Privacy Policy

Last Updated: March 17, 2026

Purpose of This Policy

This Privacy Policy (“Policy”) forms a legally binding agreement between you (“User,” “you,” or “your”) and Poodle AI Labs Inc. (“Poodle AI,” “we,” “us,” or “our”) and explains how we collect, use, disclose, and protect information when you access or use our services, website, platform, mobile applications, and all related tools and features (collectively, the “Services”).

This Policy applies to all Users, including without limitation individuals, organizations, and anyone else who accesses the Services (collectively, “Users”). By using or accessing the Services, or by providing us with personal information, you acknowledge that you have read, understood, and accepted this Policy, which constitutes a binding agreement regarding your privacy and data with Poodle AI.

If you are providing information or accepting this Policy on behalf of a corporation or other entity, you represent and warrant that: (i) you are duly authorized to act on such entity’s behalf and to bind the entity to this Policy; and (ii) such entity has full power, corporate or otherwise, to provide information and consent to the practices described herein.

If you do not agree with this Policy, you must not provide personal information or use the Services.

This Policy was last updated on March 17, 2026, and is effective as of the date you first access the Services or provide information to Poodle AI (“Effective Date”). We may update this Policy from time to time, and will notify you of material changes by posting an updated Policy on the Services or sending an email, as applicable.

2. Definitions

For purposes of this Policy, in addition to capitalized terms defined elsewhere in this Policy, the following words have the meanings ascribed to them below:

“Account” means a registered user profile created to access and use the Services.
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“AI” or “Artificial Intelligence” means the machine learning models, algorithms, and systems used by Poodle AI to generate simulations, feedback, and analytics.

“AI Simulations” or “AI Roleplay” means the dynamically generated roleplay scenarios, personas, and responses created by the Platform for training and practice purposes.

“Collected Information” means any personal, demographic, usage, or technical information that Poodle AI collects from or about Users through the Services, including but not limited to name, email address, device information, usage patterns, and interaction data.

“Cookies and Similar Technologies” means small data files, tracking pixels, local storage, or other technologies that collect or store information about a User’s activity.

“Customer Data” means any data, content, or information that a Customer or User submits, uploads, or generates through the Services, including training inputs, performance metrics, or simulation results.

“Personal Information” means any information that identifies or can reasonably be used to identify an individual, directly or indirectly, consistent with applicable privacy laws.

“Sensitive Information” means information that reveals a User’s financial, health, biometric, or other sensitive personal data, including information requiring additional legal protections under applicable law.

“Third-Party Services” means any external platforms, applications, or integrations that Users connect with or access via the Services, including analytics tools, CRM platforms, or other software.

“User” means any individual or entity who accesses or uses the Services, whether as a Customer, Authorized User, or visitor.

“User Content” means any data, information, or materials submitted, uploaded, generated, or transmitted by Users through the Services, including text, audio, video, transcripts, or recordings.

“Data Processing” means the collection, use, storage, transfer, or other handling of personal or non-personal information by Poodle AI in connection with the Services.‍

3. Types of Data Collected

‍When you use Poodle AI’s Services, we may collect information about you to provide, operate, and improve the platform. This information may include, but is not limited to, the following categories:

(a) Personal Data. We may ask you to provide personally identifiable information that can be used to contact or identify you. Personal Data may include:
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• First and last name
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• Email address
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• Job title, company, or professional affiliation

• Account credentials and login information

(b) Usage Data. We automatically collect information about your interactions with the Services, including:
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• Device information (e.g., IP address, device type, operating system, browser type and version)
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• Pages and features you access, and the time spent on them

• Interaction data, such as clicks, navigation, and activity within AI simulations and roleplay sessions

• Analytics and performance metrics generated by your use of the Services

(c) Application and Mobile Data. If you access the Services via a mobile device, we may collect additional information, including:
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• Mobile device type and unique device identifiers

• Mobile operating system and browser type

• Diagnostic data and error reports

(d) Location Information. With your consent, we may collect location information to provide location-based features, improve Services, or customize your experience. You can enable or disable access to this information at any time through your device settings.

(e) User Content and Customer Data. We collect any content, data, or information you submit, upload, generate, or record through the Services, including:

• Audio and video recordings of simulations or roleplay sessions

• Text entries, chat logs, transcripts, and presentation materials

• Simulation inputs and outputs, including AI-generated feedback and analytics

(f) Third-Party Data. When you connect the Services to third-party platforms (e.g., CRM systems such as Salesforce, HubSpot, or communication tools like Gong), we may collect information from those platforms in accordance with the applicable third-party terms and your authorization.

(g) Aggregated and Anonymized Data. We may generate aggregated or anonymized data from your use of the Services. Such data does not identify individual Users and may be used to improve the Services, develop new features, and perform analytics.

4. Use of Your Data

‍‍We use the information we collect to provide, operate, and improve Poodle AI’s Services, and to make sure the platform works smoothly and securely for you. We may use the information you provide, including your interactions with the platform, simulation inputs, and User Content, to train and improve our AI models. This allows us to make the simulations, roleplay scenarios, feedback, and analytics more accurate, realistic, and helpful over time. Any data used for this purpose is processed to enhance the Services and is kept strictly for internal use, helping us deliver better training experiences and more effective AI-driven coaching. We do not use your personal information for purposes unrelated to improving or operating the Services, and any aggregated or anonymized data is handled in a way that does not identify individual Users.

We also use your data to understand how the Services are being used so we can improve features, fix bugs, and develop new tools and integrations that enhance your experience. This includes analyzing performance trends, AI outputs, and usage patterns in a way that helps us make the platform smarter and more helpful over time.

Your information allows us to communicate with you about your Account, respond to questions or support requests, and notify you about updates, improvements, or important changes to the Services. We may also use data to protect the platform and its Users, prevent unauthorized access, and ensure that everyone is using the Services safely and fairly.

From time to time, we may create aggregated or anonymized data that does not identify you personally. This type of data helps us understand overall trends, evaluate the effectiveness of our tools, and improve the Services for all Users.

When you visit or log in to our Services, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email or home address. We (or service providers on our behalf) may then send communications and marketing to these email or home addresses. You may opt out of receiving this advertising by visiting https://app.retention.com/optout

All processing of your data is done in compliance with applicable privacy laws, including GDPR, CCPA/CPRA, and PIPEDA where relevant, and always with your privacy in mind.‍

5. Retention of Data

‍‍Poodle AI retains your personal information and other data only for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, enforce our agreements, and maintain platform security and integrity. This includes data you provide directly, information generated through your use of the platform, and User Content such as simulation inputs, recordings, or performance analytics.

Usage Data, such as interaction logs, device information, and AI outputs, is generally retained for a shorter period, primarily for internal analysis and to improve the accuracy and effectiveness of our Services, including simulations and AI-driven feedback. In certain cases, this data may be retained longer if required by law, necessary to maintain security, or used to enhance the functionality of the platform.

6. Data Deletion

‍‍You have the right to delete or request the deletion of any personal data or content you have submitted, uploaded, or generated through Poodle AI, including recordings, simulation inputs, transcripts, and other User Content. The platform provides tools within your Account settings that allow you to manage, update, or delete your data at any time.

If you wish to delete data that cannot be removed directly through the platform, you may submit a deletion request via your Account settings, and we will assist you in processing that request.

Please note that in certain cases, we may be required to retain some information to comply with applicable laws, resolve disputes, enforce our agreements, or maintain platform security and integrity. In all other cases, Poodle AI will take commercially reasonable steps to securely delete or anonymize your data once a deletion request has been processed.‍‍

7. Disclosure of Personal Data

‍‍Poodle AI does not sell your personal information. However, there are circumstances in which we may disclose your data:

(a) Business Transactions. If Poodle AI is involved in a merger, acquisition, or sale of assets, your personal data may be transferred as part of that transaction. We will provide notice to Users before any personal data is transferred and becomes subject to a different privacy policy.

(b) Legal and Regulatory Requirements. We may disclose personal data if required to do so by law, regulation, or legal process, or in response to valid requests from public authorities such as courts, government agencies, or law enforcement.

(c) Protecting Rights and Safety. We may share personal data when we believe, in good faith, that it is necessary to:

• Comply with applicable legal obligations

• Protect and defend the rights, property, or security of Poodle AI, our Users, or the public

• Investigate, prevent, or respond to potential misuse, fraud, or unlawful activity

• Protect the personal safety of Users of the Services or others

• Prevent or limit legal liability
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All disclosures are made in accordance with applicable privacy laws and only to the extent necessary for the purpose described.

8. Third-Party Services and Integrations

‍‍Poodle AI may connect with or rely on third-party services and platforms, such as CRM systems, productivity tools, or analytics providers, to deliver certain features of the Services. When you authorize these connections, we may share the data necessary to enable the integration, such as User Content, usage information, or performance data.
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Some features of the Services may include links to websites or platforms that are not operated by Poodle AI. If you click on these links, you will be directed to the third party’s site, which may have different privacy practices. We strongly encourage you to review the privacy policies of any third-party sites you visit. Poodle AI has no control over, and assumes no responsibility for, the content, privacy practices, or policies of these external websites or services.

9. Children’s Privacy Policy

Poodle AI is designed for professionals aged 18 and older. We do not knowingly collect data from individuals under 18. If we become aware that we have unintentionally collected data from a minor, we will delete the information promptly.

10. Updates to This Policy

We may update this Privacy Policy to reflect changes in law, technology, or business operations. Material changes will be communicated via email, platform notices, or website announcements. Continued use after updates constitutes acceptance.

11. Contact Us

For privacy inquiries, data requests, or to exercise your rights, please contact:

Poodle AI Labs Inc.
📧 Email: support@pitchpoodle.com
🌐 Website: www.pitchpoodle.com

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