Privacy Policy

1. Philosophy of Data Minimization

We adhere strictly to the principle of data minimization as outlined in Article 5(1)(c) of the General Data Protection Regulation (GDPR). We collect and process only the minimum information required to securely, reliably, and anonymously provide our live facilitation service.

• We do not build user profiles or behavioural tracking histories.
• We do not track individuals across separate live sessions.
• We do not maintain persistent databases of participant responses.
• Meeting content is processed solely to provide the active Deciqe session. It is never used for advertising, cross-site profiling, commercial analytics, or third-party monetization.

2. Participant Anonymity by Design

Deciqe is engineered so that participant responses cannot be linked back to real-world identities within our application:

• No Personal Identifiers: We do not collect participant names, email addresses, phone numbers, employee IDs, or usernames.
• No Account Required: Participants join live sessions without registering, authenticating, or creating an account.
• No IP Tracking or Fingerprinting: We do not retain, log, or store participant IP addresses to track or identify individuals, nor do we employ browser fingerprinting techniques.
• Raw Text Processing: All answers and votes are ingested, processed, and stored strictly as anonymous text strings.

Result: Session Hosts, organisation administrators, and Deciqe itself have no technical mechanism to trace any specific response, vote, or option back to the individual who submitted it.

3. Artificial Intelligence & Sub-Processor Disclosures

To deliver real-time response clustering, semantic grouping, and synthesis during a live session, Deciqe utilizes vetted third-party AI processing providers ("AI Sub-processors").

When session data is processed through our AI pipeline:

• Zero Model Training: Customer inputs, raw participant responses, and session outputs are never used by us or our AI Sub-processors to train, retrain, or improve public or proprietary foundation models.
• Purpose-Bound Processing: Session inputs are processed solely to generate real-time meeting clusters and summaries for your active session.
• Sub-processor Compliance: All AI Sub-processors are bound by strict data processing addendums (DPAs) enforcing confidential treatment, encryption in transit, and restricted data retention.

4. Host Data Protection & Account Information

While participants remain completely anonymous, we collect limited personal data from Session Hosts to operate the Service, deliver results, and manage billing:

• Authentication & Delivery: We collect the Host's business email address strictly to issue passwordless login links, process billing transactions, and send final session export summaries.
• Inquiries & Onboarding: When a Host submits a checkout request or contact form, we may log their work email, organisation name, requested session tier, and request status in our customer relationship system to service the request. This action does not grant public marketing consent.
• Data Separation: Host personal data (e.g., billing email, invoice records) is stored in segregated administrative environments and is never linked to anonymous participant meeting inputs.

5. Cookies & Local Storage

Deciqe does not use advertising cookies, marketing pixels, social widgets, or cross-site behavioural trackers.

Under Article 5(3) of the EU ePrivacy Directive, we utilise only strictly necessary session cookies and browser local storage required to:

1. Authenticate Hosts and protect administrative access;
2. Secure active session state during live meetings; and
3. Protect site forms against automated brute-force or denial-of-service attacks.

Because these functional technologies are strictly necessary to deliver the requested service, a cookie consent banner is not legally required under applicable EU/UK law.

6. Security & Abuse Prevention

• Traffic Security: We deploy non-intrusive, privacy-preserving bot detection mechanisms on public pages to prevent spam and malicious automated traffic. This check confirms human interaction without collecting biometric data, setting tracking cookies, or monitoring browsing activity across other websites.
• Data Encryption: All network traffic to and from the Deciqe application is encrypted in transit using modern TLS (Transport Layer Security) protocols. Stored session data and databases are fully encrypted at rest (AES-256).

7. AI Assistant Connectors & Model Context Protocol (MCP)

When a Host connects an external AI assistant platform (such as OpenAI ChatGPT, OpenAI Codex, or Anthropic Claude) to Deciqe through our Model Context Protocol (MCP) gateway or OpenAPI Action:

• Transient Question Calibration & Training Boundaries: Deciqe evaluates draft decision questions submitted to the calibration tool transiently in memory against our question rubric and mechanical compatibility rules. Deciqe never stores calibration drafts, logs them to persistent databases, or uses them for model training. External assistant platforms selected by the Host (such as OpenAI ChatGPT or Anthropic Claude) handle conversational inputs according to their own enterprise agreements, terms of service, and privacy policies.
• Host-Selected Assistant Platforms: External assistant platforms operate as third-party services chosen and controlled by the Host. Deciqe transmits data to these platforms solely upon the Host's explicit instruction and through authorized agent actions.
• Capability-Based Access: Agent integrations use a cryptographically random 256-bit bearer capability (session_ref). Deciqe returns this capability to the assistant and stores only its SHA-256 hash at rest. It expires automatically after 7 days for control actions and 30 days for status inspection.
• Host Browser Verification: Creating and starting a session requires human host browser approval verifying control of a work-email inbox via one-time passcode (OTP). The connector cannot bypass host approval.
• Privacy Boundary & Confidentiality: Deciqe does not return individual participant responses or individual vote selections through the connector. Following host authorization, it may return the session question, aggregate participation and vote counts, synthesized decision directions, and the Executive Brief.
• Independent Session Continuity: Live session state, timers, participant submission, and voting continue independently on Deciqe infrastructure regardless of whether the assistant conversation remains active.

8. Data Retention & Permanent Erasure

We enforce automated lifecycles to guarantee that session data does not persist beyond its operational utility:

• Immediate Manual Wiping: Hosts have full control to trigger an absolute, immediate, and permanent deletion of all session responses, votes, and results directly from their dashboard the moment a meeting concludes.
• Automatic 7-Day Purge: Any session data not manually wiped by the Host is automatically and permanently purged from our active systems seven (7) calendar days after the session closes.
• Conductor Retention Schedule: Draft session intents expire in 24 hours. Action authorization requests expire in 15 minutes. Results release requests expire in 24 hours. Approved chat-disclosure windows expire in 5 minutes. Conductor capability records are automatically pruned upon expiration.
• Host Export Responsibility: Hosts are solely responsible for downloading session reports before triggering a manual wipe or prior to the 7-day automatic deletion window. Once purged, data is unrecoverable.

9. Regulatory Framework (GDPR / UK GDPR)

Controller vs. Processor Roles

For organisational customers operating within the European Economic Area (EEA) or the United Kingdom:

• The Host's organisation acts as the Data Controller.
• Deciqe acts as the Data Processor.

Handling Participant Rights

Because Deciqe processes participant verbatims as completely anonymous text strings without retaining IP addresses, names, or accounts, we have no technical capability to identify, isolate, retrieve, or delete a specific participant's response upon request (pursuant to Article 11(2) GDPR — Processing not requiring identification). Participants wishing to remove input must do so prior to session closure, or request that their Host execute a full session wipe.

Host Rights

Hosts whose personal email data we hold maintain standard statutory rights under the GDPR, including the right to request access to, rectification of, or erasure of their personal administrative data. To exercise these rights, contact our privacy desk via our contact page.

10. International Data Transfers

If Customer Data or Host information is transferred outside the European Economic Area (EEA) or the United Kingdom to third-party cloud infrastructure or service providers (e.g., in the United States), Deciqe ensures appropriate safeguards are in place pursuant to Chapter V of the GDPR.

These safeguards include verifying the recipient's certification under the EU-U.S. Data Privacy Framework (DPF) and/or executing Standard Contractual Clauses (SCCs) approved by the European Commission.

11. Contact Information & Data Protection Desk

This platform is operated by the Deciqe Software Project (The Netherlands).

If you have questions regarding this Privacy Policy, data sub-processors, or compliance verification, please contact our Data Protection Desk directly via our official contact page.