LetEmily Privacy Policy

1. Information We Collect

When you use LetEmily, we collect:

• Account Information: name, email, login credentials.
• Manager Notes & Insights: content you enter, upload, or generate in LetEmily, including AI-generated insights and recommendations (such as Emily, the Morning Report, and the Weekly Reflection).
• Calendar & Meeting Data: if you connect a calendar (e.g. Microsoft 365), the meeting and 1:1 events LetEmily imports on your behalf. For people in a small imported meeting (eight people or fewer) who are not yet among your people in LetEmily, we keep their name and email address, encrypted, and how often you have met, so LetEmily can suggest adding someone you meet with regularly. Nothing is added unless you choose to. A suggestion you dismiss is reduced to an irreversible code so it does not come back, and suggestions not seen in a meeting for 60 days are deleted.
• Connected Workspace Content: if you connect Slack, the notes and follow-ups you capture from Slack and the reminders/notifications we deliver there.
• Uploaded Content: images, documents, or files that you choose to upload.
• Billing Information: handled securely by Stripe (we do not store credit card details).
• Usage Data: records our servers keep to run and secure the service (such as sign-in history and error logs) and, only if you accept analytics cookies, Google Analytics data on which pages and features are used (see our Cookie Policy).
• Signup attribution: If you accept analytics cookies, we record a limited attribution snapshot when you create an account. This may include the normalized source, medium and campaign, the landing-page path, the referring website's hostname, and the relevant timestamps. We do not store a full referring URL, arbitrary query strings or advertising click identifiers in this record.

Mobile apps. The LetEmily apps for Android (and iPhone/iPad when available) let you capture notes and see counts of what is due today. You sign in through your browser; the app receives a sign-in of its own, which you can end at any time from Settings → Sessions. On your device the app stores its sign-in and any notes not yet sent, encrypted with a key held by the device's secure storage, and today's counts; it deletes all of these when you sign out. Home-screen widgets show counts only — never names or note text. If you dictate a note, your device's speech recognition service (for example Google) converts it to text under that provider's terms; the app receives only the text. If you use Snap to Notes, the photo is sent to LetEmily to read its text and is not kept on your phone. The apps contain no advertising, analytics or crash-reporting software.

2. How We Use Your Information & Legal Basis (GDPR Article 6)

We process your personal data based on the following legal grounds:

3. Data Storage, Security & Retention

Data Location & International Transfers

All data is stored on servers located in the United States. If you are located in the European Economic Area (EEA), United Kingdom, or other regions with data transfer restrictions, your data will be transferred to and processed in the United States. We rely on standard contractual clauses and adequacy decisions where applicable to ensure your data receives adequate protection.

Security Measures

We implement multiple layers of security to protect your data in accordance with GDPR Article 32 (Security of Processing):

• Transport Layer Encryption: All data in transit is encrypted with TLS 1.2 or 1.3 (modern TLS)
• Password Protection: Passwords are hashed using bcrypt with cost factor 12 (irreversible, OWASP-compliant)
• API Token Encryption: OAuth tokens and API credentials are encrypted using libsodium XSalsa20-Poly1305 authenticated encryption with 256-bit keys before database storage
• Stored Images: Profile photos (avatars) and screenshots you attach to feedback are stored in our database and protected by authentication and access controls. We do not apply additional application-level encryption to them. A photo you take with Snap-to-Notes is stored on our server only until its text has been read, and is deleted as soon as that succeeds; if reading fails, it is kept for up to about two hours so you can retry, then deleted
• Key Management: Encryption keys are stored securely in environment variables, never in code or version control
• Regular Audits: Security reviews, vulnerability assessments, and encryption validation
• Access Controls: Role-based permissions and authentication required for all sensitive operations
• Audit Logging: Comprehensive logging of data access, exports, and deletions for accountability

Data Retention Periods

• Active Accounts: Data retained while account is active
• Account Deletion: Immediate hard delete of your account and its content, including feedback and survey responses you sent us and email still waiting to be sent to you. We keep our privacy audit log entries for your account for 365 days, as a security and legal accountability record (GDPR Article 5(2)): the record that the deletion took place, and any earlier entries recording a data export or a consent you gave, refused or withdrew. Each holds the date and time and what was done, and may hold the IP address and browser user agent the request came from; the deletion and export records also hold an internal account reference number. None contains your name, email address or content, and each is permanently deleted 365 days after it was written. Records of sign-in attempts are kept with your email address replaced by an anonymous value and are deleted after 90 days. Security event records linked to your account (such as failed sign-ins or blocked requests) are kept for investigating abuse of the service, reduced to the event type, its date and time, a shortened IP address and the browser family, and are deleted 180 days after they were written. If someone referred you, their record of the referral is kept with your details removed. If you requested a LetEmily demo, that request is a separate record and is not removed by deleting your account; email privacy@letemily.com to have it deleted. If you have a Pro subscription, it is cancelled as part of the deletion. Billing and invoice records are kept by Stripe, our payment processor, for tax and accounting purposes
• Cancelled or Expired Subscriptions: Your account continues on the Free plan and your data is retained: your people, notes, meetings and commitments are not deleted. Deletion happens only when you delete your account
• Login Attempts: 90 days
• Security Event Records: 180 days, then permanently deleted
• AI Conversation Cache: 30 days
• AI Usage Metering: 180 days, then permanently deleted (which feature and model was used, token counts and estimated cost; never your messages)
• Account Activity History: activity logs 180 days; records of administrator access to your account 365 days. Each is then permanently deleted (which actions were taken in the app, and when)
• Deleted Conversations: 60 days before permanent removal
• Database Backups: Off-site database backups are stored with Backblaze (see Section 4) and are encrypted on our server before they are uploaded. They are kept for disaster recovery on a rotating schedule, and older backups rotate out over up to about three years. Data you delete from LetEmily, including a deleted account, can remain in these backups until they rotate out; backups are not used to restore individual deletions, only to recover the service after a disaster
• Cookie Consents: 13 months from last consent
• Signup attribution: retained for 13 months from signup and deleted sooner if you delete your account or withdraw analytics consent while signed in. Aggregate statistics may remain after they can no longer be connected to an account or individual.
• Google Disconnection: Revokes our authorization with Google and deletes the stored access and refresh tokens immediately. Calendar events already imported before disconnecting, and any AI-generated content that referenced them, are not deleted by disconnecting alone — only by deleting your account

4. Data Processors & Third-Party Services

We do not sell your personal information. We work with the following GDPR-compliant data processors:

We may also share data when:

• Required by law, court order, or legal process
• To protect our rights, property, or safety
• In connection with a business transaction (merger, acquisition)

5. Uploaded Content Policy

• You are responsible for any content you upload.
• Content must not violate laws, infringe on others' rights, or contain harmful or abusive material.
• Uploaded documents and images may be processed by AI to provide insights within LetEmily.

6. Age Restrictions

LetEmily is not intended for use by anyone under 18 years old. We do not knowingly collect information from minors.

7. Your Rights Under GDPR

Under GDPR Articles 15-21, you have comprehensive data protection rights:

How to Exercise Your Rights:

• Most rights available directly in Settings > Privacy & Data
• Email privacy@letemily.com for complex requests or questions
• We respond within 30 days per GDPR Article 12
• If unsatisfied with our response, you may lodge a complaint with your data protection authority

8. Ask Emily: AI-powered leadership support

Data Collection

When you use Ask Emily, we collect:

• Chat Conversation Content: Your messages, questions, and AI-generated responses.
• Conversation Metadata: Timestamps, conversation titles, and usage patterns.
• User Preferences: Your interaction patterns and feature engagement data.
• Team Context: With every message, your team roster (names, positions, departments, teams and work locations), the names, positions and departments of the collaborators you have added, and your recent meetings and notes are sent with your question so Emily can answer from them, whether or not you name anyone. See "Which features send your data to OpenAI" below.
• Usage Analytics: Feature engagement and conversation frequency for service improvement.

Data Retention

• Active Conversations: Stored until user account termination or manual deletion.
• Deleted Conversations: Retained for 60 days before permanent deletion.
• Usage Metering: Which feature and model was used and how many tokens, never message content. Kept for 180 days, then permanently deleted.

Data Usage

We use Ask Emily data for:

• Providing leadership guidance drawn from your own team context.
• Service improvement and feature development based on usage patterns.
• User experience personalization and conversation continuity.
• Security monitoring and abuse prevention.
• Customer support and troubleshooting when requested.

Emily & AI-Generated Insights

Beyond Ask Emily, LetEmily generates insights and recommendations from the notes, meetings, commitments, and team context you record. These power features such as Emily (your recommended next conversations), the Morning Report, the Weekly Reflection, and team insight reports.

Which features send your data to OpenAI

These are the features that send your data to OpenAI, and exactly what each one sends. Meeting details include meetings imported from a connected calendar, but never raw data from your calendar account beyond what LetEmily has already imported as a meeting record.

• Ask Emily: Each time you send Emily a message. Sends your question and the last 20 messages of the conversation; your team roster (names, positions, departments, teams and work locations); up to 10 of your meetings from the last 30 days (title, time, attendees, agenda, description, outcomes and action items); up to 10 of your notes from the last 30 days (each in full, up to 4,000 characters); and your industry and time zone. In a conversation about one person, that person’s profile, recent meetings, up to 10 notes from the last 30 days (each in full, up to 4,000 characters), and open commitments. When Emily checks whether you have asked her to add or complete something, that one message is also sent on its own.
• AI Meeting Prep (Pro): When you generate prep for a meeting. A prep already generated is reused without a new request. Sends the meeting’s title, description, agenda, time and length; for up to 10 attendees, their name, position, department and Introduction Form answers, with excerpts of up to 3 notes (the first 800 characters of each) and short excerpts (150 characters) of up to 3 past meeting outcomes each; the titles, outcomes and action items of your last 5 meetings; the titles and sentiment of your 10 most recent notes (not their text); and up to 10 overdue commitment titles.
• Quick Recall (Pro): Each time you ask for a Quick Recall. Sends for each person you choose (up to 3), in a separate request: their first name; the date, type, title and first 800 characters of up to 6 of your notes about them from the last 30 days; the date and title of up to 3 of your meetings with them from the last 30 days, with the first 400 characters of the agenda, outcomes and action items; and the feedback, recognition and growth preferences from their Introduction Form. Nothing about one person is sent in another person’s request, and the result is not stored.
• Morning Report summary: Automatically each business morning while your Morning Report is on, and when you open or refresh it. Sends the titles, descriptions and attendee names of today’s and this week’s meetings; the titles and tags of your recent notes (not their text); commitment titles; and the patterns LetEmily has already computed from your notes.
• Weekly Reflection pattern observation (Pro): Automatically once a week, and when you regenerate your reflection. Sends up to 40 of the week’s notes, the first 260 characters of each, with the person’s first name, the date, tags and sentiment.
• Insights Over Time (Pro): When you run a report. Sends the notes you wrote in the period you choose (up to 90 days), the title and first 300 characters of each, with the person’s name, position, department and time in role; the meetings in that period (title, person, and excerpts of the agenda, notes and outcomes); and action items.
• Note enhancement, tag suggestions, summaries and action extraction: Only when you use one of these actions on a note. Sends the text of the note you are working on and, where you have set it, your industry.
• Importing notes for your whole team (Pro): When you preview an import. Sends the text you paste, when LetEmily cannot split it into separate notes without help.
• Snap-to-Notes: When you take or upload a photo. Sends the photo you take, so its text can be read. The photo is deleted from our server as soon as its text has been read; if reading fails, it is kept for up to about two hours so you can retry, then deleted.

• In Ask Emily, Meeting Prep, Quick Recall, the Morning Report and Insights Over Time, a meeting’s location, video-call links, meeting IDs, passcodes and dial-in numbers are removed before anything is sent.
• Your password and payment details are never sent.
• Worth Noticing signals, Emily’s recommended next conversations, Team Insights, sending recognition, and Meeting Prep on Free are computed by LetEmily itself, with no AI request.
• The message you write when you send recognition is never sent to AI. Ask Emily, Meeting Prep, Quick Recall and the Morning Report are told only that you sent recognition, on which day, and which template you chose, so they do not suggest it again.
• You can turn AI processing off for your account. Once it is off, these features stop sending your data to OpenAI. There is not yet a setting for this in the app: email privacy@letemily.com and we will switch it off for you.
• Insights are visible only to you and are derived solely from your own workspace: they are never shared with other managers or used to build cross-customer profiles.

9. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you before they take effect.