Privacy notice

• Staff ask questions anonymously - the chatbot has no logins, collects no names, and admins see questions, never people.
• Everything stored lives in the UK and EU.
• Your data is never used to train AI models - ours or anyone else's.
• We sell software, not data. No advertising, no tracking, no selling on.

You don't sign in and we don't know who you are. The chatbot keeps no record of your name, email address or identity, and we keep no lasting record of your device or IP address (a transient check protects the service from abuse, then it's gone). Your questions and their answers are stored for your organisation so its admins can see what staff need - as questions only, never attributed to a person. The only continuity is a conversation id kept in your own browser's local storage, so the chatbot can remember the thread; the chatbot itself sets no cookies at all.

We hold your name, email address and organisation so you can sign in and we can run the service - including service emails such as usage notices to your billing contact. Sign-in identities are kept in our own database, not with a third-party identity provider. We don't send marketing without your consent.

Uploaded documents, and the searchable index we build from them, are stored in our database in London (Neon, region eu-west-2). The application runs on Vercel with functions pinned to London. We process document content for one purpose: answering your staff's questions with sources.

When a question is asked, the question and the small number of relevant document passages are sent to Anthropic to generate the answer; when a document is added, its text is sent to OpenAI to build the searchable index. Both process the data transiently to provide the response - it is not retained for their own purposes and both are contractually barred from training models on it. Stored data stays in the UK and EU; these transient transfers are covered by standard safeguards (UK IDTA and EU standard contractual clauses). The full list of services that touch your data is on the sub-processors page.

Card payments are handled by Stripe. Card numbers go to Stripe directly and never touch our systems; we see what you'd expect on a receipt.

• Account data: while the account is active.
• Documents, questions and answers: until your organisation deletes them, and at most 90 days after the account closes.
• Billing records: as long as tax law requires.

Under UK data protection law you can ask for a copy of your personal data, and for it to be corrected, deleted or restricted; you can also object to processing and take your data elsewhere. Write to support@handbookchat.com and a human will sort it. If you're not happy with our answer, you can complain to the Information Commissioner's Office (ico.org.uk). If your question is about data your organisation controls - its documents, its staff questions - we may pass your request to its admins, because the decision is theirs.

The dashboard sets the cookies sign-in needs and nothing more. There is no advertising and no cross-site tracking anywhere on Handbook, and the embedded chatbot sets no cookies at all.

If this notice changes materially we will email admins before the change takes effect, and the version and date at the top will move. Questions to support@handbookchat.com.