Crucial Dimensions respects your privacy and is committed to protecting personal information handled through SpeakUp Buddy.
This Privacy Policy explains how we collect, use, store, and disclose personal information when you access or use SpeakUp Buddy through our learning platform.
SpeakUp Buddy is provided by Our Collective Genius Pty Ltd trading as Crucial Dimensions (“Crucial Dimensions”, “we”, “us”, “our”).
If you have any questions about this Privacy Policy or our handling of personal information, you can contact us at:
Email: speakupbuddy@crucialdimensions.com.au
SpeakUp Buddy is an AI-supported learning tool designed to help learners practise workplace communication and related skills through interactive scenarios.
SpeakUp Buddy is delivered through the LearnWorlds learning platform and uses an embedded AI chatbot provided through GenLearn.
SpeakUp Buddy uses different service providers for different parts of the experience:
- LearnWorlds manages the learning platform, user access, course enrolment, and course progress data.
- GenLearn provides the embedded AI chatbot experience.
- OpenAI Enterprise API may be used to support chatbot responses.
- Cloud and infrastructure providers, including Amazon Web Services, may be used to support service delivery.
As part of the intended system design, learner identity data managed in LearnWorlds is processed separately from chatbot interaction data.
Depending on how SpeakUp Buddy is used, we may collect or receive the following categories of personal information.
Through LearnWorlds, we may collect or receive:
- first name
- last name
- email address
- course enrolment information
- course progress and completion data
- account and login-related records
When you use the SpeakUp Buddy chatbot, we may collect or receive:
- prompts or messages you enter into the chatbot
- chatbot responses
- session metadata, such as the date and time of an interaction
- technical logs reasonably required for service operation, troubleshooting, support, and security
When you access the platform, certain technical information may also be collected automatically, such as:
- IP address
- browser type
- device or system information
- usage and activity logs
- cookie or similar technology information, where applicable
We may use personal information to:
- provide access to SpeakUp Buddy and related course content
- manage learner accounts and enrolments
- deliver chatbot-based learning activities
- operate, maintain, and support the service
- respond to support requests
- troubleshoot and resolve technical issues
- monitor service reliability, security, and performance
- meet legal, regulatory, and contractual obligations
- investigate or respond to misuse of the service
We do not use chatbot interaction data to train, fine-tune, or improve general AI models.
SpeakUp Buddy is not intended for the collection of sensitive personal information.
You should not enter:
- health information
- government ID numbers
- financial account or card details
- highly confidential business information
- other sensitive personal information
If sensitive information is entered into the chatbot, it may be processed as part of that interaction, but it is not specifically requested or intentionally sought by us.
We may disclose personal information to service providers involved in delivering SpeakUp Buddy, including:
- LearnWorlds
- GenLearn
- Amazon Web Services
- OpenAI Enterprise API
- other professional or technical service providers reasonably required to operate the service
We may also disclose personal information where required by law, regulation, court order, or where reasonably necessary to protect rights, safety, or the integrity of the service.
Some personal information processed through SpeakUp Buddy may be stored or processed outside Australia.
This may occur because some of our service providers or their infrastructure are located in, or operate from, other countries. Depending on the relevant service component, this may include the United States, European Union, and other jurisdictions in which our providers operate.
Where we disclose or transfer personal information internationally, we take reasonable steps to ensure appropriate protections are in place.
We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, or as required by law.
In general:
- learning platform and account data is retained in accordance with the lifecycle of the relevant LearnWorlds account and platform processes;
- chatbot session data is retained for up to 90 days and is then deleted in accordance with the applicable service retention policy;
- technical and operational records may be retained for support, security, and compliance purposes for an appropriate period.
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.
These measures may include:
- encrypted transmission of data
- access controls and authentication measures
- restricted administrative access
- logging and monitoring
- vendor security controls
- contractual protections with service providers
No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
You may request access to personal information we hold about you, and you may request correction of inaccurate personal information, subject to applicable legal limitations.
If you access SpeakUp Buddy through an organisation, some requests may need to be handled through that organisation first.
To make a request, contact us at: speakupbuddy@crucialdimensions.com.au
If you believe we have handled your personal information in a way that breaches applicable privacy law, please contact us first and we will investigate your complaint.
If you are not satisfied with our response, you may be able to complain to the Office of the Australian Information Commissioner or another relevant privacy regulator, depending on your location and the applicable law.
SpeakUp Buddy is delivered using third-party platforms and providers. Those providers may also have their own privacy terms or notices that apply to aspects of their services.
This Privacy Policy explains how Crucial Dimensions handles personal information in connection with SpeakUp Buddy, but third-party platform terms may also apply where relevant.
The learning platform and related services may use cookies or similar technologies for authentication, performance, analytics, and service functionality.
You may be able to control cookies through your browser settings, although disabling them may affect the functionality of the service.
We may update this Privacy Policy from time to time to reflect changes to our service, providers, practices, or legal obligations.
The updated version will be made available through the relevant platform or website, and the revised effective date will be shown at the top of the policy.
If you have questions about this Privacy Policy or SpeakUp Buddy’s privacy practices, please contact:
Crucial Dimensions
Email: speakupbuddy@crucialdimensions.com.au
