Your meetings are yours.

What we collect, why, who helps us, and how to get it back or gone.

Short version: your meetings are yours. We process what we need to run Pi for you, on servers in the United Kingdom, we don't train on it, we don't sell it, and you can ask for it back or gone at any time. Last updated 13 September 2026.

01Who's responsible

Proactive Intelligence, London, United Kingdom, is the data controller for the personal data described here. Contact: support@proactiveintelligence.run, or the contact page.

02What we collect

Account. Your name, email address and, if you sign in with Google, the basic profile Google shares with us.
Calendar. If you connect Google Calendar, we read your events for the next 31 days so Pi can tell you when you're free and book meetings for you. We write events when you ask Pi to book or block time.
Meetings. During a call, audio from everyone in the meeting is transcribed live so Pi can follow it. We keep the transcript, Pi's notes, what was agreed, the questions you typed to Pi and Pi's answers, so the next meeting picks up where this one ended. There is no video recording.
Guests. The name and email you give us to send an invite, the name a guest types when they join, and their audio during the call, handled the same way as yours.
Usage. Technical logs (times, errors, browser type) so we can keep the service working.
Contact. Whatever you send us through the contact page or by email.

03Why we use it

To run the meeting and have Pi in it, answering you and doing the tasks you ask for.
To book meetings, send invites, and hold time in your calendar when you tell Pi to.
To keep each meeting's thread so the next call with the same people starts briefed.
To support you, bill you, and keep the service secure.
To improve Pi Rooms using aggregated usage figures. Never the content of your meetings.

Our legal bases under UK GDPR are performing our contract with you, our legitimate interest in running and securing the service, and your consent where you connect a calendar.

04Who helps us process it

We use a small number of trusted providers, each for one job: turning speech into text and Pi's voice, the language models behind Pi's answers, hosting, sign-in, and payments. Each works under a contract that limits them to that job and prevents them using your data for anything else, including training their own models. Card details go to our payment provider, never to us.

Some of these providers are in the United States. Where data leaves the UK we rely on the UK's International Data Transfer Agreement or standard contractual clauses.

05What we don't do

We don't record video.
We don't train AI models on your meetings, notes or questions.
We don't sell or rent your data, and we don't run ads.
Nobody outside your account sees your threads or your whispers. Guests see and hear only what Pi says out loud.

06Guests

If you're a guest in someone's Pi Room, the host is responsible for telling you Pi is in the meeting. We process your audio during the call to transcribe it, and keep the transcript in the host's thread. You can ask us to delete anything about you through the contact page.

07How long we keep it

Meeting transcripts, notes and threads: for as long as your account exists. That's the point of Pi Rooms. Every meeting makes the next one better, so we keep them until you delete a room or close your account.
Account data: while your account exists.
When you close your account, everything above is gone within 30 days.
Technical logs, meaning server records of errors and timings with no meeting content in them: 90 days, then deleted.
Anything the law requires us to keep, for as long as it requires.

08Your rights

You can ask us for a copy of your data, to correct it, to delete it, to limit how we use it, or to move it elsewhere. Ask through the contact page and we'll act within a month. You can also complain to the Information Commissioner's Office at ico.org.uk.

09Security

Everything travels over encrypted connections. Your data sits in your own account on our own servers in the United Kingdom, separated from other customers', and only your sign-in opens it. We limit who on our side can access production systems.

10Cookies

We use only the cookies needed to keep you signed in. No tracking cookies, no advertising cookies.

11Children

Pi Rooms is for people 18 and over.

12Changes

If we change this policy in a way that matters, we'll email you first.

13Contact

support@proactiveintelligence.run, or the contact page.