My Resource Room

Privacy Policy

Last updated 15 September 2026

Resource Room is a private training and knowledge platform provided to organisations for their teams. This policy explains what information we collect, how we use it, and the choices you have. It applies to the Resource Room website and the Resource Room iOS and Android apps.

Who we are

Resource Room is operated by the workspace provider on behalf of your organisation (your employer). Your organisation is the controller of the workspace data; we process it to provide the service. If you have questions about your own data, contact your workspace administrator or us at privacy@myresourceroom.com.

Information we collect

Account information — your email address, and the name, role and location/group your administrator assigns you.
Learning activity — which videos and documents you view, your progress, favourites, and your quiz and comprehension-check results.
Compliance records — required-training completions, certificates recorded for you, and attestation (“read & understood”) sign-offs with timestamps.
Communications — messages you send in team channels and direct messages, and reactions.
Reports you submit — Speak Up reports. If you choose “submit anonymously”, no identifier is stored against the report.
Questions you ask — the questions you put to the AI assistant (“Ask the Room”), to generate answers and improve content.
Device & technical data — a push-notification token (if you enable notifications), and standard technical logs needed to run and secure the service.

How we use your information

To provide the service — deliver training content, answers, messaging, and compliance tracking.
To send notifications you’ve opted into, including new messages, announcements and required-training reminders.
To give your organisation’s administrators the reporting they need, such as training completion and certificate expiry.
To secure the service, prevent abuse, and provide support.

We do not sell your personal information and we do not use it for third-party advertising or cross-app tracking.

The AI assistant

“Ask the Room” answers questions using your organisation’s own uploaded training content together with a third-party AI model provider. Your question and the relevant content are sent to that provider to generate a response; it is not used to train their public models. Answers are generated automatically — always verify anything critical with your manager.

Who can see your data

Your organisation’s administrators can see workspace data such as your training progress and compliance records, and manage your account.
Other team members can see content you post in shared channels and your reactions, per your workspace’s settings.
Service providers who process data on our behalf include our cloud database, authentication and file storage provider; our web hosting provider; our AI model provider; and Apple/Google for delivering push notifications. They act under contract and only to run the service.

Data retention & deletion

We keep your information for as long as your account is active within a workspace. Your administrator can remove your account, which deletes your profile and associated personal data. You may also request access, correction or deletion of your personal data by emailing privacy@myresourceroom.com.

Security

Data is encrypted in transit. Access is restricted to members of your workspace and enforced at the database level (row-level security). The app supports biometric (Face ID / fingerprint) unlock on supported devices.

Children

Resource Room is a workplace tool and is not directed at children. We do not knowingly collect data from anyone under 16.

Changes to this policy

We may update this policy from time to time. Material changes will be reflected by the “last updated” date above.

Contact

Questions about this policy or your data? Email privacy@myresourceroom.com.