Privacy policy

Updated July 2025

1. Introduction

At Simtheory, we take your privacy seriously. This isn't just a statement; it's a commitment. We understand that your interactions with our AI-powered workspace are personal and often contain sensitive information. This Privacy Policy outlines how we collect, use, disclose, and protect your data when you use our services ("Service").

2. Information We Collect

We collect the following categories of information to provide and improve our Service.

2.1 Personal Information You Provide

We collect personal information that you provide directly to us, such as:

  • Account Information: Your name, email address, password, and profile information.
  • Payment Information: We use third-party payment processors to handle payment information. We do not store your full credit card details.
  • Other Information: Any other information you choose to provide, such as feedback or survey responses.

2.2 Communication Information

If you communicate with us, for instance by sending an email to our support or legal teams, we collect your name, contact information, and the contents of your messages.

2.3 Technical Information

We automatically collect certain information when you visit, use, or interact with the Service:

  • Log and Usage Data: This includes your IP address, browser type, pages visited, time spent on pages, the features you use, and your interactions with our AI assistants.
  • Device Information: We collect information about the device you use to access our Service, such as its operating system and browser type.

2.4 AI-Generated Content

We collect and store content that you provide to or is generated by our AI assistants, including:

  • Text conversations and prompts
  • Generated images
  • Documents, PDFs, and other files you upload for analysis
  • Search queries and results

2.5 Screen Sharing Data

When you use our screen sharing feature, we process visual data from your shared screen to provide context to the AI. This data is processed in real-time and is not stored permanently unless you explicitly save it as part of an interaction. Images captured from a screen sharing session are deleted from our servers within 1 minute of the session ending.

3. How We Use Your Information

We use your information for various purposes, including:

  • Providing, maintaining, and improving our Service
  • Personalizing your experience
  • Processing payments and managing your subscription
  • Communicating with you about our Service, including updates and support
  • Analyzing usage patterns to enhance our platform
  • Ensuring the security and integrity of our Service
  • Complying with legal obligations

Our Commitment Regarding AI Model Training

We will not use your private User-Generated Content or private Assistants to train any AI models. This is a core privacy commitment and a key differentiator of our Service. Your private data is for your use only.

4. Data Sharing and Disclosure

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

  • With Your Consent: We will share information when you give us your explicit consent to do so.
  • Workspace Administration: If you are a member of a Simtheory Workspace, the Owner and any designated Admins of that Workspace can access and manage the Workspace, including your content and account information.
  • With Service Providers: We share information with trusted third-party vendors who assist us in our operations (e.g., payment processing, cloud hosting). These providers are bound by confidentiality obligations.
  • For Legal Reasons: We may disclose information to comply with a legal obligation, protect our rights, or prevent fraud or abuse.
  • Business Transfers: In connection with a merger, sale, or acquisition of all or a portion of our company, your information may be transferred as part of that transaction.

5. AI Assistants and Data Processing

Our AI assistants process your data to provide personalized services. This includes:

  • Analyzing shared screens for context
  • Processing documents and PDFs for information retrieval
  • Generating images based on your prompts
  • Creating and maintaining a knowledge graph for personalized interactions

6. Data Security

We implement robust security measures to protect your data. However, no internet transmission is ever fully secure or error-free. While we take reasonable measures to protect your personal information, we cannot guarantee its absolute security. Our measures include:

  • Encryption of data in transit and at rest
  • Regular security audits
  • Access controls and authentication mechanisms
  • Continuous monitoring for potential security threats

In the event of a data breach that is likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner promptly, in accordance with our obligations under the Notifiable Data Breaches (NDB) scheme.

7. Data Retention

We retain your personal data only for as long as we need it to provide our Service to you, or for other legitimate business purposes such as resolving disputes, ensuring safety and security, or complying with our legal obligations. The factors we consider when determining the retention period include the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorized use, and any applicable legal requirements.

You have direct control over your content. When you choose to delete a specific conversation or content item from your Workspace, we initiate a process to permanently delete it from our live systems. This action is irreversible from our production databases.

Account-Level Deletion: Upon the cancellation of your account, we will permanently delete all data associated with your Workspace. This is an irreversible action and includes all chat sessions, created assistants, knowledge graph memory, and any uploaded files. Similarly, if a subscription payment fails and is not successfully rectified within thirty (30) days, we reserve the right to treat the account as abandoned and permanently delete all associated Workspace data to protect your privacy and manage our systems.

8. Your Rights and Choices

You have certain rights regarding your personal data. Depending on your location, these may include the right to:

  • Access and receive a copy of your personal data
  • Rectify inaccurate or incomplete personal data
  • Request deletion of your personal data
  • Object to or restrict our processing of your data
  • Data portability
  • Withdraw consent at any time (where processing is based on consent)
  • Lodge a complaint with your local data protection authority (for users in Australia, this is the Office of the Australian Information Commissioner - OAIC).

To exercise these rights, please contact us at help@simtheory.ai.

A Note on AI Accuracy

Our AI services generate responses by predicting the most likely sequence of words. This probabilistic nature means output may not always be factually accurate. You should not rely on the factual accuracy of output from our Service.

9. Children's Privacy

Our Service is not intended for children under 13. If you are under 18, you must have your parent's or legal guardian's permission to use the Service. We do not knowingly collect personal information from children under 13. If you believe we have, please contact us immediately.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own, including the United States. We ensure appropriate safeguards are in place to protect your information in compliance with applicable data protection laws, including the Australian Privacy Principles.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Updated" date. We encourage you to review this Privacy Policy periodically.

12. Contact Us

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

Simtheory Pty Ltd
Email: simulation@simtheory.ai