Privacy Policy

Effective date: September 21, 2026

Code 3 Academy, LLC (“Code 3 Academy,” “we,” “us”) provides public safety education through code3academy.org and the Apollo scenario training app at scenarios.code3academy.org (together, the “Services”). This policy explains what we collect, why, who we share it with, and the choices you have. If you have questions, email support@code3academy.org.

1. The short version

  • We collect what we need to run your account, deliver training, take payment, and improve the product.
  • What you type into an Apollo scenario is sent to an AI provider to generate the patient’s responses, scoring, and debrief.
  • We do not sell your personal information.
  • Do not enter real patient information into Apollo.
  • You can ask us to access, correct, or delete your data at any time.

2. Information we collect

Information you give us

  • Account information: name, email address, password (stored in hashed form by our authentication provider), and profile details such as certification level and training goals.
  • Training activity in Apollo: the scenario prompts you enter, your messages and decisions during a scenario, scores, debriefs, hints used, scenario history, and learner-profile data built from your performance.
  • Payment information: purchases and subscriptions are processed by our payment processors. We receive your plan, payment status, and limited card details (such as card type and last four digits). We do not receive or store your full card number.
  • Communications: messages you send us, newsletter signups, survey responses, and feedback.

Information collected automatically

  • Usage and device data: pages viewed, features used, approximate location derived from IP address, browser and device type, referring pages, and timestamps.
  • Cookies and similar technologies: used to keep you signed in, remember preferences, measure traffic, and, on our marketing pages, measure advertising. See Section 6.

Information we do not want

Apollo is a training tool. Do not enter protected health information or details that could identify a real patient from a clinical rotation, internship, or job. If you believe you have done so, contact us and we will delete it.

3. How we use information

  • To create and secure your account and provide the Services.
  • To generate scenarios, patient responses, coaching, scoring, and debriefs.
  • To process payments and manage subscriptions and promotional access.
  • To send service messages (receipts, password resets, account and policy notices).
  • To send newsletters or product updates if you opted in. You can unsubscribe at any time.
  • To understand how the Services are used, fix problems, prevent abuse, and improve scenario quality and scoring. Where we can, we use de-identified or aggregated data for this.
  • To measure and improve our marketing.
  • To comply with law and enforce our Terms of Service.

4. Artificial intelligence processing

Apollo uses third-party AI models to generate content. When you run a scenario, the text you enter and relevant scenario context (such as certification level and difficulty) are sent to our AI provider to produce a response. We do not send your name, email address, or payment details as part of these requests. We have not opted in to allowing our AI provider to use this content to train its models. AI-generated content can be inaccurate; see our Terms of Service.

5. Who we share information with

We share personal information only with service providers that help us operate the Services, under terms that limit their use of it, and in the limited situations below.

  • Hosting and database: the infrastructure and database providers we use to run and store the Services.
  • AI processing: the AI providers we use to generate scenario content, responses, and scoring.
  • Payments: Stripe and PayPal for purchases on code3academy.org
  • Email: our email delivery provider, for account and service messages.
  • Security and rate limiting: providers that help us secure the Services and prevent abuse.
  • Analytics and advertising: Google Analytics / Google Tag Manager, Google AdSense, and advertising platforms such as Meta, Google Ads, and TikTok

We may also disclose information if required by law, to protect the safety or rights of any person, to investigate fraud or abuse, or as part of a merger, sale, or transfer of our business (in which case this policy continues to apply to your information).

We do not sell your personal information. Some state laws treat the use of advertising cookies as “sharing” personal information for targeted advertising. You can opt out as described in Section 6.

6. Cookies, analytics, and advertising

We use necessary cookies to keep you signed in and keep the Services secure. We also use analytics cookies to understand traffic and, on our marketing pages, advertising cookies or pixels to measure whether our ads work. We do not use what you type inside Apollo scenarios for advertising.

You can control cookies in your browser settings and through the cookie preferences link on our site. We honor Global Privacy Control signals as an opt-out of advertising cookies where required by law.

7. Schools and instructors

Students and instructors currently use Apollo through individual accounts. If a school or agency uses the Services under a written agreement with us, we handle student information according to that agreement and applicable law, and the school remains responsible for its own notices and permissions.

8. How long we keep information

We keep account and training data while your account is active. If you delete your account or ask us to delete your data, we remove or de-identify it within 30 days, except for records we must keep for tax, accounting, fraud prevention, or legal reasons, and copies in routine backups, which expire on their normal schedule.

9. Your choices and rights

Wherever you live, you can ask us to:

  • give you a copy of the personal information we hold about you;
  • correct information that is wrong;
  • delete your account and personal information;
  • stop sending you marketing email; and
  • opt out of advertising cookies.

Email support@code3academy.org from the address on your account. We will verify the request and respond within 30 days. We will not treat you differently for exercising these rights. Residents of some U.S. states and other countries may have additional rights under local law, including the right to appeal a decision; contact us and we will honor them as required.

10. Children and teens

The Services are intended for adults and for students with the permission of a parent or guardian. They are not directed to children under 13, and we do not knowingly collect personal information from them. If you believe a child under 13 has given us information, contact us and we will delete it.

11. Security

We use reasonable technical and organizational safeguards, including encryption in transit, access controls, and reputable infrastructure providers. No system is perfectly secure. Use a strong, unique password and tell us right away if you suspect unauthorized access.

12. International users

We operate in the United States, and information is processed in the United States and wherever our service providers operate. By using the Services, you understand your information will be transferred to and processed in the United States.

13. Changes to this policy

We may update this policy. We will post the new version with a new effective date and, for material changes, notify you by email or in the app.

14. Contact

Code 3 Academy, LLC
530 Calle San Lorenzo, New Mexico, United States
support@code3academy.org