If your information was entered by someone using our apps

retru·vai runs two products. The prep tool helps people prepare for one-on-one meetings: they sign in, type or paste context about the person they are about to meet, and the tool produces a short prep card. Stuart is our event companion app: people at an event tell it a little about themselves and reflect on the meetings they had.

In both products, someone can enter information about a person who is not themselves a user. If that person is you, this notice is for you. The section "If you were named at a retru·vai event" covers Stuart specifically; the rest applies to the prep tool, and the same principles apply to both.

You might be reading this because:

• Someone told you they used our prep tool to prepare for a meeting with you.
• Someone mentioned you in a reflection on a meeting at a retru·vai event.
• You searched for us because someone mentioned us.
• You want to know whether we hold information about you, and if so what.

This notice explains. We have tried to be straight about it.

If someone has used the prep tool to prepare for a meeting with you, we may have processed:

• Information they typed about you (for example, your name, role, company, the meeting topic).
• Material they pasted in (typically a copy of your public profile from a site like LinkedIn or a company "About" page).
• A short prep card the AI produced for them about you.

Some things we do not collect or generate:

• We do not ask anyone to paste private messages, emails, or anything from a closed source. If a paste contains forwarded email content, our tool strips that part out before processing and logs that it did so (the stripped text itself is not stored).
• We refuse inputs that mention the most sensitive categories about you (named clinical conditions, treatment records, observant religious practice, sexuality with self-attribution, trade union or party membership, criminal records). Our system detects and rejects these before any AI model sees them. We do not generate inferences about your health, religion, sexuality, ethnicity, trade union membership, or political views.
• We do not store a profile of you that is shared across users of our tool, and no user can see another user's record. The person who used the tool may, however, keep a personal record of meetings with you (cards they pinned, notes they took) for as long as they choose to keep that record. You can ask us to remove your information from their record at any time.

We do not search for you, scrape any website, or fetch your profile on our own. The only way information about you reaches us is if a person who is signed in to the prep tool typed it or pasted it themselves.

The information is used to generate a prep card for the user who entered it. The card deletes automatically after 90 days unless the user pins it as part of their personal record. Pinned cards are kept as long as the user wants them; if a pinned card is left alone for 24 months, we auto-purge it.

We do not share information about you with other users of the tool. We do not use it to send you marketing. We do not fine-tune AI models on it. Our AI provider (Anthropic) holds prompt content briefly (currently up to 30 days) for abuse-monitoring under their commercial terms; they do not train their models on our inputs under those terms.

Under UK GDPR, we rely on:

• Article 6(1)(f), legitimate interests. The legitimate interest is the user's interest in preparing well for a professional meeting with you, and our interest in providing the service. We have balanced this against the impact on you and we think this is reasonable for public professional information. You can ask us to stop processing your information for this reason at any time (see below).
• Article 9(2)(e), manifestly made public, but only where the information is clearly something you yourself made public on a professional platform. We do not rely on this for anything else.

We have documented this balancing test in writing and you can ask to see it.

UK data protection law usually requires us to tell you when we process information about you. There is an exception when contacting you would involve disproportionate effort. In our case:

• We often do not have contact details for you, only your name and what someone wrote.
• Contacting you would mean asking the user to forward a notice, which is itself a disclosure.
• The processing is short-lived, narrow in purpose, and not visible to anyone other than the user.

We have documented this assessment.

If you would rather we did contact you proactively when this happens in future, email hello@bemorestuart.com and we will set that up. If you write to us, we will reply within 72 hours.

• A prep card mentioning you deletes automatically after 90 days unless the user who generated it has pinned it. Pinned cards are kept while the user keeps them; if a pinned card is left alone for 24 months, we auto-purge it.
• If you ask us to remove your information, our default response is to delete the entire card within 72 hours, including any cards the user has pinned. The card goes; the user sees its absence next time they open the tool.
• If you would rather, you can ask us to leave the user's own notes about the meeting in scrubbed form (date rounded to month, no name, no role or employer, no identifying phrases) while removing all of your identifying content. This is offered as an alternative only at your request. The default is full deletion.

There is no shared database of people. Each user can only see their own cards. There is no cross-user index of you.

You have the following rights:

• Find out what we hold about you. Email hello@bemorestuart.com with your name and the names of any people you think may have used the tool to prepare for a meeting with you. We will search and respond within one month.
• Have it corrected if anything is wrong.
• Have it deleted. We will delete on request unless we have a strong reason not to.
• Object to us holding information about you at all. Where we rely on legitimate interests, you have an absolute right to object under Article 21. We will stop processing.
• Restrict our use of it while we look into a complaint.

Email hello@bemorestuart.com from any account, and tell us:

• Your full name.
• Anything you can tell us about who might have used the tool (name, company, when the meeting was). This helps us find the right records.
• What you want us to do (delete, object, see what we hold).

We will respond within one month, usually within 72 hours.

Stuart is our event companion app. People at an event can write a short reflection on a meeting, answer optional questions, or paste a public bio to improve their matches. Someone may mention a person who was not at the event, for example a colleague, a plus-one, or someone whose name came up in conversation. If that person is you, the following applies.

What we may hold. Free text another attendee wrote that mentions you: a line in a reflection, an answer to a question, or a bio they pasted. We do not build a profile of you, we do not search for you, and no other user can browse our records for you.

How we got it. Only because an attendee typed or pasted it themselves. We do not scrape or fetch anything about you.

The legal basis. Article 6(1)(f), legitimate interests, the same balancing we apply for the prep tool. Where any information is something you yourself made public on a professional platform, and only then, we may also rely on Article 9(2)(e), manifestly made public. You can object at any time under Article 21 and we will stop.

How long we keep it. Free-text event content is deleted on the event's retention schedule, 30 days after the event by default (the organiser can set this within the range our systems enforce, 7 days to 12 months). Reflections an attendee pins and keeps using are kept while in use, and auto-purged after 24 months of inactivity. You do not have to wait for that: ask us and we will remove it sooner.

How to ask us to remove it. Email hello@bemorestuart.com with your name and anything that helps us find the record (the event, roughly when, who might have written it). Our default is to delete the content in full, under Article 17 and Recital 66. We acknowledge within 72 hours and complete within one month. We will run any access request before we delete, so nothing you are entitled to see is lost. We never tell the person who wrote it who asked us to remove it.

If you are not happy with how we have handled this, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. You do not need to talk to us first.