Privacy Policy

Last updated: September 2025

This policy explains how Chief Jones Ltd collects and uses your data when you use Chief.

Information We Process

To provide and develop Chief, we process information such as:

• Account data: Email, name, organization details
• Meeting content: Audio processed in real-time through secure AI services (not stored unless you choose to save it)
• Usage data: How you interact with Chief, helping us develop our service
• Technical data: Device information, IP address, diagnostic logs
• Payment data: Processed directly by our payment provider when you subscribe

We may process other types of data as our service evolves. This policy covers all personal data we handle.

How We Use Your Data

We process your data to:

• Provide Chief's meeting intelligence features (contract performance)
• Develop and improve our service (legitimate interest)
• Send essential service communications like sign-in links (legitimate interest)
• Send marketing updates if you've opted in (consent)
• Enable integrations with services you connect (contract performance)
• Diagnose technical issues (legitimate interest)
• Comply with legal obligations

Who May Access Your Data

Your data may be accessed by parties such as:

• Service providers (AI processors, analytics tools, hosting providers)
• Third-party services you choose to connect (calendars, productivity tools)
• Other members of your organization (if you join an organization account where data sharing is enabled)
• Authorities when legally required

Meeting transcripts you save remain under your control. Organization data sharing follows administrator-defined access policies, which may include granular permissions.

Data Location & Security

We store data in the UK or EU where possible. Some processing may occur elsewhere with appropriate safeguards. Your data is encrypted in transit and at rest.

Data Retention

We retain your data as long as necessary for business and legal purposes. This includes maintaining your account, developing our service, and meeting regulatory requirements.

Your Rights

Under UK GDPR, you can request to access, correct, delete, restrict, or port your data. You can also object to processing and withdraw consent where applicable. Contact support@gochief.net to exercise these rights. We'll respond within 30 days.

You can complain to the Information Commissioner's Office at ico.org.uk

Marketing

If you've opted in to marketing communications, we'll send product updates and news. All marketing emails include unsubscribe links.

Updates to This Policy

We'll notify you of material changes to this policy. By continuing to use Chief after changes, you're agreeing to the updated terms.