1. Who we are and our responsibilities
Latitude83 Ltd provides this website, portal, support services, Casey AI and connected training products. This notice covers visitors, business contacts, account holders, instructors and people whose training activity is recorded. It explains processing; it is not a waiver of privacy rights or blanket consent.
We act as controller for purposes we determine, including business enquiries, account administration and service security. Where your airline or another organisation determines the purposes of staff training records and we process them on its documented instructions, that organisation is the controller and we act as processor. The customer and data processing agreements govern those arrangements. Your organisation's staff privacy notice also applies.
2. Contacting us
Use the public website contact form to contact Latitude83 about privacy. Start your message with ‘Privacy request’. You do not need a portal account; enter ‘Not applicable’ if the company field does not apply. Do not send passwords, identity-document scans or unnecessary sensitive information in the initial message. Requests received through other valid channels are also recognised.
We may request proportionate identity checks or clarification. For airline-controlled training records, you can also contact your organisation; we assist the responsible controller with requests where required.
3. Information collected and its sources
From you, your administrator and our authentication service we receive names, email addresses, organisation membership, roles, permissions, invitations, sign-in information, preferences and terms-acceptance records. From training applications, headsets and instructors we receive assigned User IDs, scenarios, exam results, attempt history, procedural actions, timings, playlist progress, classroom membership, help requests and device connection or command records. User IDs and device identifiers can be personal information when linked to an individual.
Casey processes questions, conversation history, generated answers, relevant training context, request status and token usage. Support records include messages and attachments. Website enquiries include name, email, company, message and how you found us. Infrastructure may generate IP or derived anti-abuse identifiers, browser/device details, timestamps and security or error logs.
We do not ask you to put passenger records, health information, passwords or unnecessary personal information into Casey. Contact us if you submit these accidentally. This precaution does not mean the service processes no personal information.
4. Purposes and lawful bases
Where we are controller, we rely on legitimate interests for responding to enquiries, administering business accounts, delivering and supporting services, proportionate troubleshooting, security, abuse prevention and defending legal claims. These interests are subject to necessity, proportionality and individuals' rights. We rely on contractual necessity where processing is necessary for a contract with you personally or steps you request before entering it; an airline contract is not automatically a contract with each employee.
We process information to comply with applicable legal obligations where required by law. Where we are processor, we follow the customer's lawful documented instructions and the customer explains its lawful basis. Activities requiring consent need a separate specific choice. Accepting account terms is not consent to marketing or model training.
5. Casey, service review and access
Casey uses the OpenAI API to generate responses. Requests may include your question, relevant history and airline/training context, including pseudonymous User IDs and outcomes. VR feedback includes scenario and procedural results. A derived safety identifier may accompany requests. The application sets response storage to disabled; this does not mean the provider retains no security or abuse-prevention records.
Authorised Latitude83 personnel may access relevant records where necessary for support, security, troubleshooting or quality checks, subject to customer arrangements and a need to know. Airline administrators can see the organisation-scoped training and usage information their permissions allow. Current portal chat-history access is restricted to the conversation owner; airline administrators do not have a general facility to browse other users' conversations. This notice does not expand those permissions.
Casey can be inaccurate. Scores, analytics and summaries support qualified human review, not solely automated employment, certification or safety decisions. Ask your organisation how it uses results and request human review of disputed outcomes.
6. No model-training permission through registration
This release does not introduce reuse of customer personal information to train Latitude83 models. Accepting account terms or reading this notice does not authorise such reuse. Any future Latitude83 model-training programme requires a separate assessment, appropriate lawful basis and customer arrangements, and updated information before it begins. Where consent is used it must be separate, optional and withdrawable without making ordinary portal access conditional on it.
Generating an answer through an external AI provider is different from training a model. No permission is granted through registration for external providers to train their own models on customer content. Removing names or hashing identifiers does not necessarily make information anonymous.
7. Recipients
Information is available to you, appropriately authorised people at your organisation, authorised Latitude83 personnel and service providers as needed for the relevant purpose. Inspectors receive the access authorised for them. Technical administration is not permission for unrelated use.
Providers used by the service include Supabase for database, authentication and storage, Cloudflare for portal hosting and delivery, OpenAI for Casey responses, Resend for transactional email and contact notifications, and hosting providers for connected-device gateways. Provider responsibilities depend on the service and applicable agreements. We may disclose information where required by law or necessary to protect legal rights. A business restructuring may involve disclosure subject to applicable safeguards and notice requirements.
8. International processing
Our providers may process or access information outside the UK. A UK database location does not mean that AI, email, support, security or backup processing stays in the UK. For restricted transfers, applicable data protection law requires an appropriate mechanism, such as adequacy arrangements or approved contractual safeguards, and any necessary additional assessments or measures.
Contact us through the privacy contact route for information about the locations and safeguards relevant to your information and, where applicable, how to obtain a copy of the safeguards.
9. Retention and deletion
Latitude83 determines retention according to the purpose of the record, continuing service needs, customer instructions, applicable legal obligations and the need to resolve specific disputes or security incidents. Our discretion is subject to data protection law: information must not be kept longer than necessary or indefinitely merely because it might be useful. The following criteria apply where no fixed period is specified in your customer agreement.
Account and access records are needed while access or the customer relationship remains active. After closure, continued retention must be justified by an outstanding support matter, a specific legal obligation or a relevant claim. Terms-acceptance receipts are linked to the account and are removed if its authentication record is deleted; closing access is not itself deletion of that record.
Training records are retained in accordance with the airline/controller's documented requirements, agreed service needs and lawful deletion instructions. Each paid service has its own agreed end date. Where the organisation has agreed the 30-day retention arrangement, normal access stops at expiry, relevant data is restricted for 30 calendar days to allow renewal or a requested return, and service-only data is then scheduled for deletion. Renewal before deletion cancels that expiry cycle. Other active services and their own records are protected. VR training records follow the VR service retention period even when Casey remains active. After VR access ends, Casey cannot use VR history, results or live headset context; saved Casey conversations follow the Casey retention period. Pending return requests and justified legal or incident holds pause relevant deletion. Request a return 30 days before expiry wherever possible; later requests are considered while the data is still held. This advance-notice request and our 30-day return target do not override statutory rights or deadlines. Legacy access without an agreed retention arrangement is not automatically enrolled. Backups and provider logs follow separate restricted lifecycles and are not promised to disappear on the same day. Contact your organisation for its applicable record-keeping requirements.
Casey history is retained to provide conversation history until deleted or no longer needed for the service, subject to any justified investigation or legal hold. Users can delete their own stored conversations. Separate usage, support or security records may remain where needed for billing reconciliation, resolving the enquiry or investigating a specific incident. They are not retained for unspecified future model training.
Enquiries and support records are assessed against whether the matter is resolved and whether follow-up, an identified obligation or a relevant claim still requires them. Security and diagnostic records are assessed against incident investigation and proportionate service protection needs. When the relevant need ends, records should be deleted or genuinely anonymised. Requests can be made through the contact form. Deletion from active systems does not promise immediate erasure from provider logs or backups, which follow their applicable lifecycles and restrictions.
10. Rights and complaints
Depending on the circumstances, you may request access, correction, erasure, restriction or portability of your personal information, object to processing, and withdraw consent where it is used. Rights have conditions and exceptions; withdrawal does not invalidate earlier lawful processing. Right to object: you may object to legitimate-interest processing for reasons relating to your situation, and have an absolute right to object to direct marketing.
We handle requests within applicable statutory timescales, normally one month, and explain any lawful extension or proportionate identity checks. Requests are normally free. Where your organisation is controller, we assist it as required. You may complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint or another competent authority; you do not have to complain to us first.
11. Cookies and external content
The portal uses authentication cookies or equivalent browser storage to maintain sign-in and may store settings for requested functionality. Infrastructure also generates security and diagnostic information. Public pages may load external media, including YouTube privacy-enhanced embeds, which send requests to external providers. ‘Privacy-enhanced’ does not mean that no information is transferred.
Account acceptance does not give cookie, advertising or marketing consent. Any non-essential technologies requiring consent need separate controls; this notice is not such a consent mechanism.
12. Security and updates
We use access controls and security measures intended to protect information, but no online service is risk-free. Keep credentials secure and report suspected exposure through support or the contact route. Some information is necessary for account authentication or a requested service; without it that function may not be available.
This notice takes effect on publication of version 2026-10-08. We will identify updated versions and communicate material changes. A notice update is not retrospective permission for a new use of your information.