Privacy Policy

This policy applies to:

• visitors to our website;
• account holders;
• people using a free (First Memory) account;
• paid subscribers; and
• people who contact support.

We collect the following categories of information:

Account information

• your email address and authentication identifiers, managed through Supabase Authentication;
• onboarding preferences you provide.

Project information

• project names, and any project type or phase information you add.

Source material you provide

• notes, pasted transcripts, and meeting notes you add;
• audio you upload;
• any corrections you make to a transcript before analysis.

Generated project intelligence

• ILM Records and the decisions, risks, actions, design intent, contradictions, open questions, and source-evidence references generated from your source material.

Billing information

• your plan, subscription status, and billing dates;
• a Stripe customer and subscription reference for your account;
• we do not receive or store full payment-card numbers — see "Payment information" below.

Communications

• support messages you send us, and account-related emails.

We do not collect analytics cookies or advertising identifiers, and our infrastructure providers may log standard technical information (like request and error logs) as part of operating the service. We may update this section as the service develops.

We collect information:

• directly from you, when you create an account, create a project, or add source material;
• through your normal use of the product;
• from Stripe, regarding your subscription status;
• from our authentication and infrastructure providers; and
• from you, when you contact support.

We use information to:

• operate your account and authenticate you;
• create and maintain your projects;
• transcribe audio you have explicitly submitted for transcription;
• generate ILM Records from source material you have explicitly submitted for analysis;
• maintain your Project Memory;
• enforce the usage and project limits of your plan;
• process and reconcile your subscription;
• provide support;
• improve the reliability and security of the service;
• meet our legal obligations; and
• communicate essential service information to you.

We do not use your uploaded project content to train proprietary models. We do not claim that our AI provider never retains data on its own systems — see "AI processing" below for how that processing works.

Notes, transcripts, and audio you explicitly submit may be sent to our configured AI and transcription provider (OpenAI) to produce the output you requested — audio is only ever sent for transcription when you click "Transcribe audio", and a transcript is only ever sent for analysis when you click "Run ILM Analysis". Neither happens automatically.

• AI-generated output may contain mistakes.
• You should review generated ILM Records before relying on them.
• You should avoid submitting information you are not authorised to process.
• The Intent Ledger does not replace your own professional judgment.

We do not reveal the proprietary prompts used to produce this output.

We use the following service providers to deliver The Intent Ledger. We only list providers actually in use.

• Supabase — authentication, our database, and private file storage for uploaded audio.
• Resend — delivery of authentication and essential service emails sent through our configured email system.
• OpenAI — transcription and structured analysis of the material you explicitly submit.
• Stripe — Checkout, subscription billing, the billing portal, and payment processing.
• Vercel — application hosting and delivery.

These providers process information to deliver the specific functions listed above, and may operate infrastructure in other countries.

Some service providers may process or store information outside Australia. The countries involved can vary according to the provider's own infrastructure and service configuration.

• Card and payment details are entered directly into Stripe-hosted payment pages.
• The Intent Ledger does not receive or store your full card number.
• We store limited billing references and subscription state necessary to provide your access.
• Stripe's own privacy terms apply to its processing of your payment information.

We use reasonable technical measures to protect your information, including:

• authenticated access to your own account only;
• database row-level security so your data is scoped to your own account;
• server-side enforcement of plan and usage limits;
• billing operations restricted to narrowly-scoped, audited database functions;
• private application secrets, never exposed to the browser;
• encrypted transport (HTTPS) for all traffic; and
• private storage access policies for uploaded audio.

No online service can guarantee absolute security, and we do not claim one.

• We retain your account and project data for as long as your account or the service requires it.
• Existing ILM Records remain viewable even after your plan's usage allowance is exhausted.
• Immutable billing and usage records may be retained for audit, fraud prevention, reconciliation, or legal purposes, even after other data changes.
• Uploaded audio is retained according to current product and storage behavior described in this policy.
• If your account is deleted, identifiers linking a record back to you may be anonymised while immutable audit history that must be retained continues to exist without your account attached to it.
• Backups and processor systems may retain data for a limited time after deletion.

We do not currently publish fixed retention periods for every category of data. We may update this section as those periods are formalized.

To request access to, correction of, or deletion of your information, contact us at support@theintentledger.com.

• We may need to verify your identity before actioning a request.
• Some records may need to be retained for legal, security, billing, or audit purposes.
• A deletion request does not automatically erase immutable transaction history.

You can already delete an individual project yourself from within the product, which removes its uploaded audio and cascades its sessions and ILM Records. Deleting your account entirely is currently handled manually by our team on request, rather than through a self-service control.

For general account or billing help (not a privacy request specifically), visit our Support page.

We store your light/dark theme preference in your browser's local storage so it persists between visits. We do not use cookies for advertising or non-essential tracking, so this policy does not include a cookie-consent banner at this stage.

The Intent Ledger is intended for professional or tertiary-education use and is not directed to young children.

If you have a complaint about how we handle your information, contact us at support@theintentledger.com and we will review and respond to it. Depending on the circumstances and applicable law, you may also have the right to contact the Office of the Australian Information Commissioner.

We may update this policy as the service develops. We will communicate material changes through our website, the account interface, or by email where appropriate.