Privacy Notice

Polemarch AI is the data controller for personal data processed through BigBoard AI, powered by Recap AI. This notice explains what we collect, why, and who we share it with.

What we collect and why

• Account data (name, email, sign-in identifiers) — to create and secure your account. Legal basis: performance of our contract with you.
• Content you create (recordings, photos, transcripts, summaries, notes, agent chats) — to provide the Service. Legal basis: contract.
• Profile and agent settings (occupation, employer, goals, voice preference, avatar) — to personalise your concierge agent. Legal basis: contract.
• Usage and device data (pages viewed, recording events, browser, referrer, IP address) — for security, fraud prevention, support and product improvement. Legal basis: legitimate interests.
• Support messages and ratings — to answer you and improve the product. Legal basis: legitimate interests.
• Marketing emails — only where you have opted in. Legal basis: consent, withdrawable at any time.

Who we share it with

• Hosting, database, storage and email providers who run the Service on our behalf.
• Speech-to-text and AI model providers, which process your audio and text solely to return your transcript, recap or artifact.
• Paddle.com, our Merchant of Record, for sale of the product, subscription management, payments, tax compliance and invoicing.
• Google, only if you connect Google Drive, using the narrow drive.file permission — we can see and write only files this app created. We never read the rest of your Drive.
• Professional advisers, and authorities where required by law.

We do not sell your personal data.

Retention

We keep your content for as long as your account is active. Delete a note and its stored media is removed with it. Delete your account and we remove or anonymise your personal data within 30 days, except records we must keep for tax or legal reasons.

Your rights

You can request access, correction, deletion, restriction, portability, object to processing based on legitimate interests, or withdraw consent, by emailing deon@polemarch.site. We respond within one month. If you are in the UK or EEA you may also complain to your supervisory authority. Data may be processed in the United States under Standard Contractual Clauses or an applicable adequacy decision.

Security

Data is encrypted in transit and at rest, notes and media are protected by per-user row-level security, and access is limited to staff who need it.

Cookies

We use essential cookies and local storage to keep you signed in and remember preferences such as theme and onboarding state, plus limited privacy-friendly analytics on page views. We do not run advertising cookies. You can clear or block cookies in your browser, though sign-in will stop working.

Contact

Polemarch AI — deon@polemarch.site. Billing and refund questions are handled by our reseller, Paddle, at paddle.net.

Terms · Refunds · Privacy