Privacy Notice

1. Controller

The controller for the personal data described in this notice is Democracy Routes. For privacy questions or requests, contact privacy@democracyroutes.com. General support requests can be sent to support@democracyroutes.com.

2. Data we collect

• Account data: email, password hash, role, profile settings, authentication tokens.
• Participation data: meeting and template participation, invites, room assignments.
• Content data: transcripts, notes, prompts, uploaded files, and text imports.
• Technical data: IP address, device and browser metadata, logs, usage analytics.
• Analytics data (if enabled and consented): page views, referrer, device/browser, anonymized usage patterns.

3. Purposes and legal bases

• Account creation, authentication, and core service operation: performance of a contract.
• Meeting, flow, invitation, and participation management: performance of a contract.
• Security logging, abuse prevention, and fraud detection: legitimate interests.
• Email verification, account notices, and operational notifications: performance of a contract or legitimate interests.
• Compliance, incident response, and legal recordkeeping: legal obligation or legitimate interests.
• Optional analytics cookies and similar technologies: consent, where required.

4. Sharing and processors

We may share data with service providers acting as processors on our behalf, including hosting, email delivery, transcription providers, remote worker infrastructure, analytics providers used with consent, and technical support providers. We aim to limit disclosure to what is necessary for the relevant purpose.

5. International transfers

If data is transferred outside your jurisdiction, we use appropriate safeguards such as Standard Contractual Clauses or other lawful mechanisms.

6. Retention

• Account records are retained while your account remains active and for a reasonable period afterward for security and compliance.
• Meeting, flow, transcript, and uploaded content may remain available until deleted by an authorized user or removed under retention rules.
• Operational logs are retained only as long as reasonably necessary for security, diagnostics, and service integrity.
• Where the law requires longer retention, we retain the relevant data for that period.

7. Your rights

Depending on your location, you may have rights to access, correct, delete, or port your data, and to object or restrict processing. You may also withdraw consent where processing is based on consent.

To exercise your rights, contact privacy@democracyroutes.com. We may need to verify your identity before acting on a request.

If you are in the EEA or UK, you also have the right to lodge a complaint with your local supervisory authority.

8. Is data provision required?

Some personal data is required to create an account and operate the service, including your email address, login credentials, and the participation data needed to run meetings and flows. If you do not provide the required data, we may be unable to create or maintain your account or provide the relevant feature.

9. Security

We implement technical and organizational measures to protect personal data. No method of transmission or storage is 100% secure.

10. Cookies

We use cookies and similar technologies. See the Cookie Policy for details. Current cookie policy version: 2026-05-17.

11. Changes

We may update this notice periodically. We will post updates on this page and revise the version date above.