Spiritual Care Simulator
Privacy Policy

1. Who we are and scope

Spiritual Care Simulator (“SCS”) is a program of the Positive Dreamers Collective (“PDC”, “we”). This policy covers the public site and the simulator at spiritualcaresim.org. It is part of the Terms of Use. Contact: contact@positivedreamers.com.

2. What we collect on our server

• Account data. First and last name, email address, role, Educator type where it applies, the center-administrator flag, organization, and a salted password hash. We also keep sign-in session records, one-time invitation records, and the time a profile first replaced its temporary password.
• Progress totals. Encounter count, practice minutes, last-practice date, day number, streak, per-encounter elapsed time, and the provisional growing-edge and focus-area labels. Only totals and labels are sent; the server does not receive your encounter responses, intentions, care plans, BCC reflections, educator-practice history, interview practice, theory material, or chat.
• Organization data. Name, type, plan, seats, status, contract length, renewal or access-through date, and an Owner-only billing note. No payment card data is collected or stored.
• Form submissions. Plan requests and feature suggestions are emailed to PDC and are not stored on our server.
• Anonymous custom scenarios. If you contribute a custom scenario, we keep the age range, ethnicity, gender, religion or faith tradition, who you are meeting with (for educator scenarios), and the situation you wrote for about 24 months, and we email a copy to the Collective. We do not store your name, email, account, organization, IP address, or device with that scenario, so it cannot be linked back to you and is not shown to your educator or anyone else in your center. You cannot withdraw a contributed scenario. If you practice without contributing, we do not keep or email what you wrote. Either way, we do not keep your conversation with the simulated person.
• Technical data. Your IP address is used in memory for rate limits. One session cookie keeps you signed in. Our hosting provider may keep standard web request logs.

3. What stays on your device

Your recent response transcripts, intention notes, self-observations, care-plan notes, BCC reflections, and personal reflection chat are stored in your browser’s local storage for your profile. Educator-practice history is stored the same way. With Intuitive patient responses off, typed practice text does not leave your device for generation. Interview Preparation responses and document analysis live only in page memory and clear when you reset or reload. Theory documents are read in your browser; the original file is never uploaded or kept. Clearing your browser data removes these local records.

4. What goes to our AI provider (OpenAI)

• Intuitive patient responses. When this is on and connected, each typed turn is sent through our server to OpenAI with storage disabled, together with the scenario details needed for the reply. When it is off, SCS uses scripted responses.
• Speak. After you confirm, microphone audio is sent to OpenAI for a live two-way conversation. SCS does not keep that audio.
• Voice on Type. Fictional patient lines and delivery instructions are sent to OpenAI to generate audio.
• Educator coach. Messages to the web-connected coach, with the related practice responses and reflection fields, are sent to OpenAI, which may use web search.
• Theory analysis. When configured, de-identified extracted text (not the original file) is sent with storage disabled.
• Interview preview. Answers typed in the signed-out preview are sent to OpenAI with storage disabled when it is configured. The preview is kept only in server memory and is not linked to any profile.
• Custom scenarios. The scenario you built and what you type or say in that encounter are sent to OpenAI, including when Intuitive patient responses is off.

OpenAI keeps API content (text and Speak audio and transcripts) for up to 30 days to monitor for abuse and then deletes it. OpenAI does not use this content to train its models. Sending requests with storage disabled only stops OpenAI keeping application state; it does not shorten that 30-day period.

Voice dictation may be processed by your browser or operating system’s speech service under that provider’s terms.

5. Who sees what

Educators and center administrators see the progress totals and labels for the people they manage (Review class). They do not see transcripts, encounter responses, reflection chat, or custom scenarios anyone in the center wrote. The Owner administers accounts and organizations, and can read contributed custom scenarios after the daily send, with no author identity attached.

6. Service providers

We use OpenAI for AI responses and voice, Resend for invitation, notification, form, and contributed custom-scenario email, and a hosting provider to run the service. Contributed custom-scenario email carries the situation text with no author identity. Google Workspace hosts the receiving mailbox, and Google Vault may keep matching mail for about 24 months. We do not sell personal information, and we do not share it for cross-context behavioral advertising.

7. Retention and deletion

Account and progress data are kept while the account is active. When a member is removed, their sign-in ends and their seat is freed right away, and their profile, progress totals, sessions, and invitations are deleted from the live database. Any remaining data tied to that member, such as the name and email on the removal record, their individual organization, and stored keys for an organization left empty, is deleted automatically 30 days after removal. The Owner keeps a short audit line (the role, who removed the member, and the dates) with no name, email, or key. Contributed custom scenarios are deleted from our database after about 24 months. Deleting a row in the Owner panel does not delete the emailed copy in Gmail; Google Vault keeps matching mail until about day 730. Because contributed scenarios have no author identity, we cannot find or delete your contribution on request. Data on your device stays until you clear it. You can ask for access to or deletion of your account data by email.

8. Your California privacy rights

If you live in California, the California Consumer Privacy Act (as amended by the CPRA) gives you the right to know what personal information we hold and how we use it, to delete it, to correct it, and to limit use of sensitive personal information. You will not be treated differently for using these rights. We do not sell or share personal information, so there is no opt-out link. Send requests to contact@positivedreamers.com; we will verify your identity before acting on them.

9. Children

SCS is not directed to children under 13. Accounts are for adult learners and are created by administrators.

10. Security

Passwords are stored as salted hashes, and invitation tokens are stored as hashes. The session cookie is HttpOnly, SameSite=Strict, and Secure over HTTPS. OpenAI and email keys stay on the server. No system is perfectly secure.

11. Do Not Track

SCS does not track you across other websites and uses no advertising or third-party analytics. It does not change its behavior in response to a browser Do Not Track signal.

12. Do not enter real patient information

Practice with fictional details only. Do not enter protected health information or anything that identifies a real care recipient (see Terms of Use, section 6).

13. Changes

We may update this policy. Material changes will be announced in the app or by email, and the date above will change.

14. Governing law and contact

This policy is governed by the laws of the State of California. Questions: contact@positivedreamers.com.