Theo Privacy Policy

What we collect

We collect your phone number, name, account details, messages, attachments, voice-note transcripts, preferences, and information inferred from your conversations. We also collect task and booking details, connected-account information, payment authorizations and transaction records, and results from websites or businesses Theo interacts with for you.

Our systems and providers process IP addresses, device and browser information, cookies, usage records, and diagnostics. Remote browser sessions can retain signed-in cookies, page contents, screenshots, and activity logs, including information entered during checkout.

How we use and share it

We use information to respond, remember your preferences, complete tasks, send updates, improve and evaluate Theo, investigate problems, prevent abuse, and meet legal obligations. Authorized staff can review conversations, saved memories, and task records for these purposes. Conversations are not confidential communications with a professional. Google account data is subject to the additional limits below.

Information goes to providers for AI, hosting, storage, messaging, transcription, remote browsing, payments, maps, and monitoring. These include Vercel and its model providers, Linq or Blooio, Twilio, Kernel, Stripe/Link, and Google, depending on the feature and configuration. AI and diagnostic providers may receive conversation content and tool results. Provider retention practices differ; the Google data restrictions below apply to every provider receiving that data.

We share relevant details with businesses to carry out your requests, and may disclose data for legal requirements, security, disputes, or a business transaction such as an acquisition. Independent businesses handle data under their own policies. Anyone with a Theo map link can view its contents; share those links carefully.

Google account data and Limited Use

Connecting Google is optional. We access the account profile, Gmail messages, and calendar lists and events covered by your selected permissions to answer your requests and help you manage email and scheduling. Read-only access cannot send or change email or events. Full access also lets Theo save drafts, send email, organize messages, and create, update, or delete events at your request.

Theo’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy and the Google Workspace API User Data and Developer Policy, including their Limited Use requirements. These restrictions cover raw Google data and information derived from it, including summaries, saved memories, and aggregated or anonymized data, and take precedence over other provisions of this policy.

We do not use, transfer, or sell this data to create, train, or improve foundational or generalized AI or machine-learning models, for advertising, or for data brokerage. We use AI services to provide your requested features and permit Google data to be processed only under terms and configurations that prohibit its use for generalized model training. These limits also apply to Google data in conversation history, diagnostics, and provider records.

Transfers are limited to providing or improving the user-facing features you authorize, security, legal requirements, or a business transfer with your explicit prior consent. Human access is limited to your documented consent to view specific data, necessary security investigations, legal requirements, or aggregated and anonymized data for permitted internal operations. General staff review and future commercial uses described elsewhere do not override these limits.

How we protect sensitive data

We use HTTPS to encrypt data in transit between Theo’s website and your browser and between our servers and Google’s APIs. Google OAuth access and refresh tokens are encrypted before storage using a server-held secret. Tokens remain on the server and are not included in Theo’s chat tool results.

Connecting an account requires an authenticated Theo session. We bind Google authorization to the initiating user and session, check account ownership before retrieving credentials, and enforce the selected access level before email or calendar changes. Staff tools require staff authentication. We restrict access to sensitive data to the purposes described in this policy. These safeguards reduce risk but cannot guarantee absolute security.

Model training and data sales

Except for Google account data and information derived from it, we may use conversations and other information to develop and train models, and may share or sell information to commercial partners, including for advertising. We are not currently training models on Theo conversations or selling or sharing personal information for targeted advertising. Before starting these uses, we will provide applicable notices and choices and obtain consent where required. These terms do not waive your privacy rights.

Retention and deletion

We keep information as needed to operate and improve Theo, maintain security, resolve disputes, and meet legal obligations. There is no automatic expiration for conversation history or saved memories. Resetting your account or asking Theo to forget something does not erase historical records or provider copies.

You can disconnect individual Google accounts in Theo’s account settings or revoke access in your Google Account’s third-party connections. Disconnecting stops future access through that connection; it does not by itself delete previous conversations, saved memories, or provider records. The deletion process below also applies to Google data and information derived from it.

Email legal@merit.systems to request deletion. We will delete your personal information within 30 days of receiving your request, subject to verifying your identity and exceptions permitted or required by law, such as fraud prevention and transaction recordkeeping. We will explain any exception and direct our service providers to delete applicable data. This does not cancel bookings or delete records independently held by merchants.

Your choices

Email legal@merit.systems for access, correction, a copy of your data, deletion, or to opt out of sale, advertising sharing, or model training. Depending on your location, you may have additional rights, including limiting certain uses, appealing a decision, or complaining to a regulator. We will not discriminate against you for exercising legal privacy rights. We may need to verify identity for access or deletion requests.

You can disconnect Link, request that messages or scheduled tasks stop, and block cookies in your browser, though some features may stop working. Cookies support sign-in and preferences. We do not currently respond to browser Do Not Track signals.

Other essentials

Data may be processed in the US and other countries where our providers operate. No system is completely secure; only send sensitive information needed for your request. Theo is for adults 18 and older. Contact us if a child has provided personal information.

We will post updates here and notify you before material changes take effect, obtaining consent where required. Contact: legal@merit.systems.