Privacy Policy

Effective date: July 17, 2026
Last updated: November 1, 2026

This Privacy Policy explains how Zoptiks (“Zoptiks,” “we,” “us,” or “our”) handles personal information in connection with our websites (including zoptiks.com, www.zoptiks.com, and app.zoptiks.com), applications, APIs, and related products and services (collectively, the “Services”).

By using the Services, you acknowledge this Policy. If you do not agree, do not use the Services.

If you have questions, contact us at privacy@zoptiks.com or hello@zoptiks.com.

1. Who we are and roles

Zoptiks provides software for zoos, aquariums, and similar venues, including interactive maps (Zookit), content and AR experiences (Zoopedia), organization workspaces, analytics, AI-assisted tools, and optional commerce features, and K–12 enrichment tools for schools and families (Classroom, Lessons, missions and field trips).

Controller. For account registration, billing, marketing on our sites, product analytics we operate, and our own customer support, Zoptiks is typically the controller of personal information.
Processor. When an organization customer (a “Customer”) uploads or configures content, visitor experiences, maps, exhibits, livestock or facility data, or analytics within their workspace, Zoptiks generally processes that information as a processor on the Customer’s instructions. The Customer is responsible for providing notices to end users/visitors and obtaining any required consents.

2. Information we collect

2.1 Information you provide

Account and profile: name, email address, password or authentication credentials, organization affiliation, role, and profile settings.
Billing: billing name, address, payment method details (processed by our payment provider; we do not store full card numbers), tax IDs where required, and subscription history.
Customer content: maps, floor plans, images, georeference data, exhibit and facility information, species or livestock records, CMS content, shop catalog data, messages, and other materials you or your organization upload or generate.
Communications: support tickets, emails, feedback, waitlist or contact form submissions.
AI inputs: prompts, uploaded images (for example paper-map imports), and related outputs when you use AI features. For Lessons: a teacher's or parent's lesson request and the text of teaching material they upload (PDF, PowerPoint, Word); a learner's written answers to lesson questions; and, for learners 13 and older, what they type to the lesson tutor or in a group discussion. See Section 12.
Sports: if you turn them on, workouts and the heart rate recorded during them from Apple Health or Health Connect; drill counts from your watch; and the video you choose to keep with a clip review. See Section 13.

2.2 Information collected automatically

Device and log data: IP address, browser type, device identifiers, operating system, referring URLs, pages viewed, timestamps, and diagnostic logs.
Usage data: feature usage, map session activity, click and navigation events within the Services, performance metrics, and error reports. On our website, product analytics, performance measurement and browser error reports require an explicit Analytics choice. We use a random identifier for each consent period, without an account ID, name or email; our server retains it to handle withdrawal. Signed-in accounts must also meet the digital consent age for their region. In our native apps, guests and younger users send only anonymous crash reports. Our analytics provider discards IP addresses.
Location-related data: approximate location derived from IP; map coordinates and routes you configure; optional precise location if you enable device location features in a visitor experience, or the route the sport timer records (Section 13.4).
Cookies and similar technologies: see our Cookie Policy.

2.3 Information from third parties

Authentication providers (for example Google or other SSO providers you choose).
Payment processors (for example Stripe) for payment confirmation and fraud prevention.
Map, hosting, email, analytics, monitoring, and AI providers that process data as described in Section 5.
Meta Platforms, when you use Zoptiks XR on Meta Quest: your Meta user ID and the status of Zoptiks Plus purchases made through the Meta Horizon Store. See Section 14.

2.4 Partner Program (referrals)

If you take part in the Zoptiks Partner Program, or arrive through a partner's link:

Partners: your application (who you reach, where you share, your website and country, and why you'd recommend Zoptiks); when, and from which IP address, you accepted the Partner Program Terms; your links and codes; and, when payouts start, payout and tax details handled by Stripe.
Visits through a partner link: when someone opens a partner's link, we record the visit with a random visitor id, one-way hashes of the IP address and browser type (not the address or browser itself), the page it led to, the referring website's domain and the country. On the website, the referral cookie is set only after you separately accept Partner links and we record that choice (see our Cookie Policy).
Referred accounts: which partner referred an account or organization, and when.

We do not knowingly require children under 13 (or the applicable age of digital consent) to create Zoptiks operator accounts. Visitor-facing experiences may be used by minors under a Customer’s control: see Section 10.

3. How we use information

We use personal information to:

Provide, operate, secure, and improve the Services.
Create and manage accounts, organizations, roles, and access controls.
Process subscriptions, usage meters (for example map sessions and AI credits), invoices, and payments.
Deliver customer support and important service notices.
Generate analytics and insights for Customers about their published experiences (where enabled).
Power AI-assisted features you request (for example map import, georeferencing suggestions, or content assistance).
Detect, prevent, and investigate fraud, abuse, security incidents, and violations of our Terms.
Comply with law, enforce agreements, and protect rights, safety, and property.
Send product updates and marketing where permitted (you may opt out of non-essential marketing).

We do not sell personal information as “sell” is commonly defined under U.S. state privacy laws. We do not share personal information for cross-context behavioral advertising except as disclosed in our Cookie Policy where analytics or advertising technologies are enabled.

4. Legal bases (EEA/UK and similar)

Where required, we process personal information under these bases:

Contract: to provide the Services you or your organization request.
Legitimate interests: to secure and improve the Services, prevent abuse, and understand product usage in a privacy-respecting way.
Consent: where required (for example certain cookies or marketing).
Explicit consent: for workouts and heart rate from Apple Health or Health Connect (Section 13.1). You, or for anyone under 18 the parent or guardian who turned it on, can withdraw it at any time.

Legal obligation: to meet tax, accounting, and regulatory requirements.

5. How we share information

We share personal information only as needed for the purposes above:

Service providers: cloud hosting, databases, email delivery, customer support tooling, error monitoring, and analytics
Payment processors: Stripe and related billing infrastructure
Maps & geospatial: map rendering, tiles, geocoding, and directions providers
AI providers: model inference for features you enable. For Lessons these are OpenAI (text, image understanding, narration voice and slide pictures) and Anthropic (Claude generation, fallback replies and safety checks), normally reached through Vercel AI Gateway for text and image understanding. Section 12 says which provider sees what.
Apps you connect: an outside AI app that an adult chooses to connect to their own account receives the answers to what it asks for on that person's behalf. This is a disclosure you direct, not a service provider of ours. Section 12.2 says what is and is not sent
Organization members: other users in your organization with appropriate roles
Coaches of your team: the coaches of a team your sport is on can read that sport's log. A workout you brought in from a health app shows only what kind it was, when, and its minutes, never your heart rate or other numbers from the health app. They can watch a clip video only if you share it with that team. See Section 13
Partners (referrals): a partner in the Zoptiks Partner Program sees only counts, dates, plan types, amounts and statuses for the people they referred. We never give partners your name, email address, organization or location
Public / visitor surfaces: content you choose to publish (maps, listings, pages)
Legal & safety: courts, regulators, or law enforcement when required or to protect rights
Business transfers: merger, acquisition, financing, or sale of assets

We require processors to protect personal information and use it only for contracted purposes, subject to applicable law.

6. International transfers

We may process and store information in the United States and other countries where we or our providers operate. Where required, we use appropriate safeguards (such as Standard Contractual Clauses or equivalent mechanisms) for transfers from the EEA, UK, or Switzerland.

7. Retention

We retain personal information for as long as needed to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods vary by data type:

Account data: while your account is active and for a reasonable period afterward.
Billing records: as required by tax and accounting rules.
Customer content: until deleted by you/your organization or after account closure, subject to backups and legal holds.
Logs and security data: for shorter operational windows unless needed for investigations.
Website analytics: consent periods last 180 days; withdrawal or expiry queues removal of the period’s PostHog data through our daily retention job, with retries during provider outages and asynchronous provider processing. Server consent records expire 365 days after the choice. See the Cookie Policy for the recorded fields and browser storage.
Native-app product analytics events: up to 12 months. We do not collect signed-in product analytics from users under the digital consent age, or from accounts that have not told us their age.
Crash and diagnostic data: approximately 90 days.
Partner link visits: 90 days, then deleted by a daily job. Which partner referred an account is kept while the account exists, and with billing records where commissions were paid.
Partner applications and terms acceptance: while the partner account exists, and afterwards as long as tax and accounting rules require for any commissions paid.
Connected apps: the fact that you connected an app, when, and what you allowed it to do: until you disconnect it. The record of each change an app asked to make and what you decided: while your account exists.
Lesson answers, marks, and tutor transcripts: as set out under School and family records below: tutor and discussion chats for 1 year; answers and marks until the family deletes them.
Workouts and heart rate from Apple Health or Health Connect: until you delete the entry, the sport, or your account. Turning the feature off keeps what is already logged. When you delete an imported entry, we keep only that workout's ID from the health app, with no health values, so it is not brought in again (the most recent 200 per sport), until the sport is deleted.
Health consent records: your own record of turning health data on and off for a sport: while your account exists, including after the sport is deleted. A guardian's record for a child: while both the child's and that guardian's accounts exist.
Drill counts from a watch, and sport timer routes: like anything you log: until you delete the entry, the sport, or your account.
Clip videos: until you delete the video, its review, the sport, or your account. After an account is deleted, its videos are removed from storage by our daily cleanup job.
Zoptiks XR: case progress and field-guide finds: until you delete your account. Ask questions and answers: not kept on our servers. Section 14.7 covers the rest, including what stays on the headset.

School and family records. Records made through schools on Zoptiks (microschools, co-ops, umbrella schools and classrooms) and through family lessons fall into four classes, each with its own rule. A daily job applies the timed rules and logs every run (the class, what was removed, when it started and finished, and any error).

Tutor and discussion chats: deleted 1 year after each message was written. A school (for its own lessons) and a family (for its own lessons) can set a shorter window in settings; neither can set a longer one.
Learning data: lesson answers and marks, project work, school journal pages and activity evidence. Not on a timer: kept until the family deletes it, or until the account it belongs to is deleted.
Official school records: attendance, progress reports, umbrella-school courses, grades, term reviews and transcripts, tuition invoices and payments, signed enrollment paperwork and signatures, guardian-consent evidence and yearbook photo answers. These are the school's records. They are never removed by a window and they survive the deletion of a child's account or of a family: the child's (or family's) name stays on the record and the link to the deleted account is removed. They are removed when the school's organization is deleted, or by us on a verified request.
Sensitive records: a child's safety and medical record (allergies, medications, conditions, emergency and pickup contacts) and the files a family sent a school (for example immunization records, IEPs or custody papers). Deleted 1 year after the child is no longer enrolled at any school: never while they are enrolled anywhere. The year counts from the day the last enrollment ended (the withdrawal date, or the last day of the school year or of the child's placement), or from the day the record was last updated, whichever is later. A file about the whole family follows the family's enrollments the same way. A school (for the files it holds) and a family can shorten this window in settings.

Deleting your account removes your personal data as described on our Delete your account page; the official school records above stay with the school.

We maintain an internal data-retention schedule and written security program covering each data category; children's data is subject to the same limits and is never used for marketing.

8. Security

We implement administrative, technical, and organizational measures designed to protect personal information, including access controls, encryption in transit, and monitoring. No method of transmission or storage is 100% secure. You are responsible for safeguarding account credentials and for configuring organization access appropriately.

9. Your privacy rights

Depending on your location, you may have rights to:

Access, correct, or delete personal information.
Portability of certain data.
Object to or restrict certain processing.
Withdraw consent where processing is consent-based.
Appeal a denied request (where required by law).
Opt out of targeted advertising, “sale,” or “sharing” as defined by applicable U.S. state law (to the extent those activities apply).

How to exercise: email privacy@zoptiks.com with the subject “Privacy Request.” We may verify your identity before fulfilling a request. You can also delete your account yourself in Settings, on the web or in the app, as described at /legal/delete-account; when you do, we also delete the analytics profile (with its events) and the subscription record that our analytics provider and subscription platform hold for your account.

If you are an end user/visitor of a Customer’s published map or experience, contact that organization first; we may redirect requests that relate to Customer-controlled data.

You may lodge a complaint with your local supervisory authority if you believe we have violated applicable privacy law.

10. Children

Zoptiks operator accounts are intended for adults and organizations. We do not knowingly collect personal information from children under 13 for operator accounts.

For the consumer app, an age-range gate runs before personal features. Where the declared range indicates a child under 13 (COPPA), or under the applicable digital consent age in the user's country, which is 13–16 across the EEA/UK (GDPR Article 8), we: collect no product analytics, build no profiles, show no advertising, and prevent posting to public surfaces such as reviews. We store only an age band (never a birth date), used solely to apply these protections.

Lessons and children. Only adults (school staff or a family's adults) can create, review, and publish lessons; learners never trigger AI generation. A learner under 13 (age band child) never gets the AI tutor or group discussions, and a child whose parent has not yet signed the consent slip cannot use the tutor or have written answers marked by AI. A child's written answers may be marked by AI (a mastery note, not a grade) with no name or other identifier in what is sent; a parent or the school can turn AI marking off. We do not use children's data to train models and do not use it for marketing.

Connected apps and children. Only an adult account can connect an outside AI app (Section 12.2). Accounts under 18, accounts that have not told us their age, and school-managed student accounts cannot connect one, and are refused on every request even if one was connected before.

Sports and children. Health data from Apple Health or Health Connect is off for everyone under 18 until a parent or guardian turns it on for that child from their own adult account; an account that has not told us its age counts as under 18. A child's heart rate and other numbers from the health app stay with the child's own account. They are never given to a parent, coach, captain or teammate. Counting a drill on a watch is not health data and works at any age. A child's kept clip videos can be watched by the child, whoever keeps the child's sport, the managers of the child's Zoptiks Family and parents a school has linked to the child, and by a coach only after it is shared with their team. An under-13 account still waiting for a parent's consent cannot keep a clip video. For a student whose account a school manages, clip video is off until the school turns it on for the student's class, or a parent the school linked to the student turns it on. See Section 13.

Zoptiks XR and children. Meta does not allow children under 10 to use Meta Quest, and Zoptiks XR is not for them. In Zoptiks XR, under-13 accounts cannot use Ask or the open web, and only adults can buy. See Section 14.6.

Partner Program and children. Children and students can't join the Partner Program and are never counted as anyone's referral. If a child's account is created through a partner's link, the referral is rejected and the record of the visit is deleted.

Visitor experiences offered by Customers may be accessed by minors. Customers are responsible for configuring those experiences lawfully (including parental consent where required) and for any visitor data they choose to collect. If you believe a child has provided us personal information improperly, contact privacy@zoptiks.com and we will take appropriate steps.

11. California and other U.S. state notices

If you are a resident of California or another U.S. state with a comprehensive privacy law, you may have rights described in Section 9, including rights to know, delete, correct, and opt out of certain processing.

Categories collected (in the prior 12 months, depending on use): identifiers (name, email, IP, and the Meta user ID linked to a Meta Horizon Store purchase); commercial information (subscription and purchase history); internet/electronic activity; geolocation (approximate or map-related, and sport timer routes); health information (workouts and heart rate you choose to bring in from Apple Health or Health Connect); audio and visual information (clip videos you choose to keep); and inferences drawn from usage to improve the product. We collect these from you, your devices, your organization, and service providers.

We disclose categories of personal information to service providers and as otherwise described in Section 5. We do not use or disclose sensitive personal information for purposes that require a right to limit under CPRA, except as permitted to provide the Services.

Heart rate and workouts from a health app are sensitive personal information. We use them only to add your workouts to the sports you track, as described in Section 13.1. We do not sell them or use them to infer anything about you.

Do Not Sell or Share: Zoptiks does not sell personal information and does not "share" it for cross-context behavioral advertising, and has not done so in the preceding 12 months: including the personal information of consumers under 16. Because we do not sell or share, no opt-out action is required; if our practices ever change, we will provide the required "Do Not Sell or Share My Personal Information" mechanism before doing so.

12. AI features

When you use AI features, prompts and related content may be sent to third-party model providers to generate outputs. Do not submit information you are not authorized to process. We use AI inputs and outputs to provide the feature, enforce usage limits, improve reliability and safety, and as otherwise described in this Policy. Outputs may be inaccurate; you remain responsible for reviewing them before use.

In Pip chat, Auto can choose an eligible on-device or cloud model; Standard and Frontier use our optimized cloud choices. Custom lets you choose an exact supported OpenAI, Anthropic or Google Gemini model. Your chat content and supported attachments go to that selected model through Vercel AI Gateway; Custom does not silently substitute a different model. School and family model restrictions and learner-data retention requirements still apply. Explicit On Device chat stays on supported hardware, and local-only turns are excluded from later cloud-chat requests. Local chat is unavailable on devices without a supported runtime. Cloud model usage is charged according to the app's credit rules; unused refundable credit reservations return to the original funding account.

12.1 Lessons

Lessons lets a teacher, guide, or homeschool parent turn a topic or their own teaching material into a narrated lesson (slides, quizzes, pictures, simulations) that learners play. Here is what is sent where.

Making a lesson. The adult's request and the text we extract from their uploaded file (email addresses and phone numbers are removed first), plus the grade band, length, subject, and language, go to OpenAI GPT-6 Luna by default, with Anthropic Claude Sonnet as a fallback. A "best quality" option sends the outline and content to Claude Sonnet instead, and a school can point generation at a model server it hosts itself, in which case no Zoptiks AI provider is involved. Nothing about any learner is included. We do not send uploaded images to models.
Checking it. Every AI-written outline, scene, and picture is checked for classroom suitability before the adult sees it (OpenAI first, with Claude Haiku as a fallback). If no checker is available, the content is held rather than shown. A guide must approve each simulation written from scratch (tested activities from our own library are approved automatically) and publish the lesson before anyone can be assigned it.
Narration and pictures. Lesson text is turned into audio by OpenAI (one Zoptiks voice; no voice cloning). Slide pictures are generated by OpenAI from a description in the lesson (no learner data), then checked before use.
Marking written answers. A learner's written answer is sent, with the question and grade band, without adding the learner's name or account identifiers, to OpenAI, or to Claude Sonnet if OpenAI is unavailable. The model returns a mastery note (got it / partly / not yet) and a short comment, which is checked before the learner sees it. The teacher or parent can override it, and the school or family can turn AI marking off.
Tutor and discussions (13 and older). A learner 13 or older can ask a lesson tutor questions or join a short group discussion with AI characters. Their messages and the lesson scene go to OpenAI, or to Claude Sonnet if OpenAI is unavailable, without adding the learner's name or account identifiers. Every reply is checked first. Each turn, including the learner's own words, is saved and can be read by the learner's teacher or guide and by the adults in their family. There is a daily limit of 10 turns per learner. Schools and families can turn the tutor off. Learners under 13 never see it.
Simulations. Interactive simulations run on a separate website, lessons-sandbox.zoptiks.com, that has no cookies, no login, and no network access; it receives only the simulation itself and sends back a score.

Vercel AI Gateway normally carries the text and image-understanding requests to these providers. Learner-data requests through the gateway ask for zero data retention and fail if that routing requirement cannot be met. OpenAI receives narration and image-generation requests directly.

We do not sell or share any of this information, and we do not use children's data to train AI models.

12.2 Apps you connect

An adult can connect their own Zoptiks account to an outside AI app, such as Claude or ChatGPT. You choose to do this, you see what the app is asking for before you allow it, and you can disconnect it at any time in Settings. Accounts under 18 cannot connect one.

What is sent. When a connected app asks Zoptiks for something on your behalf, we send it the answer to that request: for example an encyclopedia entry, your calendar for the week, a pet's care record, or a journal page. Your journal and calendar are sent as you wrote them, including anything you wrote there about other people. Pets and plants that a family you belong to shares with you are included, as you see them in Zoptiks: for a shared pet that is its activity and journal page, not the weight, health records or feeding that only its owner sees. We send nothing the app did not ask for.
What is never sent. Records a school runs on Zoptiks (attendance, grades, enrollment, a school's lessons and what learners did in them) and an organization's records are not available to a connected app.
Who is responsible for it then. We send this at your direction. What the app and its provider do with what they receive, including where they process it and whether they use it to train models, is governed by their terms and privacy policy, not ours.
Changes. A connected app cannot change your records. It can ask to, and the change is made only when you approve it on a Zoptiks page. We keep a record of each request, the app that made it, and what you decided, while your account exists; it is included when you download your data.
Disconnecting. We keep the fact that you connected an app, when, and what you allowed it to do, until you disconnect it. Disconnecting stops the app at once.

13. Sports: health data, the watch, and clip video

For a sport you track in Zoptiks, you can bring in workouts from your phone's health app, count a drill on your watch, keep the video from a clip review, and record a route with the sport timer. Each of these is optional.

13.1 Workouts and heart rate from Apple Health or Health Connect

Turning it on. It is off until you turn it on for a sport on your phone. We first explain what it reads, and then your phone asks for permission: Apple Health on iPhone, Health Connect on Android. For anyone under 18, it stays off until a parent or guardian turns it on for that child from their own adult account in a Zoptiks Family, on the phone or on the web. An account that has not told us its age counts as under 18. Only the person the sport belongs to can bring in workouts, and only from their own phone.

What your phone reads. This feature only reads. It never writes to Apple Health or Health Connect, and it asks for nothing else.

Workouts: the kind, when they started and ended, and the time spent moving. Only these kinds are read: running, cycling, hiking, rowing, swimming, skiing and snowboarding, climbing, yoga, dance, martial arts, and strength and core training.
During each workout: the distance, the height climbed, a pool's lap length, and your average and maximum heart rate.
While a sport timer runs in Zoptiks: your average and maximum heart rate and the distance recorded for the minutes the timer was running.

Your phone looks at the 50 most recent of those workouts from the last 14 days. It never reads where you were (workout routes), your weight, sleep, cycle tracking or medical records, or your heart rate at any other time.

What reaches us, and what we keep. Your phone sends us only workouts that match a sport you track. It sends them when you add them, or automatically if you choose that. With each workout it also sends the name of the app that recorded it. We use that name only to skip workouts that Zoptiks's own apps already recorded, and we do not keep it. For each workout added, that sport's log keeps:

the kind of workout and when it started;
its minutes, and its distance, climb or number of laps where the sport tracks them;
your average and maximum heart rate, rounded to whole beats per minute;
the workout's ID in the health app, so it is never added twice;
whether it came from Apple Health or Health Connect.

A workout that matches a session you logged by hand on the same day only fills in what that session was missing, and we remember which numbers it filled in.

Who sees it.

You. Your heart rate and the other numbers from the health app (distance, climb, laps, the workout's ID and the health app's name) stay with your own account. No one else in Zoptiks is given them, a parent or guardian included.
Coaches, captains and teammates. They see only that you did a workout, what kind, when, and for how long. A season summary you share shows the same. A number you typed yourself is shown as usual.
Outside Zoptiks's own screens. A workout from a health app is not written to your journal page. The in-app assistant and the AI providers it uses, apps you connect (Section 12.2), notifications and emails never receive a number from the health app or your heart rate. When they read your sport, they can see that a workout was logged and when.
When you download your data, the download includes all of it.

What we never do. We do not sell this data. We do not use it for advertising or marketing, share it with data brokers, or use it to decide credit, insurance or eligibility for anything. We do not use it to train AI models. We use it only to add your workouts to your sports. Zoptiks's use of information received from Health Connect adheres to the Health Connect Permissions policy, including the Limited Use requirements. Our staff do not look at it except to keep the Services secure, to fix a problem you ask us to look into, or when the law requires.

Consent records. When you turn health data on or off for a sport on your phone, your phone tells us. We record which sport, which health app, and when it was turned on and off. When a parent or guardian turns it on for a child, we record the child, who turned it on and when. When it is turned off, we record who turned it off and when. These records are included when you download your data. Section 7 says how long we keep them.

Turning it off and deleting it.

You can turn it off for a sport in that sport's More menu, or take Zoptiks's permission away in Apple Health or Health Connect. Nothing more is read after that.
A parent or guardian can turn it off for a child at any time, which stops new workouts and heart rates. Their yes also ends if they leave the family.
Turning it off does not delete what is already logged. Delete an entry to remove it, its numbers and its heart rate. After that we keep only that workout's ID, so it is not brought in again (Section 7).
Deleting the sport or your account deletes all of it.

13.2 Counting a drill on your watch

On Apple Watch or Wear OS you can count a drill with two buttons, made and missed. Your phone gives the watch the names of your sports and their drills. When you save, the watch sends your phone the drill, the made and attempted counts, when you started counting, and an ID for the practice. If your phone is out of reach, the watch keeps the count until it can send it. Your phone sends the practice to us with your time zone, and it becomes a practice in that sport's log. The same people see it as see a practice you type, and it goes on the sport's journal page. The counter uses no sensor and does not read or write Apple Health or Health Connect. It is not health data, and it works whether or not health data is on.

13.3 Clip video

When you review a clip of a play, the video stays on your device unless you choose to keep it with the review. A review's timings, angles and note are saved either way.

Keeping it. Only the person who keeps the sport can keep a video, and only if they are allowed to watch it. A kept video can be up to 20 seconds and 50 MB (MP4, MOV or WebM). It is stored in our private cloud storage and counts toward your storage. It is kept until you delete the video, its review, the sport, or your account.
Who can watch it.
- An adult's video: only that adult.
- A child's video can be watched by the child and the person who keeps the child's sport. The managers of the child's Zoptiks Family and any parent a school has linked to the child can watch it too, but no other adult in the family and no brother or sister. A child is anyone under 18, or, with no age on file, a child in a Zoptiks Family or a student a school manages.
- A team's coaches can watch a video only while a post sharing that review is on that team's board. Taking the post down takes their access back.
- Teammates never see the video. If a review is shared with the team, they see only its marks and note.
Each time someone opens a video, we check who they are and give them a link that works for 5 minutes. Kept videos cannot be reached through any other storage link.
Who can delete or share it. The same people who can watch it as its own. A coach cannot.
No AI. Kept videos and their frames are never sent to an AI provider. Nothing reads the picture for you: angles come from points you tap.
Children and schools. An under-13 account still waiting for a parent's consent cannot keep a video. For a student whose account a school manages, clip video is off until the school turns it on for a class the student is in, or a parent the school linked to the student turns it on for that child. While it is off, no one can keep or watch that student's videos, including parents, but any already kept can still be deleted.

Download your data lists each kept video with a link that works only while you are signed in.

13.4 Routes from the sport timer

If you let Zoptiks use your location while a sport timer runs, the route is saved with that session. Only you, and the person who keeps the sport for you if that is someone else, can see it. Coaches see the distance and time, never the map. The route is not written to your journal page and is never given to the in-app assistant or connected apps.

14. Zoptiks XR (Meta Quest and other headsets)

Zoptiks XR is our app for headsets, starting with Meta Quest, and for computers through the Zoptiks desktop app. This section says what it collects, what stays on your device, what it sends us, and why. The rest of this Policy applies to it too.

14.1 Your account and sign-in

Guest play. You can play without an account. A guest's progress, saves and settings stay on the headset, and nothing is linked to an account.
Signing in. To use account features, sign in with a device code: the headset shows a code (or fills it in for you in the headset's browser), and you approve it at app.zoptiks.com/device. The headset then keeps a sign-in token on the device, and never puts it in a link. Launched from the Zoptiks desktop app, Zoptiks XR uses the account you are signed in with there.
What the headset receives. Once you are signed in, we send the headset your name and your account's age band, so it can greet you and apply the age rules in Section 14.6.

14.2 Data we receive from Meta

On Meta Quest, Meta Platforms, Inc. runs the store (the Meta Horizon Store), the Meta account on the headset, and payment for in-app purchases. Zoptiks XR uses these Meta platform features, and only these:

Your Meta user ID and a one-time user proof, read only when you open Zoptiks Plus, buy it, or restore a purchase. Our server checks the proof with Meta and links that Meta user ID to the Zoptiks account you are signed in with, so Plus bought on Quest also works on the web and on your phone. We use the Meta user ID only to link and verify purchases. We do not use it to sign you in, for advertising or analytics, or show it to anyone.
Purchase and subscription status. Meta tells us which Zoptiks Plus subscriptions that Meta user ID has bought, when they renew or end, and whether they were canceled or refunded. We ask when you buy or restore, and again from time to time, to keep your access correct. Meta takes the payment; we never receive your card or other payment details.
Access to the app. Meta tells the app whether your Meta account has Zoptiks XR in its library.
Your Meta age group, when available. Where Meta makes it available, Zoptiks XR reads your Meta account's age group on the headset and uses it there to apply the age rules in Section 14.6. It is not stored on our servers.

We do not read your Meta profile, display name, friends, avatar or other Meta account information. We do not give Meta your Zoptiks account details or what you do in Zoptiks XR. Meta's use of your Meta account and purchases is covered by Meta's own privacy policy.

14.3 What stays on your headset

Zoptiks XR uses your headset's sensors to work. This data is processed on the device, and we do not collect it:

Hands and head. Hand and head tracking are used moment to moment so you can point, pinch, grab and move. They are not recorded or sent.
Your room. With your permission, the app reads the room layout your headset has saved (such as walls, floor and tables) to place activities on a real table or windows in your room, and saves spatial anchors on the headset so they stay where you put them. Room data and anchors are not sent to us or shared.
Passthrough. In mixed reality you see your room through the headset's passthrough. The headset's system shows that view; Zoptiks XR does not ask for camera access and cannot see camera images.
Microphone. Talking to the guide orb is optional, and the headset asks for microphone permission the first time. Your speech is turned into text on the headset, by Meta's on-device speech recognition on Quest or by a speech model inside the app. The audio is never recorded, stored or sent. Spoken replies use the headset's own text-to-speech. Commands the app can carry out itself (opening a window or a lab, for example) run on the headset; anything else is sent as a typed question to Ask (Section 14.4). If you decline the microphone, you can still type to Ask.
Saves on the headset. Guest progress, BioDome study saves, eye-lab results, drafts and settings are kept in the app's storage on the headset. Android backup is turned off for Zoptiks XR, so this is not copied to a cloud backup.

14.4 What leaves your headset

When you are signed in, Zoptiks XR sends our servers the following, and only for the purpose given:

Ask. A question you type, or speak, to Ask is sent as text, with the last few turns of the conversation and a short summary of what is open in your space (which windows, the rescue case under way, and a few note or journal titles, never their text). We send it to Anthropic (Claude) to write the answer (see Section 12 and our Subprocessors). We do not keep your question or the answer on our servers; we record only that an answer was used, to charge your AI credits. Requests from accounts under 18 or with no age on file, and from students a school manages, are sent with zero data retention. Ask needs a signed-in account with Zoptiks Plus or a school plan that includes it, and is off for under-13 accounts.
Journal. An observation, note, reading or graph picture goes to your journal only when you choose to save it.
Rescue case progress and the field guide. Where you are in each rescue case and its results, and the species and places you have found in the field guide, sync with your account so you can carry on from another device. A guest's progress stays on the headset.
Robotics. Robot experiments you record (your design, trial results, prediction and reflection), and robotics competition entries. If you join a robotics group session, the other members see your alias, whether you are ready, and approved scores. There is no chat or voice between players.
Eye-lab report. If you choose Email report in the Your eyes lab, the headset sends us your results as numbers. We write them into a one-page PDF and email it to your account's verified address, or, for a child, only to the parent who approved the account; at most three a day.
Radio. Starting a Radio track counts a play against your account's daily free allowance.
Purchases. As described in Section 14.2.
Other account features. The journal, board, calendar, sanctuaries and Zoptiks pages you open in the headset's browser read from and save to your account as they do on the web.

Content packs, videos and Radio are downloaded from our hosting and content delivery providers, which receive ordinary request data such as your IP address (Section 2.2), whether or not you are signed in.

14.5 No ads, no analytics, no tracking

Zoptiks XR shows no ads and contains no advertising or analytics SDKs. Unity's analytics and crash reporting are turned off. We do not sell what you do in Zoptiks XR or use it for advertising.

14.6 Children and age

Minimum age. Meta does not allow children under 10 to use Meta Quest, and children 10 to 12 need an account their parent manages. Zoptiks XR is not for children under 10.
Age rules. Zoptiks XR uses your Zoptiks account's age band (child under 13, teen, or adult; we never store a birth date, Section 10) and, when available, your Meta age group, to apply these rules:
- Open web. The headset's browser opens other websites only for a signed-in teen or adult account. Guests, under-13 accounts and accounts with no age on file stay on Zoptiks pages.
- Ask. Off for under-13 accounts (Section 14.4).
- Purchases. Only an adult account can buy or restore Zoptiks Plus in the headset. Children, teens and students a school manages cannot.
- Voice. For everyone, speech is recognized on the headset and the audio never leaves it.
Parents' rights. A parent or guardian can ask to see the information we hold about their child, have it deleted, or stop further collection, by emailing privacy@zoptiks.com. The consent rules in Section 10 apply to a child's Zoptiks account in Zoptiks XR as everywhere else.

14.7 Keeping and deleting your data

On our servers. Case progress and field-guide finds are kept until you delete your account, and are deleted with it. Journal entries you saved are kept with the rest of your journal, until you delete them or your account. Ask questions and answers are not kept.
Deleting your account. You can delete your Zoptiks account at any time, free of charge: in Settings on the web, in the desktop app or in the phone app, or, on a Quest, by opening app.zoptiks.com in the headset's browser. The steps are on our Delete your account page. Once it is deleted, the headset signs out the next time it connects.
On the headset. Uninstalling Zoptiks XR removes what it kept on the headset (guest progress, saves, settings and its room anchors). You can turn off the microphone and room permissions for Zoptiks XR in the headset's settings at any time.
By email, from anywhere. Wherever you live, you can ask us to delete your data by emailing privacy@zoptiks.com, including robotics competition records, which are kept on our robotics game server and are deleted on request rather than with the account.
What we keep, and why. Purchase and subscription records are kept as long as tax, accounting and fraud-prevention rules require, as described on the Delete your account page. The link between your account and your Meta user ID is not one of them: when you delete your account we remove the Meta user ID from our records of its Meta Horizon Store purchases and stop checking those purchases with Meta. If we cannot delete something for a legal reason, we tell you why.

14.8 Who else is involved

Meta Platforms, Inc.: the Meta Horizon Store, the Meta account on the headset, payment for Zoptiks Plus bought there, purchase verification and, when available, your Meta age group. Meta's own privacy policy covers what Meta does with this.
Anthropic, PBC (Claude): answers to Ask, as listed on our Subprocessors page.
Our usual hosting, database, email and content providers: for account features, the eye-lab report email and content downloads, as listed on our Subprocessors page.

15. Third-party links and services

The Services may link to third-party sites or integrate third-party tools. Their privacy practices are governed by their own policies. We are not responsible for those practices.

16. Changes to this Policy

We may update this Privacy Policy from time to time. We will post the updated version with a revised “Last updated” date and, when changes are material, provide additional notice as required by law (for example email or in-product notice). Continued use after the effective date constitutes acceptance of the updated Policy where permitted by law.

17. GDPR resources

Customers and prospects can access our GDPR documents here:

GDPR resources hub: how to access GDPR resources
Data Processing Agreement (view or download)
Subprocessors
Cookie Policy

18. Contact

Privacy requests: privacy@zoptiks.com EU Digital Services Act point of contact (users and authorities): privacy@zoptiks.com: communications accepted in English and Spanish. Illegal-content notices may also be submitted via the in-product "Report" controls; reported content is hidden pending review, and decisions can be contested by replying to the notice outcome. General: hello@zoptiks.com Web: https://www.zoptiks.com

Postal: Zoptiks LLC, 21 E State St, Columbus, OH 43215, USA (data controller / operating company) Zoptiks Foundation, 8480 Honeycutt Road, Suite 200 #295, Raleigh, NC 27615, USA (nonprofit affiliate)

If you need a signed data processing agreement (DPA) for organization use in the EEA/UK, contact us at the addresses above or use the GDPR resources page.

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Effective date: July 17, 2026
Last updated: November 1, 2026

By using the Services, you acknowledge this Policy. If you do not agree, do not use the Services.

If you have questions, contact us at privacy@zoptiks.com or hello@zoptiks.com.

1. Who we are and roles

Controller. For account registration, billing, marketing on our sites, product analytics we operate, and our own customer support, Zoptiks is typically the controller of personal information.
Processor. When an organization customer (a “Customer”) uploads or configures content, visitor experiences, maps, exhibits, livestock or facility data, or analytics within their workspace, Zoptiks generally processes that information as a processor on the Customer’s instructions. The Customer is responsible for providing notices to end users/visitors and obtaining any required consents.

2. Information we collect

2.1 Information you provide

Account and profile: name, email address, password or authentication credentials, organization affiliation, role, and profile settings.
Billing: billing name, address, payment method details (processed by our payment provider; we do not store full card numbers), tax IDs where required, and subscription history.
Customer content: maps, floor plans, images, georeference data, exhibit and facility information, species or livestock records, CMS content, shop catalog data, messages, and other materials you or your organization upload or generate.
Communications: support tickets, emails, feedback, waitlist or contact form submissions.
AI inputs: prompts, uploaded images (for example paper-map imports), and related outputs when you use AI features. For Lessons: a teacher's or parent's lesson request and the text of teaching material they upload (PDF, PowerPoint, Word); a learner's written answers to lesson questions; and, for learners 13 and older, what they type to the lesson tutor or in a group discussion. See Section 12.
Sports: if you turn them on, workouts and the heart rate recorded during them from Apple Health or Health Connect; drill counts from your watch; and the video you choose to keep with a clip review. See Section 13.

2.2 Information collected automatically

Device and log data: IP address, browser type, device identifiers, operating system, referring URLs, pages viewed, timestamps, and diagnostic logs.
Usage data: feature usage, map session activity, click and navigation events within the Services, performance metrics, and error reports. On our website, product analytics, performance measurement and browser error reports require an explicit Analytics choice. We use a random identifier for each consent period, without an account ID, name or email; our server retains it to handle withdrawal. Signed-in accounts must also meet the digital consent age for their region. In our native apps, guests and younger users send only anonymous crash reports. Our analytics provider discards IP addresses.
Location-related data: approximate location derived from IP; map coordinates and routes you configure; optional precise location if you enable device location features in a visitor experience, or the route the sport timer records (Section 13.4).
Cookies and similar technologies: see our Cookie Policy.

2.3 Information from third parties

Authentication providers (for example Google or other SSO providers you choose).
Payment processors (for example Stripe) for payment confirmation and fraud prevention.
Map, hosting, email, analytics, monitoring, and AI providers that process data as described in Section 5.
Meta Platforms, when you use Zoptiks XR on Meta Quest: your Meta user ID and the status of Zoptiks Plus purchases made through the Meta Horizon Store. See Section 14.

2.4 Partner Program (referrals)

If you take part in the Zoptiks Partner Program, or arrive through a partner's link:

Partners: your application (who you reach, where you share, your website and country, and why you'd recommend Zoptiks); when, and from which IP address, you accepted the Partner Program Terms; your links and codes; and, when payouts start, payout and tax details handled by Stripe.
Visits through a partner link: when someone opens a partner's link, we record the visit with a random visitor id, one-way hashes of the IP address and browser type (not the address or browser itself), the page it led to, the referring website's domain and the country. On the website, the referral cookie is set only after you separately accept Partner links and we record that choice (see our Cookie Policy).
Referred accounts: which partner referred an account or organization, and when.

3. How we use information

We use personal information to:

Provide, operate, secure, and improve the Services.
Create and manage accounts, organizations, roles, and access controls.
Process subscriptions, usage meters (for example map sessions and AI credits), invoices, and payments.
Deliver customer support and important service notices.
Generate analytics and insights for Customers about their published experiences (where enabled).
Power AI-assisted features you request (for example map import, georeferencing suggestions, or content assistance).
Detect, prevent, and investigate fraud, abuse, security incidents, and violations of our Terms.
Comply with law, enforce agreements, and protect rights, safety, and property.
Send product updates and marketing where permitted (you may opt out of non-essential marketing).

4. Legal bases (EEA/UK and similar)

Where required, we process personal information under these bases:

Contract: to provide the Services you or your organization request.
Legitimate interests: to secure and improve the Services, prevent abuse, and understand product usage in a privacy-respecting way.
Consent: where required (for example certain cookies or marketing).
Explicit consent: for workouts and heart rate from Apple Health or Health Connect (Section 13.1). You, or for anyone under 18 the parent or guardian who turned it on, can withdraw it at any time.

Legal obligation: to meet tax, accounting, and regulatory requirements.

5. How we share information

We share personal information only as needed for the purposes above:

Service providers: cloud hosting, databases, email delivery, customer support tooling, error monitoring, and analytics
Payment processors: Stripe and related billing infrastructure
Maps & geospatial: map rendering, tiles, geocoding, and directions providers
AI providers: model inference for features you enable. For Lessons these are OpenAI (text, image understanding, narration voice and slide pictures) and Anthropic (Claude generation, fallback replies and safety checks), normally reached through Vercel AI Gateway for text and image understanding. Section 12 says which provider sees what.
Apps you connect: an outside AI app that an adult chooses to connect to their own account receives the answers to what it asks for on that person's behalf. This is a disclosure you direct, not a service provider of ours. Section 12.2 says what is and is not sent
Organization members: other users in your organization with appropriate roles
Coaches of your team: the coaches of a team your sport is on can read that sport's log. A workout you brought in from a health app shows only what kind it was, when, and its minutes, never your heart rate or other numbers from the health app. They can watch a clip video only if you share it with that team. See Section 13
Partners (referrals): a partner in the Zoptiks Partner Program sees only counts, dates, plan types, amounts and statuses for the people they referred. We never give partners your name, email address, organization or location
Public / visitor surfaces: content you choose to publish (maps, listings, pages)
Legal & safety: courts, regulators, or law enforcement when required or to protect rights
Business transfers: merger, acquisition, financing, or sale of assets

We require processors to protect personal information and use it only for contracted purposes, subject to applicable law.

6. International transfers

7. Retention

We retain personal information for as long as needed to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods vary by data type:

Account data: while your account is active and for a reasonable period afterward.
Billing records: as required by tax and accounting rules.
Customer content: until deleted by you/your organization or after account closure, subject to backups and legal holds.
Logs and security data: for shorter operational windows unless needed for investigations.
Website analytics: consent periods last 180 days; withdrawal or expiry queues removal of the period’s PostHog data through our daily retention job, with retries during provider outages and asynchronous provider processing. Server consent records expire 365 days after the choice. See the Cookie Policy for the recorded fields and browser storage.
Native-app product analytics events: up to 12 months. We do not collect signed-in product analytics from users under the digital consent age, or from accounts that have not told us their age.
Crash and diagnostic data: approximately 90 days.
Partner link visits: 90 days, then deleted by a daily job. Which partner referred an account is kept while the account exists, and with billing records where commissions were paid.
Partner applications and terms acceptance: while the partner account exists, and afterwards as long as tax and accounting rules require for any commissions paid.
Connected apps: the fact that you connected an app, when, and what you allowed it to do: until you disconnect it. The record of each change an app asked to make and what you decided: while your account exists.
Lesson answers, marks, and tutor transcripts: as set out under School and family records below: tutor and discussion chats for 1 year; answers and marks until the family deletes them.
Workouts and heart rate from Apple Health or Health Connect: until you delete the entry, the sport, or your account. Turning the feature off keeps what is already logged. When you delete an imported entry, we keep only that workout's ID from the health app, with no health values, so it is not brought in again (the most recent 200 per sport), until the sport is deleted.
Health consent records: your own record of turning health data on and off for a sport: while your account exists, including after the sport is deleted. A guardian's record for a child: while both the child's and that guardian's accounts exist.
Drill counts from a watch, and sport timer routes: like anything you log: until you delete the entry, the sport, or your account.
Clip videos: until you delete the video, its review, the sport, or your account. After an account is deleted, its videos are removed from storage by our daily cleanup job.
Zoptiks XR: case progress and field-guide finds: until you delete your account. Ask questions and answers: not kept on our servers. Section 14.7 covers the rest, including what stays on the headset.

Tutor and discussion chats: deleted 1 year after each message was written. A school (for its own lessons) and a family (for its own lessons) can set a shorter window in settings; neither can set a longer one.
Learning data: lesson answers and marks, project work, school journal pages and activity evidence. Not on a timer: kept until the family deletes it, or until the account it belongs to is deleted.
Official school records: attendance, progress reports, umbrella-school courses, grades, term reviews and transcripts, tuition invoices and payments, signed enrollment paperwork and signatures, guardian-consent evidence and yearbook photo answers. These are the school's records. They are never removed by a window and they survive the deletion of a child's account or of a family: the child's (or family's) name stays on the record and the link to the deleted account is removed. They are removed when the school's organization is deleted, or by us on a verified request.
Sensitive records: a child's safety and medical record (allergies, medications, conditions, emergency and pickup contacts) and the files a family sent a school (for example immunization records, IEPs or custody papers). Deleted 1 year after the child is no longer enrolled at any school: never while they are enrolled anywhere. The year counts from the day the last enrollment ended (the withdrawal date, or the last day of the school year or of the child's placement), or from the day the record was last updated, whichever is later. A file about the whole family follows the family's enrollments the same way. A school (for the files it holds) and a family can shorten this window in settings.

Deleting your account removes your personal data as described on our Delete your account page; the official school records above stay with the school.

We maintain an internal data-retention schedule and written security program covering each data category; children's data is subject to the same limits and is never used for marketing.

8. Security

9. Your privacy rights

Depending on your location, you may have rights to:

Access, correct, or delete personal information.
Portability of certain data.
Object to or restrict certain processing.
Withdraw consent where processing is consent-based.
Appeal a denied request (where required by law).
Opt out of targeted advertising, “sale,” or “sharing” as defined by applicable U.S. state law (to the extent those activities apply).

If you are an end user/visitor of a Customer’s published map or experience, contact that organization first; we may redirect requests that relate to Customer-controlled data.

You may lodge a complaint with your local supervisory authority if you believe we have violated applicable privacy law.

10. Children

Zoptiks operator accounts are intended for adults and organizations. We do not knowingly collect personal information from children under 13 for operator accounts.

11. California and other U.S. state notices

12. AI features

12.1 Lessons

Making a lesson. The adult's request and the text we extract from their uploaded file (email addresses and phone numbers are removed first), plus the grade band, length, subject, and language, go to OpenAI GPT-6 Luna by default, with Anthropic Claude Sonnet as a fallback. A "best quality" option sends the outline and content to Claude Sonnet instead, and a school can point generation at a model server it hosts itself, in which case no Zoptiks AI provider is involved. Nothing about any learner is included. We do not send uploaded images to models.
Checking it. Every AI-written outline, scene, and picture is checked for classroom suitability before the adult sees it (OpenAI first, with Claude Haiku as a fallback). If no checker is available, the content is held rather than shown. A guide must approve each simulation written from scratch (tested activities from our own library are approved automatically) and publish the lesson before anyone can be assigned it.
Narration and pictures. Lesson text is turned into audio by OpenAI (one Zoptiks voice; no voice cloning). Slide pictures are generated by OpenAI from a description in the lesson (no learner data), then checked before use.
Marking written answers. A learner's written answer is sent, with the question and grade band, without adding the learner's name or account identifiers, to OpenAI, or to Claude Sonnet if OpenAI is unavailable. The model returns a mastery note (got it / partly / not yet) and a short comment, which is checked before the learner sees it. The teacher or parent can override it, and the school or family can turn AI marking off.
Tutor and discussions (13 and older). A learner 13 or older can ask a lesson tutor questions or join a short group discussion with AI characters. Their messages and the lesson scene go to OpenAI, or to Claude Sonnet if OpenAI is unavailable, without adding the learner's name or account identifiers. Every reply is checked first. Each turn, including the learner's own words, is saved and can be read by the learner's teacher or guide and by the adults in their family. There is a daily limit of 10 turns per learner. Schools and families can turn the tutor off. Learners under 13 never see it.
Simulations. Interactive simulations run on a separate website, lessons-sandbox.zoptiks.com, that has no cookies, no login, and no network access; it receives only the simulation itself and sends back a score.

We do not sell or share any of this information, and we do not use children's data to train AI models.

12.2 Apps you connect

What is sent. When a connected app asks Zoptiks for something on your behalf, we send it the answer to that request: for example an encyclopedia entry, your calendar for the week, a pet's care record, or a journal page. Your journal and calendar are sent as you wrote them, including anything you wrote there about other people. Pets and plants that a family you belong to shares with you are included, as you see them in Zoptiks: for a shared pet that is its activity and journal page, not the weight, health records or feeding that only its owner sees. We send nothing the app did not ask for.
What is never sent. Records a school runs on Zoptiks (attendance, grades, enrollment, a school's lessons and what learners did in them) and an organization's records are not available to a connected app.
Who is responsible for it then. We send this at your direction. What the app and its provider do with what they receive, including where they process it and whether they use it to train models, is governed by their terms and privacy policy, not ours.
Changes. A connected app cannot change your records. It can ask to, and the change is made only when you approve it on a Zoptiks page. We keep a record of each request, the app that made it, and what you decided, while your account exists; it is included when you download your data.
Disconnecting. We keep the fact that you connected an app, when, and what you allowed it to do, until you disconnect it. Disconnecting stops the app at once.

13. Sports: health data, the watch, and clip video

13.1 Workouts and heart rate from Apple Health or Health Connect

What your phone reads. This feature only reads. It never writes to Apple Health or Health Connect, and it asks for nothing else.

Workouts: the kind, when they started and ended, and the time spent moving. Only these kinds are read: running, cycling, hiking, rowing, swimming, skiing and snowboarding, climbing, yoga, dance, martial arts, and strength and core training.
During each workout: the distance, the height climbed, a pool's lap length, and your average and maximum heart rate.
While a sport timer runs in Zoptiks: your average and maximum heart rate and the distance recorded for the minutes the timer was running.

the kind of workout and when it started;
its minutes, and its distance, climb or number of laps where the sport tracks them;
your average and maximum heart rate, rounded to whole beats per minute;
the workout's ID in the health app, so it is never added twice;
whether it came from Apple Health or Health Connect.

A workout that matches a session you logged by hand on the same day only fills in what that session was missing, and we remember which numbers it filled in.

Who sees it.

You. Your heart rate and the other numbers from the health app (distance, climb, laps, the workout's ID and the health app's name) stay with your own account. No one else in Zoptiks is given them, a parent or guardian included.
Coaches, captains and teammates. They see only that you did a workout, what kind, when, and for how long. A season summary you share shows the same. A number you typed yourself is shown as usual.
Outside Zoptiks's own screens. A workout from a health app is not written to your journal page. The in-app assistant and the AI providers it uses, apps you connect (Section 12.2), notifications and emails never receive a number from the health app or your heart rate. When they read your sport, they can see that a workout was logged and when.
When you download your data, the download includes all of it.

Turning it off and deleting it.

You can turn it off for a sport in that sport's More menu, or take Zoptiks's permission away in Apple Health or Health Connect. Nothing more is read after that.
A parent or guardian can turn it off for a child at any time, which stops new workouts and heart rates. Their yes also ends if they leave the family.
Turning it off does not delete what is already logged. Delete an entry to remove it, its numbers and its heart rate. After that we keep only that workout's ID, so it is not brought in again (Section 7).
Deleting the sport or your account deletes all of it.

13.2 Counting a drill on your watch

13.3 Clip video

When you review a clip of a play, the video stays on your device unless you choose to keep it with the review. A review's timings, angles and note are saved either way.

Keeping it. Only the person who keeps the sport can keep a video, and only if they are allowed to watch it. A kept video can be up to 20 seconds and 50 MB (MP4, MOV or WebM). It is stored in our private cloud storage and counts toward your storage. It is kept until you delete the video, its review, the sport, or your account.
Who can watch it.
- An adult's video: only that adult.
- A child's video can be watched by the child and the person who keeps the child's sport. The managers of the child's Zoptiks Family and any parent a school has linked to the child can watch it too, but no other adult in the family and no brother or sister. A child is anyone under 18, or, with no age on file, a child in a Zoptiks Family or a student a school manages.
- A team's coaches can watch a video only while a post sharing that review is on that team's board. Taking the post down takes their access back.
- Teammates never see the video. If a review is shared with the team, they see only its marks and note.
Each time someone opens a video, we check who they are and give them a link that works for 5 minutes. Kept videos cannot be reached through any other storage link.
Who can delete or share it. The same people who can watch it as its own. A coach cannot.
No AI. Kept videos and their frames are never sent to an AI provider. Nothing reads the picture for you: angles come from points you tap.
Children and schools. An under-13 account still waiting for a parent's consent cannot keep a video. For a student whose account a school manages, clip video is off until the school turns it on for a class the student is in, or a parent the school linked to the student turns it on for that child. While it is off, no one can keep or watch that student's videos, including parents, but any already kept can still be deleted.

Download your data lists each kept video with a link that works only while you are signed in.

13.4 Routes from the sport timer

14. Zoptiks XR (Meta Quest and other headsets)

14.1 Your account and sign-in

Guest play. You can play without an account. A guest's progress, saves and settings stay on the headset, and nothing is linked to an account.
Signing in. To use account features, sign in with a device code: the headset shows a code (or fills it in for you in the headset's browser), and you approve it at app.zoptiks.com/device. The headset then keeps a sign-in token on the device, and never puts it in a link. Launched from the Zoptiks desktop app, Zoptiks XR uses the account you are signed in with there.
What the headset receives. Once you are signed in, we send the headset your name and your account's age band, so it can greet you and apply the age rules in Section 14.6.

14.2 Data we receive from Meta

Your Meta user ID and a one-time user proof, read only when you open Zoptiks Plus, buy it, or restore a purchase. Our server checks the proof with Meta and links that Meta user ID to the Zoptiks account you are signed in with, so Plus bought on Quest also works on the web and on your phone. We use the Meta user ID only to link and verify purchases. We do not use it to sign you in, for advertising or analytics, or show it to anyone.
Purchase and subscription status. Meta tells us which Zoptiks Plus subscriptions that Meta user ID has bought, when they renew or end, and whether they were canceled or refunded. We ask when you buy or restore, and again from time to time, to keep your access correct. Meta takes the payment; we never receive your card or other payment details.
Access to the app. Meta tells the app whether your Meta account has Zoptiks XR in its library.
Your Meta age group, when available. Where Meta makes it available, Zoptiks XR reads your Meta account's age group on the headset and uses it there to apply the age rules in Section 14.6. It is not stored on our servers.

14.3 What stays on your headset

Zoptiks XR uses your headset's sensors to work. This data is processed on the device, and we do not collect it:

Hands and head. Hand and head tracking are used moment to moment so you can point, pinch, grab and move. They are not recorded or sent.
Your room. With your permission, the app reads the room layout your headset has saved (such as walls, floor and tables) to place activities on a real table or windows in your room, and saves spatial anchors on the headset so they stay where you put them. Room data and anchors are not sent to us or shared.
Passthrough. In mixed reality you see your room through the headset's passthrough. The headset's system shows that view; Zoptiks XR does not ask for camera access and cannot see camera images.
Microphone. Talking to the guide orb is optional, and the headset asks for microphone permission the first time. Your speech is turned into text on the headset, by Meta's on-device speech recognition on Quest or by a speech model inside the app. The audio is never recorded, stored or sent. Spoken replies use the headset's own text-to-speech. Commands the app can carry out itself (opening a window or a lab, for example) run on the headset; anything else is sent as a typed question to Ask (Section 14.4). If you decline the microphone, you can still type to Ask.
Saves on the headset. Guest progress, BioDome study saves, eye-lab results, drafts and settings are kept in the app's storage on the headset. Android backup is turned off for Zoptiks XR, so this is not copied to a cloud backup.

14.4 What leaves your headset

When you are signed in, Zoptiks XR sends our servers the following, and only for the purpose given:

Ask. A question you type, or speak, to Ask is sent as text, with the last few turns of the conversation and a short summary of what is open in your space (which windows, the rescue case under way, and a few note or journal titles, never their text). We send it to Anthropic (Claude) to write the answer (see Section 12 and our Subprocessors). We do not keep your question or the answer on our servers; we record only that an answer was used, to charge your AI credits. Requests from accounts under 18 or with no age on file, and from students a school manages, are sent with zero data retention. Ask needs a signed-in account with Zoptiks Plus or a school plan that includes it, and is off for under-13 accounts.
Journal. An observation, note, reading or graph picture goes to your journal only when you choose to save it.
Rescue case progress and the field guide. Where you are in each rescue case and its results, and the species and places you have found in the field guide, sync with your account so you can carry on from another device. A guest's progress stays on the headset.
Robotics. Robot experiments you record (your design, trial results, prediction and reflection), and robotics competition entries. If you join a robotics group session, the other members see your alias, whether you are ready, and approved scores. There is no chat or voice between players.
Eye-lab report. If you choose Email report in the Your eyes lab, the headset sends us your results as numbers. We write them into a one-page PDF and email it to your account's verified address, or, for a child, only to the parent who approved the account; at most three a day.
Radio. Starting a Radio track counts a play against your account's daily free allowance.
Purchases. As described in Section 14.2.
Other account features. The journal, board, calendar, sanctuaries and Zoptiks pages you open in the headset's browser read from and save to your account as they do on the web.

14.5 No ads, no analytics, no tracking

Zoptiks XR shows no ads and contains no advertising or analytics SDKs. Unity's analytics and crash reporting are turned off. We do not sell what you do in Zoptiks XR or use it for advertising.

14.6 Children and age

Minimum age. Meta does not allow children under 10 to use Meta Quest, and children 10 to 12 need an account their parent manages. Zoptiks XR is not for children under 10.
Age rules. Zoptiks XR uses your Zoptiks account's age band (child under 13, teen, or adult; we never store a birth date, Section 10) and, when available, your Meta age group, to apply these rules:
- Open web. The headset's browser opens other websites only for a signed-in teen or adult account. Guests, under-13 accounts and accounts with no age on file stay on Zoptiks pages.
- Ask. Off for under-13 accounts (Section 14.4).
- Purchases. Only an adult account can buy or restore Zoptiks Plus in the headset. Children, teens and students a school manages cannot.
- Voice. For everyone, speech is recognized on the headset and the audio never leaves it.
Parents' rights. A parent or guardian can ask to see the information we hold about their child, have it deleted, or stop further collection, by emailing privacy@zoptiks.com. The consent rules in Section 10 apply to a child's Zoptiks account in Zoptiks XR as everywhere else.

14.7 Keeping and deleting your data

On our servers. Case progress and field-guide finds are kept until you delete your account, and are deleted with it. Journal entries you saved are kept with the rest of your journal, until you delete them or your account. Ask questions and answers are not kept.
Deleting your account. You can delete your Zoptiks account at any time, free of charge: in Settings on the web, in the desktop app or in the phone app, or, on a Quest, by opening app.zoptiks.com in the headset's browser. The steps are on our Delete your account page. Once it is deleted, the headset signs out the next time it connects.
On the headset. Uninstalling Zoptiks XR removes what it kept on the headset (guest progress, saves, settings and its room anchors). You can turn off the microphone and room permissions for Zoptiks XR in the headset's settings at any time.
By email, from anywhere. Wherever you live, you can ask us to delete your data by emailing privacy@zoptiks.com, including robotics competition records, which are kept on our robotics game server and are deleted on request rather than with the account.
What we keep, and why. Purchase and subscription records are kept as long as tax, accounting and fraud-prevention rules require, as described on the Delete your account page. The link between your account and your Meta user ID is not one of them: when you delete your account we remove the Meta user ID from our records of its Meta Horizon Store purchases and stop checking those purchases with Meta. If we cannot delete something for a legal reason, we tell you why.

14.8 Who else is involved

Meta Platforms, Inc.: the Meta Horizon Store, the Meta account on the headset, payment for Zoptiks Plus bought there, purchase verification and, when available, your Meta age group. Meta's own privacy policy covers what Meta does with this.
Anthropic, PBC (Claude): answers to Ask, as listed on our Subprocessors page.
Our usual hosting, database, email and content providers: for account features, the eye-lab report email and content downloads, as listed on our Subprocessors page.

15. Third-party links and services

The Services may link to third-party sites or integrate third-party tools. Their privacy practices are governed by their own policies. We are not responsible for those practices.

16. Changes to this Policy

17. GDPR resources

Customers and prospects can access our GDPR documents here:

GDPR resources hub: how to access GDPR resources
Data Processing Agreement (view or download)
Subprocessors
Cookie Policy

18. Contact

If you need a signed data processing agreement (DPA) for organization use in the EEA/UK, contact us at the addresses above or use the GDPR resources page.

Effective date: July 17, 2026
Last updated: November 1, 2026

By using the Services, you acknowledge this Policy. If you do not agree, do not use the Services.

If you have questions, contact us at privacy@zoptiks.com or hello@zoptiks.com.

1. Who we are and roles

Controller. For account registration, billing, marketing on our sites, product analytics we operate, and our own customer support, Zoptiks is typically the controller of personal information.
Processor. When an organization customer (a “Customer”) uploads or configures content, visitor experiences, maps, exhibits, livestock or facility data, or analytics within their workspace, Zoptiks generally processes that information as a processor on the Customer’s instructions. The Customer is responsible for providing notices to end users/visitors and obtaining any required consents.

2. Information we collect

2.1 Information you provide

Account and profile: name, email address, password or authentication credentials, organization affiliation, role, and profile settings.
Billing: billing name, address, payment method details (processed by our payment provider; we do not store full card numbers), tax IDs where required, and subscription history.
Customer content: maps, floor plans, images, georeference data, exhibit and facility information, species or livestock records, CMS content, shop catalog data, messages, and other materials you or your organization upload or generate.
Communications: support tickets, emails, feedback, waitlist or contact form submissions.
AI inputs: prompts, uploaded images (for example paper-map imports), and related outputs when you use AI features. For Lessons: a teacher's or parent's lesson request and the text of teaching material they upload (PDF, PowerPoint, Word); a learner's written answers to lesson questions; and, for learners 13 and older, what they type to the lesson tutor or in a group discussion. See Section 12.
Sports: if you turn them on, workouts and the heart rate recorded during them from Apple Health or Health Connect; drill counts from your watch; and the video you choose to keep with a clip review. See Section 13.

2.2 Information collected automatically

Device and log data: IP address, browser type, device identifiers, operating system, referring URLs, pages viewed, timestamps, and diagnostic logs.
Usage data: feature usage, map session activity, click and navigation events within the Services, performance metrics, and error reports. On our website, product analytics, performance measurement and browser error reports require an explicit Analytics choice. We use a random identifier for each consent period, without an account ID, name or email; our server retains it to handle withdrawal. Signed-in accounts must also meet the digital consent age for their region. In our native apps, guests and younger users send only anonymous crash reports. Our analytics provider discards IP addresses.
Location-related data: approximate location derived from IP; map coordinates and routes you configure; optional precise location if you enable device location features in a visitor experience, or the route the sport timer records (Section 13.4).
Cookies and similar technologies: see our Cookie Policy.

2.3 Information from third parties

Authentication providers (for example Google or other SSO providers you choose).
Payment processors (for example Stripe) for payment confirmation and fraud prevention.
Map, hosting, email, analytics, monitoring, and AI providers that process data as described in Section 5.
Meta Platforms, when you use Zoptiks XR on Meta Quest: your Meta user ID and the status of Zoptiks Plus purchases made through the Meta Horizon Store. See Section 14.

2.4 Partner Program (referrals)

If you take part in the Zoptiks Partner Program, or arrive through a partner's link:

Partners: your application (who you reach, where you share, your website and country, and why you'd recommend Zoptiks); when, and from which IP address, you accepted the Partner Program Terms; your links and codes; and, when payouts start, payout and tax details handled by Stripe.
Visits through a partner link: when someone opens a partner's link, we record the visit with a random visitor id, one-way hashes of the IP address and browser type (not the address or browser itself), the page it led to, the referring website's domain and the country. On the website, the referral cookie is set only after you separately accept Partner links and we record that choice (see our Cookie Policy).
Referred accounts: which partner referred an account or organization, and when.

3. How we use information

We use personal information to:

Provide, operate, secure, and improve the Services.
Create and manage accounts, organizations, roles, and access controls.
Process subscriptions, usage meters (for example map sessions and AI credits), invoices, and payments.
Deliver customer support and important service notices.
Generate analytics and insights for Customers about their published experiences (where enabled).
Power AI-assisted features you request (for example map import, georeferencing suggestions, or content assistance).
Detect, prevent, and investigate fraud, abuse, security incidents, and violations of our Terms.
Comply with law, enforce agreements, and protect rights, safety, and property.
Send product updates and marketing where permitted (you may opt out of non-essential marketing).

4. Legal bases (EEA/UK and similar)

Where required, we process personal information under these bases:

Contract: to provide the Services you or your organization request.
Legitimate interests: to secure and improve the Services, prevent abuse, and understand product usage in a privacy-respecting way.
Consent: where required (for example certain cookies or marketing).
Explicit consent: for workouts and heart rate from Apple Health or Health Connect (Section 13.1). You, or for anyone under 18 the parent or guardian who turned it on, can withdraw it at any time.

Legal obligation: to meet tax, accounting, and regulatory requirements.

5. How we share information

We share personal information only as needed for the purposes above:

Service providers: cloud hosting, databases, email delivery, customer support tooling, error monitoring, and analytics
Payment processors: Stripe and related billing infrastructure
Maps & geospatial: map rendering, tiles, geocoding, and directions providers
AI providers: model inference for features you enable. For Lessons these are OpenAI (text, image understanding, narration voice and slide pictures) and Anthropic (Claude generation, fallback replies and safety checks), normally reached through Vercel AI Gateway for text and image understanding. Section 12 says which provider sees what.
Apps you connect: an outside AI app that an adult chooses to connect to their own account receives the answers to what it asks for on that person's behalf. This is a disclosure you direct, not a service provider of ours. Section 12.2 says what is and is not sent
Organization members: other users in your organization with appropriate roles
Coaches of your team: the coaches of a team your sport is on can read that sport's log. A workout you brought in from a health app shows only what kind it was, when, and its minutes, never your heart rate or other numbers from the health app. They can watch a clip video only if you share it with that team. See Section 13
Partners (referrals): a partner in the Zoptiks Partner Program sees only counts, dates, plan types, amounts and statuses for the people they referred. We never give partners your name, email address, organization or location
Public / visitor surfaces: content you choose to publish (maps, listings, pages)
Legal & safety: courts, regulators, or law enforcement when required or to protect rights
Business transfers: merger, acquisition, financing, or sale of assets

We require processors to protect personal information and use it only for contracted purposes, subject to applicable law.

6. International transfers

7. Retention

We retain personal information for as long as needed to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods vary by data type:

Account data: while your account is active and for a reasonable period afterward.
Billing records: as required by tax and accounting rules.
Customer content: until deleted by you/your organization or after account closure, subject to backups and legal holds.
Logs and security data: for shorter operational windows unless needed for investigations.
Website analytics: consent periods last 180 days; withdrawal or expiry queues removal of the period’s PostHog data through our daily retention job, with retries during provider outages and asynchronous provider processing. Server consent records expire 365 days after the choice. See the Cookie Policy for the recorded fields and browser storage.
Native-app product analytics events: up to 12 months. We do not collect signed-in product analytics from users under the digital consent age, or from accounts that have not told us their age.
Crash and diagnostic data: approximately 90 days.
Partner link visits: 90 days, then deleted by a daily job. Which partner referred an account is kept while the account exists, and with billing records where commissions were paid.
Partner applications and terms acceptance: while the partner account exists, and afterwards as long as tax and accounting rules require for any commissions paid.
Connected apps: the fact that you connected an app, when, and what you allowed it to do: until you disconnect it. The record of each change an app asked to make and what you decided: while your account exists.
Lesson answers, marks, and tutor transcripts: as set out under School and family records below: tutor and discussion chats for 1 year; answers and marks until the family deletes them.
Workouts and heart rate from Apple Health or Health Connect: until you delete the entry, the sport, or your account. Turning the feature off keeps what is already logged. When you delete an imported entry, we keep only that workout's ID from the health app, with no health values, so it is not brought in again (the most recent 200 per sport), until the sport is deleted.
Health consent records: your own record of turning health data on and off for a sport: while your account exists, including after the sport is deleted. A guardian's record for a child: while both the child's and that guardian's accounts exist.
Drill counts from a watch, and sport timer routes: like anything you log: until you delete the entry, the sport, or your account.
Clip videos: until you delete the video, its review, the sport, or your account. After an account is deleted, its videos are removed from storage by our daily cleanup job.
Zoptiks XR: case progress and field-guide finds: until you delete your account. Ask questions and answers: not kept on our servers. Section 14.7 covers the rest, including what stays on the headset.

Tutor and discussion chats: deleted 1 year after each message was written. A school (for its own lessons) and a family (for its own lessons) can set a shorter window in settings; neither can set a longer one.
Learning data: lesson answers and marks, project work, school journal pages and activity evidence. Not on a timer: kept until the family deletes it, or until the account it belongs to is deleted.
Official school records: attendance, progress reports, umbrella-school courses, grades, term reviews and transcripts, tuition invoices and payments, signed enrollment paperwork and signatures, guardian-consent evidence and yearbook photo answers. These are the school's records. They are never removed by a window and they survive the deletion of a child's account or of a family: the child's (or family's) name stays on the record and the link to the deleted account is removed. They are removed when the school's organization is deleted, or by us on a verified request.
Sensitive records: a child's safety and medical record (allergies, medications, conditions, emergency and pickup contacts) and the files a family sent a school (for example immunization records, IEPs or custody papers). Deleted 1 year after the child is no longer enrolled at any school: never while they are enrolled anywhere. The year counts from the day the last enrollment ended (the withdrawal date, or the last day of the school year or of the child's placement), or from the day the record was last updated, whichever is later. A file about the whole family follows the family's enrollments the same way. A school (for the files it holds) and a family can shorten this window in settings.

Deleting your account removes your personal data as described on our Delete your account page; the official school records above stay with the school.

We maintain an internal data-retention schedule and written security program covering each data category; children's data is subject to the same limits and is never used for marketing.

8. Security

9. Your privacy rights

Depending on your location, you may have rights to:

Access, correct, or delete personal information.
Portability of certain data.
Object to or restrict certain processing.
Withdraw consent where processing is consent-based.
Appeal a denied request (where required by law).
Opt out of targeted advertising, “sale,” or “sharing” as defined by applicable U.S. state law (to the extent those activities apply).

If you are an end user/visitor of a Customer’s published map or experience, contact that organization first; we may redirect requests that relate to Customer-controlled data.

You may lodge a complaint with your local supervisory authority if you believe we have violated applicable privacy law.

10. Children

Zoptiks operator accounts are intended for adults and organizations. We do not knowingly collect personal information from children under 13 for operator accounts.

11. California and other U.S. state notices

12. AI features

12.1 Lessons

Making a lesson. The adult's request and the text we extract from their uploaded file (email addresses and phone numbers are removed first), plus the grade band, length, subject, and language, go to OpenAI GPT-6 Luna by default, with Anthropic Claude Sonnet as a fallback. A "best quality" option sends the outline and content to Claude Sonnet instead, and a school can point generation at a model server it hosts itself, in which case no Zoptiks AI provider is involved. Nothing about any learner is included. We do not send uploaded images to models.
Checking it. Every AI-written outline, scene, and picture is checked for classroom suitability before the adult sees it (OpenAI first, with Claude Haiku as a fallback). If no checker is available, the content is held rather than shown. A guide must approve each simulation written from scratch (tested activities from our own library are approved automatically) and publish the lesson before anyone can be assigned it.
Narration and pictures. Lesson text is turned into audio by OpenAI (one Zoptiks voice; no voice cloning). Slide pictures are generated by OpenAI from a description in the lesson (no learner data), then checked before use.
Marking written answers. A learner's written answer is sent, with the question and grade band, without adding the learner's name or account identifiers, to OpenAI, or to Claude Sonnet if OpenAI is unavailable. The model returns a mastery note (got it / partly / not yet) and a short comment, which is checked before the learner sees it. The teacher or parent can override it, and the school or family can turn AI marking off.
Tutor and discussions (13 and older). A learner 13 or older can ask a lesson tutor questions or join a short group discussion with AI characters. Their messages and the lesson scene go to OpenAI, or to Claude Sonnet if OpenAI is unavailable, without adding the learner's name or account identifiers. Every reply is checked first. Each turn, including the learner's own words, is saved and can be read by the learner's teacher or guide and by the adults in their family. There is a daily limit of 10 turns per learner. Schools and families can turn the tutor off. Learners under 13 never see it.
Simulations. Interactive simulations run on a separate website, lessons-sandbox.zoptiks.com, that has no cookies, no login, and no network access; it receives only the simulation itself and sends back a score.

We do not sell or share any of this information, and we do not use children's data to train AI models.

12.2 Apps you connect

What is sent. When a connected app asks Zoptiks for something on your behalf, we send it the answer to that request: for example an encyclopedia entry, your calendar for the week, a pet's care record, or a journal page. Your journal and calendar are sent as you wrote them, including anything you wrote there about other people. Pets and plants that a family you belong to shares with you are included, as you see them in Zoptiks: for a shared pet that is its activity and journal page, not the weight, health records or feeding that only its owner sees. We send nothing the app did not ask for.
What is never sent. Records a school runs on Zoptiks (attendance, grades, enrollment, a school's lessons and what learners did in them) and an organization's records are not available to a connected app.
Who is responsible for it then. We send this at your direction. What the app and its provider do with what they receive, including where they process it and whether they use it to train models, is governed by their terms and privacy policy, not ours.
Changes. A connected app cannot change your records. It can ask to, and the change is made only when you approve it on a Zoptiks page. We keep a record of each request, the app that made it, and what you decided, while your account exists; it is included when you download your data.
Disconnecting. We keep the fact that you connected an app, when, and what you allowed it to do, until you disconnect it. Disconnecting stops the app at once.

13. Sports: health data, the watch, and clip video

13.1 Workouts and heart rate from Apple Health or Health Connect

What your phone reads. This feature only reads. It never writes to Apple Health or Health Connect, and it asks for nothing else.

Workouts: the kind, when they started and ended, and the time spent moving. Only these kinds are read: running, cycling, hiking, rowing, swimming, skiing and snowboarding, climbing, yoga, dance, martial arts, and strength and core training.
During each workout: the distance, the height climbed, a pool's lap length, and your average and maximum heart rate.
While a sport timer runs in Zoptiks: your average and maximum heart rate and the distance recorded for the minutes the timer was running.

the kind of workout and when it started;
its minutes, and its distance, climb or number of laps where the sport tracks them;
your average and maximum heart rate, rounded to whole beats per minute;
the workout's ID in the health app, so it is never added twice;
whether it came from Apple Health or Health Connect.

A workout that matches a session you logged by hand on the same day only fills in what that session was missing, and we remember which numbers it filled in.

Who sees it.

You. Your heart rate and the other numbers from the health app (distance, climb, laps, the workout's ID and the health app's name) stay with your own account. No one else in Zoptiks is given them, a parent or guardian included.
Coaches, captains and teammates. They see only that you did a workout, what kind, when, and for how long. A season summary you share shows the same. A number you typed yourself is shown as usual.
Outside Zoptiks's own screens. A workout from a health app is not written to your journal page. The in-app assistant and the AI providers it uses, apps you connect (Section 12.2), notifications and emails never receive a number from the health app or your heart rate. When they read your sport, they can see that a workout was logged and when.
When you download your data, the download includes all of it.

Turning it off and deleting it.

You can turn it off for a sport in that sport's More menu, or take Zoptiks's permission away in Apple Health or Health Connect. Nothing more is read after that.
A parent or guardian can turn it off for a child at any time, which stops new workouts and heart rates. Their yes also ends if they leave the family.
Turning it off does not delete what is already logged. Delete an entry to remove it, its numbers and its heart rate. After that we keep only that workout's ID, so it is not brought in again (Section 7).
Deleting the sport or your account deletes all of it.

13.2 Counting a drill on your watch

13.3 Clip video

When you review a clip of a play, the video stays on your device unless you choose to keep it with the review. A review's timings, angles and note are saved either way.

Keeping it. Only the person who keeps the sport can keep a video, and only if they are allowed to watch it. A kept video can be up to 20 seconds and 50 MB (MP4, MOV or WebM). It is stored in our private cloud storage and counts toward your storage. It is kept until you delete the video, its review, the sport, or your account.
Who can watch it.
- An adult's video: only that adult.
- A child's video can be watched by the child and the person who keeps the child's sport. The managers of the child's Zoptiks Family and any parent a school has linked to the child can watch it too, but no other adult in the family and no brother or sister. A child is anyone under 18, or, with no age on file, a child in a Zoptiks Family or a student a school manages.
- A team's coaches can watch a video only while a post sharing that review is on that team's board. Taking the post down takes their access back.
- Teammates never see the video. If a review is shared with the team, they see only its marks and note.
Each time someone opens a video, we check who they are and give them a link that works for 5 minutes. Kept videos cannot be reached through any other storage link.
Who can delete or share it. The same people who can watch it as its own. A coach cannot.
No AI. Kept videos and their frames are never sent to an AI provider. Nothing reads the picture for you: angles come from points you tap.
Children and schools. An under-13 account still waiting for a parent's consent cannot keep a video. For a student whose account a school manages, clip video is off until the school turns it on for a class the student is in, or a parent the school linked to the student turns it on for that child. While it is off, no one can keep or watch that student's videos, including parents, but any already kept can still be deleted.

Download your data lists each kept video with a link that works only while you are signed in.

13.4 Routes from the sport timer

14. Zoptiks XR (Meta Quest and other headsets)

14.1 Your account and sign-in

Guest play. You can play without an account. A guest's progress, saves and settings stay on the headset, and nothing is linked to an account.
Signing in. To use account features, sign in with a device code: the headset shows a code (or fills it in for you in the headset's browser), and you approve it at app.zoptiks.com/device. The headset then keeps a sign-in token on the device, and never puts it in a link. Launched from the Zoptiks desktop app, Zoptiks XR uses the account you are signed in with there.
What the headset receives. Once you are signed in, we send the headset your name and your account's age band, so it can greet you and apply the age rules in Section 14.6.

14.2 Data we receive from Meta

Your Meta user ID and a one-time user proof, read only when you open Zoptiks Plus, buy it, or restore a purchase. Our server checks the proof with Meta and links that Meta user ID to the Zoptiks account you are signed in with, so Plus bought on Quest also works on the web and on your phone. We use the Meta user ID only to link and verify purchases. We do not use it to sign you in, for advertising or analytics, or show it to anyone.
Purchase and subscription status. Meta tells us which Zoptiks Plus subscriptions that Meta user ID has bought, when they renew or end, and whether they were canceled or refunded. We ask when you buy or restore, and again from time to time, to keep your access correct. Meta takes the payment; we never receive your card or other payment details.
Access to the app. Meta tells the app whether your Meta account has Zoptiks XR in its library.
Your Meta age group, when available. Where Meta makes it available, Zoptiks XR reads your Meta account's age group on the headset and uses it there to apply the age rules in Section 14.6. It is not stored on our servers.

14.3 What stays on your headset

Zoptiks XR uses your headset's sensors to work. This data is processed on the device, and we do not collect it:

Hands and head. Hand and head tracking are used moment to moment so you can point, pinch, grab and move. They are not recorded or sent.
Your room. With your permission, the app reads the room layout your headset has saved (such as walls, floor and tables) to place activities on a real table or windows in your room, and saves spatial anchors on the headset so they stay where you put them. Room data and anchors are not sent to us or shared.
Passthrough. In mixed reality you see your room through the headset's passthrough. The headset's system shows that view; Zoptiks XR does not ask for camera access and cannot see camera images.
Microphone. Talking to the guide orb is optional, and the headset asks for microphone permission the first time. Your speech is turned into text on the headset, by Meta's on-device speech recognition on Quest or by a speech model inside the app. The audio is never recorded, stored or sent. Spoken replies use the headset's own text-to-speech. Commands the app can carry out itself (opening a window or a lab, for example) run on the headset; anything else is sent as a typed question to Ask (Section 14.4). If you decline the microphone, you can still type to Ask.
Saves on the headset. Guest progress, BioDome study saves, eye-lab results, drafts and settings are kept in the app's storage on the headset. Android backup is turned off for Zoptiks XR, so this is not copied to a cloud backup.

14.4 What leaves your headset

When you are signed in, Zoptiks XR sends our servers the following, and only for the purpose given:

Ask. A question you type, or speak, to Ask is sent as text, with the last few turns of the conversation and a short summary of what is open in your space (which windows, the rescue case under way, and a few note or journal titles, never their text). We send it to Anthropic (Claude) to write the answer (see Section 12 and our Subprocessors). We do not keep your question or the answer on our servers; we record only that an answer was used, to charge your AI credits. Requests from accounts under 18 or with no age on file, and from students a school manages, are sent with zero data retention. Ask needs a signed-in account with Zoptiks Plus or a school plan that includes it, and is off for under-13 accounts.
Journal. An observation, note, reading or graph picture goes to your journal only when you choose to save it.
Rescue case progress and the field guide. Where you are in each rescue case and its results, and the species and places you have found in the field guide, sync with your account so you can carry on from another device. A guest's progress stays on the headset.
Robotics. Robot experiments you record (your design, trial results, prediction and reflection), and robotics competition entries. If you join a robotics group session, the other members see your alias, whether you are ready, and approved scores. There is no chat or voice between players.
Eye-lab report. If you choose Email report in the Your eyes lab, the headset sends us your results as numbers. We write them into a one-page PDF and email it to your account's verified address, or, for a child, only to the parent who approved the account; at most three a day.
Radio. Starting a Radio track counts a play against your account's daily free allowance.
Purchases. As described in Section 14.2.
Other account features. The journal, board, calendar, sanctuaries and Zoptiks pages you open in the headset's browser read from and save to your account as they do on the web.

14.5 No ads, no analytics, no tracking

Zoptiks XR shows no ads and contains no advertising or analytics SDKs. Unity's analytics and crash reporting are turned off. We do not sell what you do in Zoptiks XR or use it for advertising.

14.6 Children and age

Minimum age. Meta does not allow children under 10 to use Meta Quest, and children 10 to 12 need an account their parent manages. Zoptiks XR is not for children under 10.
Age rules. Zoptiks XR uses your Zoptiks account's age band (child under 13, teen, or adult; we never store a birth date, Section 10) and, when available, your Meta age group, to apply these rules:
- Open web. The headset's browser opens other websites only for a signed-in teen or adult account. Guests, under-13 accounts and accounts with no age on file stay on Zoptiks pages.
- Ask. Off for under-13 accounts (Section 14.4).
- Purchases. Only an adult account can buy or restore Zoptiks Plus in the headset. Children, teens and students a school manages cannot.
- Voice. For everyone, speech is recognized on the headset and the audio never leaves it.
Parents' rights. A parent or guardian can ask to see the information we hold about their child, have it deleted, or stop further collection, by emailing privacy@zoptiks.com. The consent rules in Section 10 apply to a child's Zoptiks account in Zoptiks XR as everywhere else.

14.7 Keeping and deleting your data

On our servers. Case progress and field-guide finds are kept until you delete your account, and are deleted with it. Journal entries you saved are kept with the rest of your journal, until you delete them or your account. Ask questions and answers are not kept.
Deleting your account. You can delete your Zoptiks account at any time, free of charge: in Settings on the web, in the desktop app or in the phone app, or, on a Quest, by opening app.zoptiks.com in the headset's browser. The steps are on our Delete your account page. Once it is deleted, the headset signs out the next time it connects.
On the headset. Uninstalling Zoptiks XR removes what it kept on the headset (guest progress, saves, settings and its room anchors). You can turn off the microphone and room permissions for Zoptiks XR in the headset's settings at any time.
By email, from anywhere. Wherever you live, you can ask us to delete your data by emailing privacy@zoptiks.com, including robotics competition records, which are kept on our robotics game server and are deleted on request rather than with the account.
What we keep, and why. Purchase and subscription records are kept as long as tax, accounting and fraud-prevention rules require, as described on the Delete your account page. The link between your account and your Meta user ID is not one of them: when you delete your account we remove the Meta user ID from our records of its Meta Horizon Store purchases and stop checking those purchases with Meta. If we cannot delete something for a legal reason, we tell you why.

14.8 Who else is involved

Meta Platforms, Inc.: the Meta Horizon Store, the Meta account on the headset, payment for Zoptiks Plus bought there, purchase verification and, when available, your Meta age group. Meta's own privacy policy covers what Meta does with this.
Anthropic, PBC (Claude): answers to Ask, as listed on our Subprocessors page.
Our usual hosting, database, email and content providers: for account features, the eye-lab report email and content downloads, as listed on our Subprocessors page.

15. Third-party links and services

The Services may link to third-party sites or integrate third-party tools. Their privacy practices are governed by their own policies. We are not responsible for those practices.

16. Changes to this Policy

17. GDPR resources

Customers and prospects can access our GDPR documents here:

GDPR resources hub: how to access GDPR resources
Data Processing Agreement (view or download)
Subprocessors
Cookie Policy

18. Contact

If you need a signed data processing agreement (DPA) for organization use in the EEA/UK, contact us at the addresses above or use the GDPR resources page.

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1. Who we are and roles

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13.2 Counting a drill on your watch

13.3 Clip video

13.4 Routes from the sport timer

14. Zoptiks XR (Meta Quest and other headsets)

14.1 Your account and sign-in

14.2 Data we receive from Meta

14.3 What stays on your headset

14.4 What leaves your headset

14.5 No ads, no analytics, no tracking

14.6 Children and age

14.7 Keeping and deleting your data

14.8 Who else is involved

15. Third-party links and services

16. Changes to this Policy

17. GDPR resources

18. Contact

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1. Who we are and roles

2. Information we collect

2.1 Information you provide

2.2 Information collected automatically

2.3 Information from third parties

2.4 Partner Program (referrals)

3. How we use information

4. Legal bases (EEA/UK and similar)

5. How we share information

6. International transfers

7. Retention

8. Security

9. Your privacy rights

10. Children

11. California and other U.S. state notices

12. AI features

12.1 Lessons

12.2 Apps you connect

13. Sports: health data, the watch, and clip video

13.1 Workouts and heart rate from Apple Health or Health Connect

13.2 Counting a drill on your watch

13.3 Clip video

13.4 Routes from the sport timer

14. Zoptiks XR (Meta Quest and other headsets)

14.1 Your account and sign-in

14.2 Data we receive from Meta

14.3 What stays on your headset

14.4 What leaves your headset

14.5 No ads, no analytics, no tracking

14.6 Children and age

14.7 Keeping and deleting your data

14.8 Who else is involved

15. Third-party links and services

16. Changes to this Policy

17. GDPR resources

18. Contact

1. Who we are and roles

2. Information we collect

2.1 Information you provide

2.2 Information collected automatically

2.3 Information from third parties

2.4 Partner Program (referrals)

3. How we use information