Privacy Policy

1. Who We Are

Relatefy Ltd is a company registered in England and Wales. Registered address: 104 Fifeshire Court, Tide Street, London.

Data Protection contact: info@relatefy.app

We are the data controller for the personal data we collect through the Service.

2. Information We Collect

We collect the following categories of personal data:

We do not intentionally collect special category data (sensitive personal data) unless you voluntarily include it in uploaded documents or conversations. If you upload special category data you are responsible for ensuring you have a lawful basis to do so.

3. How We Use Your Information

We use your personal data to:

• Provide and operate the Service (including generating Digital Twin responses, maintaining conversation memory, and delivering analytics)
• Improve the accuracy, performance and reliability of the Digital Twin and related AI models (conversation data may be used for model improvement unless you opt out where technically feasible)
• Enable features such as voice interaction, meeting booking, and (in future) opt-in Agent Discovery
• Process payments and manage subscriptions
• Communicate with you about the Service, updates, and (with your consent) marketing
• Detect and prevent fraud, abuse, and security incidents
• Comply with legal obligations and enforce our Terms of Service
• Analyse usage to improve the product and develop new features (Nova Voice, Agent Discovery, and future API offerings)

We process conversation data and uploaded content only to the extent necessary to deliver the Service you requested.

4. Legal Basis for Processing (UK GDPR)

We rely on the following lawful bases:

• Contract performance — to provide the Service you have requested (most core functionality).
• Legitimate interests — improving the Service, ensuring security, preventing fraud, and developing new features (balanced against your rights).
• Consent — for optional features (voice cloning, marketing emails, future Agent Discovery opt-in) and where required for certain AI processing.
• Legal obligation — to comply with applicable laws and regulations.

Where we process special category data we will only do so with your explicit consent or where another specific condition applies.

5. Sharing Your Personal Data

We share personal data only with:

We do not sell your personal data.

6. International Data Transfers

Some of our service providers are located outside the UK (including in the United States and the European Economic Area). Where we transfer personal data outside the UK, we ensure appropriate safeguards are in place, such as UK-approved Standard Contractual Clauses or reliance on adequacy regulations.

7. Data Retention

We keep your personal data only for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements.

• Account data: retained while your account is active and for a reasonable period afterwards (typically up to 6 years for legal and accounting reasons).
• Uploaded content and conversation data: retained while your account is active. You can delete individual decks or request full account deletion.
• Analytics data: retained in aggregated or anonymised form for longer periods to improve the Service.
• Voice data: deleted or anonymised when no longer required for the feature you used, subject to legal retention periods.

You can request deletion of your data at any time (see section 8).

8. Your Rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data (“right to be forgotten”)
• Restrict or object to certain processing
• Request data portability
• Withdraw consent at any time (where consent is the basis)
• Lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk

To exercise these rights, email info@relatefy.app or use the controls in your account settings. We will respond within one month (extendable by two months in complex cases). We may need to verify your identity before actioning requests.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to operate the Service, remember your preferences, analyse usage, and (with consent where required) deliver personalised features. You can manage cookie preferences through your browser settings or our cookie banner. Essential cookies required for the Service cannot be disabled.

10. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include encryption in transit and at rest, access controls, regular security testing, and staff training. No system is 100% secure; we cannot guarantee absolute security but we work continuously to strengthen protections.

11. Children’s Privacy

The Service is not directed to children under 16. We do not knowingly collect personal data from children under 16. If you believe we have collected such data, please contact us immediately so we can delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or prominent notice on the Service. The “Effective Date” at the top of this Policy shows when it was last updated. Continued use of the Service after changes constitutes acceptance of the updated Policy.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact: info@relatefy.app

For formal data protection matters, you may also write to our registered office address.