populations, geographic focus, annual budget, and key statistics.
• Grant content: grant application drafts, questions, answers, pipeline entries, funder notes, milestone records, post-award data, and uploaded documents (PDFs, CSV files).
• Training content (administrators): course titles, descriptions, modules, video URLs, quiz questions and answers, and passing thresholds created or uploaded by organization administrators.
• Learner data: course enrollment records, module and quiz completion status, quiz responses, scores, attempt history, and certificates issued to you upon course completion.
• Payment information: billing details processed by Stripe, Inc. Altairium does not store payment card numbers on its servers.
• Communications: messages, feedback, questions, and suggestions submitted through the platform.

Information collected automatically:

• Usage data: pages visited, features used, actions taken within the platform, and session duration.
• Device & browser data: IP address, browser type, operating system, and device identifiers.
• Log data: server logs, error reports, and performance metrics for platform stability and debugging.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the Altairium platform and all its features, including grant management and the Training LMS.
• Track and display your learning progress, quiz scores, and course completions within the LMS.
• Issue and verify digital certificates of completion on behalf of the organization that created the course.
• Allow organization administrators to monitor learner enrollment, progress, and completion for courses they administer.
• Process payments and manage your subscription.
• Generate AI-assisted grant drafts, alignment scores, pipeline insights, and document editing assistance using your organizational profile and grant data.
• Send transactional emails such as account confirmation, billing receipts, certificate issuance notices, and important platform notices.
• Send optional marketing and product update emails (you may opt out at any time in Settings).
• Respond to your support requests and feedback.
• Detect, prevent, and address security threats, fraud, and abuse.
• Comply with legal obligations.
• Analyze aggregate, anonymized usage patterns to improve the platform (we do not sell individual-level data).

3. AI Processing of Your Data

When you use AI-assisted features (grant drafting, alignment scoring, question extraction, pipeline analysis reports, and document editing assistance), your organizational profile and relevant content are sent to third-party AI model providers to generate responses. Currently, these providers are:

• Groq, Inc. — primary AI inference provider (llama-3.3-70b-versatile)
• Google LLC — fallback AI provider (Gemini)

Data sent to AI providers is used solely to generate responses to your requests and is subject to those providers' data processing agreements. We do not use your content to train AI models. Learner quiz responses and training records are not sent to AI providers. We recommend not including sensitive personal information (e.g., Social Security numbers, personal health details of beneficiaries) in grant drafts or documents processed by AI tools.

4. Cross-Organization Data Visibility

Altairium supports cross-organization features, including the ability for users to be enrolled as learners in courses administered by organizations other than their own (“Cross-Org Enrollment”). You should be aware that:

• When you are enrolled in a course administered by an external organization, that organization's administrators can view your enrollment status, module progress, quiz scores, attempt history, and certificate issuance for that specific course.
• The external organization cannot access your account information, other organization data, grant content, or any data outside the scope of the course you are enrolled in.
• Your own organization's administrators retain visibility into your learning activity within your organization's workspace at all times.

By accepting a course invitation from an external organization, you consent to that organization's administrators viewing your progress and completion data for that course.

5. How We Share Your Information

We do not sell your personal information. We share your information only in the following circumstances:

• Service providers: We share data with trusted third-party vendors who help us operate the platform, including Supabase (database and authentication), Stripe (payments), Groq (AI), Google (AI), and Vercel (hosting). These providers are contractually obligated to protect your data.
• Within your organization: Managers and administrators of your organization may access shared organizational data, grant pipelines, drafts, funder records, training courses, and learner progress data consistent with their role.
• Cross-organization course access: As described in Section 4 above, limited learner progress data may be visible to administrators of external organizations whose courses you have enrolled in.
• Legal requirements: We may disclose your information if required by law, regulation, legal process, or governmental request.
• Business transfers: If Altairium is involved in a merger, acquisition, or asset sale, your information may be transferred as part of that transaction. We will notify you before your data is subject to a different privacy policy.
• With your consent: We may share your information for any other purpose with your explicit consent.

6. Data Storage & Security

Your data is stored in Supabase-managed databases hosted on infrastructure in the United States. We implement industry-standard security measures including encryption in transit (TLS), row-level security policies enforced at the database level, and access controls to protect your information. Learner records, quiz responses, and certificates are subject to the same security controls as all other platform data.

No method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee its absolute security.

7. Data Retention

We retain your account and organizational data for as long as your account is active or as needed to provide the Service. Learner progress records and issued certificates are retained for the lifetime of your account. If you delete your account, we will retain your data for 90 days to allow for potential recovery or legal purposes, after which it will be permanently deleted.

Certain data may be retained longer if required by applicable law or for legitimate business purposes such as fraud prevention. Certificates issued prior to account deletion may remain accessible to the issuing organization as a record of completion.

8. Your Rights & Choices

Depending on your location and applicable law, you may have the right to:

• Access: Request a copy of the personal data we hold about you, including your learning records and certificates.
• Correction: Update inaccurate or incomplete information through your account settings.
• Deletion: Request deletion of your account and associated data.
• Portability: Request an export of your data in a machine-readable format.
• Opt-out of marketing: Unsubscribe from marketing emails via your Settings page or the unsubscribe link in any email.
• Withdraw cross-org consent: Contact us to be removed from a cross-organization course enrollment.

To exercise any of these rights, contact us at company@altairiumagency.com. We will respond within 30 days.

9. Cookies & Tracking

We use essential cookies to maintain your authenticated session and platform preferences. We do not use third-party advertising or tracking cookies. You may disable cookies in your browser settings, but doing so may prevent certain features from functioning correctly.

10. Children's Privacy

The Service is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. The Training LMS is intended for use by adult learners. If you believe a child has provided us with personal information, contact us and we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by email or through an in-platform notice at least 14 days before they take effect. The “Effective date” at the top of this page reflects the most recent update.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: