Privacy Policy

Scope

This Privacy Policy applies to:

• the public RigorOS website at rigoros.org;
• the RigorOS Workspace at app.rigoros.org;
• organisation-specific RigorOS Portals;
• related communications and services provided through RigorOS.

Organisations using RigorOS may also have their own privacy policies and responsibilities relating to information they provide to or collect through the platform.

Information we process

The information RigorOS processes depends on how you use the service.

We may process information such as:

• your name;
• email address;
• organisation;
• account and membership information;
• roles and permissions;
• invitations and account-recovery information;
• authentication and security information.

Organisations and their authorised users may provide content including:

• Source Material;
• Knowledge, including curated organisational expertise;
• Reference Examples;
• evaluation methodology and Protocols;
• Calibration material;
• organisational configuration and related metadata.

This material may contain personal information depending on what an organisation chooses to provide.

Learning and evaluation

Where RigorOS is used for learning or evaluation, we may process:

• learner identity and Offering membership;
• submitted work, including documents, text and images;
• Submission Context and related metadata;
• Evaluation results and feedback;
• revisions and evaluation history;
• Evaluation Discussion messages.

We may process technical information necessary to operate and secure RigorOS, such as:

• request and processing metadata;
• timestamps;
• authentication and security events;
• error and diagnostic information;
• model and execution metadata;
• audit and governance events.

RigorOS is designed to keep substantive Customer Content out of operational logs where it is not required for the operation of the service.

How we use information

We process information where reasonably necessary to provide, operate, secure and improve the RigorOS service.

This includes using information to:

• create and administer accounts;
• provide access to organisations, Workspaces and Portals;
• capture and govern organisational knowledge;
• configure and apply evaluation methodology;
• process submissions and produce Evaluations;
• provide Evaluation Discussion and related functionality;
• calibrate the application of expert judgement where authorised;
• maintain historical and audit records;
• send invitations, account-recovery messages and other service communications;
• diagnose problems, prevent misuse and maintain security;
• meet legal and regulatory obligations.

We do not sell personal information or Customer Content.

Customer Content and organisational authority

RigorOS is designed so that an organisation remains authoritative over the expertise it brings to the platform.

RigorOS does not claim ownership of Customer Content merely because that material is processed through the service. Existing ownership and intellectual-property rights are not transferred to RigorOS simply by using the platform.

Customer Content is used to provide the RigorOS service authorised by the relevant organisation. RigorOS does not use one organisation's proprietary Customer Content to improve the Evaluations of another organisation.

Access to organisational content is controlled through organisational boundaries, roles, permissions and governance controls.

Learner submissions and Evaluations are private by default.

Authority over an organisation, Group, Protocol or Offering does not automatically give a person access to an individual learner's submission or Evaluation content.

RigorOS processes learner work to provide the authorised Evaluation and related learner experience.

Learner work does not automatically become organisational Knowledge, and learner Portal Evaluations are not automatically used as Calibration precedent.

Operational information needed to administer an Offering — such as learner identity, invitation state, submission status, revision status and processing state — may be available to authorised administrators without providing general access to the substantive learner Evaluation.

Artificial intelligence services

RigorOS uses artificial intelligence services as part of functions including knowledge extraction, Evaluation, Evaluation Discussion and RigorOS assistance features.

Only information required for the relevant function is provided to the AI service.

RigorOS currently uses OpenAI API services for these functions. The RigorOS OpenAI organisation is configured so that API inputs and outputs are not voluntarily shared with OpenAI for model training or model improvement.

RigorOS does not rely on OpenAI-hosted conversational state as the authoritative record of Evaluation Discussion. Discussion history is maintained by RigorOS and relevant context is provided as required for each interaction.

AI providers may retain limited information for security, abuse prevention or legal purposes in accordance with their applicable service terms and data controls.

Evaluation records and integrity

RigorOS is designed to preserve the basis on which governed Evaluations are made.

For new image-based Evaluations, RigorOS preserves an immutable, integrity-checked representation of the substantive image supplied to the evaluator. This allows the historical Evaluation evidence to remain independent of mutable Source Material or original submission storage.

For textual Evaluations, substantive evaluator inputs and Evaluation configuration are preserved within immutable Evaluation records.

Original files and upstream Source Material may have a different retention lifecycle from the representations required to explain a historical Evaluation.

Service providers and international processing

RigorOS uses specialist service providers to operate the platform. These currently include:

• Supabase for authentication, database and private file storage;
• Vercel for application and website hosting;
• OpenAI for AI inference;
• Resend for transactional email;
• Adobe for font delivery on the public website.

These providers receive only the information required for the services they provide.

Our primary RigorOS application runtime and primary database, authentication and storage infrastructure are currently configured in Tokyo, Japan.

Some service providers may process or store information in other countries, including the United States. The public RigorOS website may also be delivered through geographically distributed infrastructure.

We assess third-party providers and remain responsible for protecting personal information handled on our behalf.

Security

RigorOS uses technical and organisational safeguards intended to protect Customer Content and personal information from unauthorised access, disclosure, alteration or loss.

These include, where applicable:

• organisation-level data isolation;
• role- and permission-based access;
• private object storage;
• server-controlled access to sensitive material;
• immutable published methodology and evaluation records;
• integrity verification for execution artefacts;
• content-minimised operational logging;
• controlled access to production infrastructure.

No online service can guarantee absolute security. We review and improve RigorOS security and privacy controls as the platform develops.

Retention

We retain information for as long as it is reasonably required to provide the service, preserve required governance and Evaluation records, meet contractual or legal obligations, resolve disputes, maintain security, or support legitimate organisational requirements.

Different types of information may have different retention periods.

For example, an original Source or uploaded file may no longer need to be retained once the substantive information or immutable representation required by RigorOS has been safely preserved.

We do not treat every uploaded file as requiring indefinite retention.

Information held in infrastructure backups or by service providers may remain for a limited period after deletion from the active service in accordance with applicable backup and provider lifecycles.

More detailed retention arrangements may be agreed with organisations where required.

Rights and requests

Subject to applicable law, you may ask us to provide access to personal information we hold about you or to correct information that is inaccurate.

Depending on the circumstances, requests concerning learner or institutional information may need to be coordinated with the organisation through which you use RigorOS.

You may also contact us about deletion or other privacy concerns. Whether particular information can be deleted immediately may depend on contractual, legal, governance, security or legitimate record-retention requirements.

To make a privacy request, contact us at [Privacy contact email].

We may need to verify your identity before acting on a request.

Indirect collection

In some cases, an organisation may provide RigorOS with personal information about people who use its RigorOS environment, rather than that information being collected directly from the individual.

RigorOS and the relevant organisation will each have privacy responsibilities appropriate to their role and the circumstances of that collection.

Where required, individuals will be informed about the collection and use of their personal information, including where information has been collected indirectly.

Cookies and analytics

The public RigorOS website does not currently use advertising trackers or third-party behavioural analytics.

The website may make necessary technical requests to hosting infrastructure and third-party services used to deliver website resources, including Adobe Fonts.

If we introduce analytics, cookies or other tracking technologies that materially change how personal information is collected or used, we will update this Privacy Policy and provide any additional notice or controls required.

Authenticated RigorOS services may use cookies or similar technologies where necessary for authentication, security and operation of the service.

Disclosure

We may disclose information:

• to service providers acting on our behalf where necessary to operate RigorOS;
• where authorised or requested by the relevant individual or organisation;
• where reasonably necessary to protect the security or integrity of RigorOS;
• where required or permitted by law.

We do not sell personal information or Customer Content to advertisers or data brokers.

New Zealand and overseas processing

RigorOS is a New Zealand-based service, but some of the infrastructure and service providers used to operate RigorOS are located outside New Zealand.

Where personal information is processed by providers outside New Zealand on our behalf, we take reasonable steps appropriate to the circumstances to ensure that the information remains appropriately protected.

Privacy breaches

If RigorOS experiences a privacy breach, we will investigate and respond in accordance with applicable law.

Where a privacy breach is likely to cause serious harm, we will notify affected individuals and the New Zealand Privacy Commissioner where required.

Changes to this policy

We may update this Privacy Policy as RigorOS develops, our service providers or practices change, or legal requirements evolve.

The current version will be published at rigoros.org/privacy, with the date of the latest update shown at the top of this policy.

Material changes affecting how personal information is handled may also be communicated through the RigorOS service or directly to affected organisations where appropriate.

Contact

For privacy questions, requests or concerns, contact:

You may also contact the New Zealand Office of the Privacy Commissioner if you have concerns about how your personal information has been handled.