Privacy Policy

1. Information we collect

• Account and profile data, such as email address, workspace name, and company profile details.
• Uploaded source files and the text or metadata extracted from them so the product can ground outputs in your company context.
• Encrypted provider-key records, provider status metadata, billing and subscription metadata, and task or loop history.
• Technical and product-use data required to run the app, maintain sessions, store preferences such as theme or text size, and protect the platform from misuse.
• Activity records that help us improve CTRON Loop, unless you have objected or your workspace has switched it off. It is on by default, and section 2a explains what is in them and how to object.

2. How we use information

• To create and secure accounts and workspaces.
• To process uploads, retrieve context, run tasks, save outputs, and show history inside the product.
• To manage subscriptions, enforce plan limits, and provide customer support or operational notices.
• To protect the service, investigate abuse, debug issues, and improve reliability.
• To improve CTRON Loop from activity records, unless you have objected or your workspace has switched this off (section 2a).

2a. How we use activity to improve CTRON Loop

To find what goes wrong and to learn what people use CTRON Loop for, we keep short activity records of how the product is used. This is on by default for each workspace. Any user can object for themselves, and a workspace owner or admin can switch it off for a workspace (see Your right to object, below).

Who is responsible. CTRON Technologies decides why and how these records are used, so for them we act as an independent controller, not as a processor on behalf of you or your organisation. Your organisation remains responsible for the content it puts into CTRON Loop.

What we record. For Voice, the words of each request you make, after we replace these with placeholders: email addresses and web links, written or spoken; file names ending in a common file extension; postcodes; numbers, in digits or in words; the names of items in your workspace and the headings, card titles and table captions on the page you were on; the word after a title such as Mr, Mrs, Ms, Dr or Prof; words that start with a capital letter, including the first word of a sentence unless it is a common English word, but not days, months or the names of CTRON Loop features; two or more words in a row written in capitals; and words written like DataCorp or McDonald. Every other word is kept as you said it, so a name said in lower case that is not on your screen or in your workspace stays in the record. If a request contains words about health, religion, sexuality, trade union membership or criminal matters, we keep none of its words, only the codes described next.

With each Voice request we keep the page you were on, how Voice handled it (the kind of request, the steps it planned and which model answered), whether it worked, failed, was refused, was corrected or was interrupted, and how long it took. For the rest of the product we keep which features you use and the outcome of each: the outcome card you choose on the home page, recorded when the work it starts is requested; the type of task and any template you run; building a dashboard; saving or scheduling a Loop; and creating a share link. Each record also holds your account identifier, the workspace and the time.

What we never record. These records never contain voice audio, the contents of your files, spreadsheet values, document text, the text of your tasks, or the answers CTRON Loop gives you.

Why. We use these records only to improve CTRON Loop: to test Voice against real requests, find and fix failures, and decide which features to build or simplify. They are used only inside CTRON Loop's own evaluation and improvement process. Nobody can read them through the app, including other members of your workspace.

Legal basis. Where data protection law such as the UK GDPR or the EU GDPR applies, we rely on our legitimate interests in improving the product you use. We keep the records small, mask the categories listed above before they are stored, delete them after 90 days, and let you object at any time. We have assessed these interests against your rights; you can ask for a summary of that assessment at info@ctron.co.uk.

No sale and no model training. We do not sell these records, and we never give them to any AI model provider, or let anyone else use them, to train models.

How long we keep them. Each record is deleted automatically 90 days after it is made. It is deleted sooner when you object (below), when you delete your account, or when its workspace is deleted. Deleted records can remain in our database provider's backups until those backups are overwritten in their normal cycle.

Where they are processed. The records are stored in our database, provided by Supabase in London, United Kingdom. The app runs on Vercel; Voice requests are handled on Vercel servers in the United States, where the words are redacted before the record is stored. Supabase and Vercel process this data for us as our service providers.

Your right to object. Any user can object, whatever their role. Open Settings, then Account, and switch on Stop using my activity to improve CTRON Loop. From then on we keep no activity records about you in any workspace, and the records you have already made are deleted straight away. You can also object by emailing info@ctron.co.uk. Separately, the owner of a personal workspace, or an admin of an organisation or department space, can switch off Help improve CTRON Loop for that workspace in Settings, under Workspace, and an organisation admin can switch it off for every space in the organisation; new records then stop straight away for that workspace.

If you are in the United States. Notice at collection: the categories of personal information in these records are identifiers (your account identifier) and internet or other electronic network activity information (how you use the product, including the redacted words of Voice requests). We use them only for the purpose above, keep them for the period above, and do not sell or share them.

3. How BYOK affects processing

When you run tasks, relevant prompts and grounded context are sent to the AI provider connected to your workspace. Those requests are processed under your provider relationship and are subject to that provider's policies and retention practices.

Provider API keys are stored in encrypted form inside CTRON Loop. We do not display the raw value back to clients after it is saved.

3a. CTRON managed AI (optional)

If you turn on CTRON AI in Settings, your task prompts and grounded context are instead sent to the third-party inference provider we use to run open models on your behalf. This is distinct from BYOK: with managed AI the request leaves our systems to our inference provider rather than to a provider you chose, and is subject to that provider's policies.

Managed AI is optional and off by default. Usage is metered against your plan's allowance. You can switch back to your own key at any time.

4. Storage and security

Workspace data is designed around row-level isolation so one user's workspace cannot access another user's data through the application layer. Uploaded source files are stored in workspace-scoped paths.

We use reasonable technical and organizational measures to protect the service, but no system is perfectly secure. You should avoid uploading data that requires guarantees beyond the product's current security posture unless you have independently assessed the risk.

5. Sharing

We share data only with the service providers required to operate the product, such as hosting, database, storage, billing, the AI providers you choose to connect through BYOK, and, only if you turn on CTRON managed AI, our managed inference provider.

We may also disclose information when required by law, to enforce our terms, or to protect the rights, safety, and security of users or the platform.

5a. Cookies

Essential cookies are always set, because the product cannot work without them. They keep you signed in, remember which workspace you are in, and protect the service against abuse. They are not used to build a profile of you or to advertise to you.

Optional cookies cover two things. The first is understanding how the product is used, so we can see which parts work and which do not; this is measured by account identifier, never by name or email address. The second is measuring which adverts bring people to CTRON Loop, which uses the Meta Pixel in your browser and the Meta Conversions API from our servers. Only two things are reported to Meta: viewing our public product pages, and completing account registration. Where you are signed in, your email address and account identifier reach Meta only as an irreversible hash, never in readable form.

Optional cookies are off until you choose to turn them on. Nothing loads and no optional cookie is set before you accept, and declining is a single click in the same place as accepting. If you change your mind we delete the optional cookies already set rather than simply stopping.

You can change your answer at any time using the Cookie settings link in the footer, which appears on the home page, pricing, and this policy.

The activity records in section 2a are made on our servers when you use the product. They do not use cookies and do not depend on your cookie choice; to stop them, use Your right to object in section 2a.

6. Retention and deletion

We keep data for as long as needed to provide the service, maintain records, resolve disputes, and meet legal or security obligations.

You can delete certain resources from within the product, and account or workspace deletion features may remove associated records. Some operational backups or logs may persist for a limited period where required for resilience or compliance.

Activity records that help us improve CTRON Loop (section 2a): Each record is deleted automatically 90 days after it is made. It is deleted sooner when you object (below), when you delete your account, or when its workspace is deleted. Deleted records can remain in our database provider's backups until those backups are overwritten in their normal cycle.

7. Your choices

• You can update workspace details, company profile information, provider connections, and certain account settings inside the app.
• You can cancel a paid subscription through the billing portal.
• You can stop using the service at any time, subject to any remaining billing obligations for the current paid period.
• You can accept, decline, or withdraw consent for optional cookies at any time using the Cookie settings link in the site footer.
• You can object to activity records about you in Settings, under Account, and switch off Help improve CTRON Loop for a workspace you own or administer in Settings, under Workspace (section 2a).

8. International and legal rights

The controller responsible for the personal data described in this policy is CTRON Technologies. For any privacy question, or to exercise your rights, contact us at info@ctron.co.uk.

Depending on where you are located, you may have rights to access, correct, delete, or restrict certain personal data, and to object to processing based on legitimate interests. We will honor mandatory rights that apply to the service under applicable law.

If you are unhappy with how we handle your personal data, you can complain to a data protection authority: in the UK, the Information Commissioner's Office (ico.org.uk); in the European Union or European Economic Area, the data protection authority in the country where you live or work. We would welcome the chance to put things right first.

If we materially change this policy, we will update the published version and revise the last-updated date.