Privacy Policy

Who we are

Thoughtspan LLC (“Thoughtspan”, “we”, “us”) builds and runs AI workspaces for businesses. This policy covers the Thoughtspan app for iPhone, the Thoughtspan desktop app, the assistant your company reaches through Slack, Microsoft Teams or Discord, and this website, thoughtspan.ai.

Questions about privacy go to [email protected].

Your company controls its data

Thoughtspan is a service for businesses. Your company signs up, and your company decides who has access, which sources are connected, and what is kept. We process that data on your company’s behalf and follow its instructions.

If you use Thoughtspan through your employer, your company’s administrator manages your account and your company’s data. You can ask them, or us, about it.

What we collect

We collect what the service needs to work, and nothing for advertising.

• Account details. Your name, your work email address, the company you belong to and your role there. When you sign in on a device, we keep the name you give that device and its platform, so you and your administrator can see and remove sign-ins.
• What you write and receive. Your questions, the assistant’s answers, messages between people at your company, tasks, drafts, notes, and files you choose to attach.
• Your company’s memory. Thoughtspan keeps a searchable memory for each company, which we call the brain. It holds text from sources your company or you choose to connect, such as email, calendars, documents, meeting notes and chat tools. You can also keep a personal memory that only you can read.
• Connected accounts. When you or your company connect an account such as Google or Microsoft 365, we store the access tokens we need to read it. We read only what that connection allows.
• Push notification token. If you allow notifications on your phone, the app sends us its device token so we can notify you of new messages.
• Service logs. Records of requests, errors and the steps the assistant took, so we can run the service, keep it secure and fix problems.

What the iPhone app does not do

The Thoughtspan app is a window onto your company’s workspace. It is not built to watch you.

• It shows no advertising and does not track you across other apps or websites.
• It contains no analytics, crash reporting or advertising software from third parties.
• It does not ask for your location, contacts, camera, microphone or photo library. It reads a file only when you pick one to attach.
• Your sign-in is stored in the iPhone keychain on that phone only. It is not synced to iCloud or restored onto another phone.
• Data the app shows is kept in memory while the app is open. It is not saved to the phone’s storage.
• A push notification says only “New message”. It carries no message text and no names. Apple delivers it, and Apple sees only the device token, opaque ids and the time.

How we use it

We use your information to provide the service your company asked for. That means answering questions, searching your company’s memory, drafting work you review, carrying out actions you approve, sending notifications, keeping the service secure, fixing problems and answering support requests.

• We do not sell personal information.
• We do not use your information for advertising.
• We do not train AI models on your information.

How AI processing works

To answer a request, we send the parts of it the model needs, such as your question and the relevant context, to an AI model provider. Each company is configured to use particular models. Depending on that setup, they are reached through OpenRouter, through Anthropic, or through Amazon Bedrock on AWS. The brain’s search also uses models from these providers to index text.

Where a provider offers zero data retention, we require it. The models we reach through OpenRouter are limited to zero-data-retention endpoints, which do not keep your prompts or answers after responding.

A company or a person can choose to use their own model provider account. In that case, that provider’s terms apply to those requests.

Who we share it with

We share information only with service providers who process it for us, under contract, to run Thoughtspan:

• Amazon Web Services, which hosts our servers, databases and stored files.
• Cloudflare, which carries traffic to our servers and serves this website.
• The AI model providers named above.
• Apple, which delivers push notifications to iPhones, and Google, which delivers them to Android phones.
• The services your company connects, such as Google, Microsoft, Slack or Discord. We read from them, and we write to them only as your company has set up, for example sending an email you approved.

We may also disclose information when the law requires it, or to protect the safety of people or the service. If Thoughtspan is ever sold or merged, this policy would continue to apply to your information.

Where we store it and how we protect it

We store data with Amazon Web Services in the United States (the US East region, in Virginia). Each company has its own separate database. Data is encrypted in transit and at rest.

Access to each company’s workspace is limited to the people that company grants it to. Within Thoughtspan, only the small team that runs the service can reach production systems, and only to operate, secure and support it. No system is perfectly secure, but we work to protect your information and to fix problems quickly.

How long we keep it

We keep your company’s data while your company uses Thoughtspan, unless it is deleted sooner. Your administrator can remove documents from the company’s memory. You can export or delete your personal memory yourself.

Server logs are kept for 14 days. The record of each request in your company’s database is kept with the rest of its data. Database backups are kept for 7 days, so deleted data can remain in a backup for up to a week.

When a company stops using Thoughtspan, we delete its data at its request and confirm when it is done.

Your choices and deletion requests

To see, correct or delete your information, or to close your account, email [email protected]. Because your company controls its workspace, we may work with your company’s administrator to carry out a request. We will tell you what we did.

You can turn off notifications at any time in your iPhone’s Settings. Signing out removes your sign-in from the phone, and your administrator can revoke any device.

Children

Thoughtspan is a service for businesses and is not directed at children under 13. We do not knowingly collect information from children under 13. If you believe a child has given us information, email us and we will delete it.

This website

The website at thoughtspan.ai is separate from the app. To understand how people find and use it, the website uses Google Analytics and PostHog. They record pages viewed, time on a page, the site that referred you, your browser and device type, an approximate location derived from your IP address, and clicks on our booking link. They use cookies or similar storage to do this.

We do not record your screen or keystrokes on the website, and we do not use its analytics for advertising. You can block these cookies in your browser settings. If you book a conversation, the booking happens on Cal.com, whose own privacy policy applies.

None of this website analytics is in the Thoughtspan apps.

Changes to this policy

If we change this policy, we will update this page and its effective date. If a change is significant, we will also tell the companies that use Thoughtspan.

Contact us

Thoughtspan LLC. Email [email protected]. We reply as soon as we can.