Who we are

Theode is operated by Theode Ltd, Flat 4, 60 Gloucester Place, London W1U 8HN, United Kingdom, the data controller for the information described here. Write to hello@theode.ai with any question about this policy, or to ask for your data to be deleted.

What Theode collects

Your account. Your name, email address and the expertise you choose to show. Passwords are held by our sign-in provider in a form we cannot read.

What you put into a project. Files and drawings you upload, recordings you make or upload, notes you type, messages from a mailbox you connect or forward, and the questions you ask Theode about the project together with its answers.

Other people’s addresses. When you invite a colleague or a client, you give us their email address so we can send the invitation and, for a client, notices about their project.

Theode sets no cookies and runs no analytics.

A mailbox you connect

Google. Theode asks Google for one permission: read-only access to your mail (gmail.readonly). Google words it on its own consent screen as “View your email messages and settings”.

Microsoft 365. Theode asks for read-only access to your mail (Mail.Read) and the basic sign-in permissions Microsoft requires alongside it.

Read-only is the whole of it. Through a connected mailbox Theode never sends a message, never deletes one, never replies, never changes a label and never alters a setting. The permissions that would allow any of that are not requested.

What Theode reads. Each new message is read by an AI model, which decides whether it belongs to one of your projects. When you first connect, the same check runs over your recent messages. A message that belongs to no project is not kept.

Forwarding instead. You can forward mail to a private Theode address and connect nothing at all. Gmail asks a new forwarding address to confirm by email before it will forward; Theode answers that confirmation on your behalf, after checking that the request came from the mailbox you told us about. Nothing else in your Gmail settings is touched.

What Theode stores

A message Theode files against a project is stored as a source on that project, as it arrived and with its attachments, along with the sender, subject, date and attachment names. Recordings are stored with their transcripts, and drawings with the text Theode reads off them. The project’s brief may quote a sentence from a source and names where it came from.

Sources are kept until you ask us to delete them. They are the evidence the project record cites, so Theode does not expire them on its own.

Who can see it

A filed message and its details are shown to the practice that owns the project, and to nobody else. A collaborator from another firm who is added to the project sees the attachments and not the mail they arrived on.

The brief is different. Everyone on the project reads it, including colleagues from other firms, and that includes any sentence it quotes. A client sees the version the practice has published for them.

If you connect your own AI assistant to Theode, it can read what you can read, under your agreement with its provider.

Where it runs, and who else handles it

Theode stores your data in the United States, encrypted, with backups kept for a limited period. We process it to provide the service you signed up for, and by using Theode you consent to it being held and processed in the United States by the providers below.

Amazon Web Services hosts Theode and runs the AI models that read your messages, documents and drawings and write the brief. Specialist providers transcribe recordings for us and draw sketches and illustrations when an editor asks for them. Each receives only the content needed for that task, is bound by contract to use it only to return the result, and does not use it to train its models. Neither do we.

Theode does not sell your data, does not share it for advertising, and does not transfer it to anyone for their own purposes.

No one at Theode reads your mail

Nobody at Theode reads the body of a message in a connected mailbox, with three exceptions: to investigate a security problem or abuse, to comply with a legal obligation, or because you have asked us to and said so explicitly. Our logs carry identifiers and counts, never message content or addresses.

The key to your mailbox

Connecting a mailbox gives Theode a token from Google or Microsoft that lets it keep reading. The token is stored encrypted, separately from the record of your connection, and disconnecting deletes both. The grant stays listed in your Google or Microsoft account until you remove it there as well.

Email Theode sends

Theode sends three kinds of email, all from noreply@theode.ai: the codes that confirm your address and reset your password; an invitation when a member of a practice invites you to join it or a project; and a notice to a client when something on their project needs their answer. We keep no mailing list and send nothing in bulk. To stop further mail, write to hello@theode.ai.

Stopping it, and deleting what was kept

To stop Theode reading your mail, disconnect the mailbox in Theode, or revoke Theode’s access at myaccount.google.com/permissions or in your Microsoft account. Either stops the reading straight away. The project keeps the sources it already has.

To delete your account, use the option in Theode. It removes your name, address and expertise and closes the account. What you added to a practice’s projects stays with the practice, as part of their project record.

To have content deleted, including messages already filed, write to hello@theode.ai and say what. We will delete it within 30 days and tell you when it is done. A copy can remain in backups for a short time after that.

Children

Theode is a tool for working practices and is not for anyone under 18. We do not knowingly collect information about a child, and we will delete any we find.

Google’s own rules about this

Theode’s use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. Content from a connected Google mailbox is used only to provide the features described on this page.

Changes to this policy

The date at the top of this page changes when this policy does. If a change affects what Theode reads, who else handles it or who can see it, we will email account holders.

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