01
Our role and contact details
Neuphlo I/S, Danish company registration number DK45010430 ("Neuphlo", "we", "us", or "our"), is the data controller for account identity, billing, product operations, service communications, security, support, and our own business administration.
An organisation may decide why and how its members use workspace content. In that situation, the organisation may be the controller for that content and Neuphlo may act as its processor under the applicable agreement. The organisation’s own privacy information and instructions may also apply. Questions and data-protection requests can be sent to help@neuphlo.com.
02
Information we collect
Depending on how you use and configure Neuphlo, we process account and profile data such as name, email address, profile image, user identifiers, sign-in state, invitations, notification preferences, and external identity or OAuth provider identifiers, tokens, scopes, and connection status.
Workspace and collaboration data can include workspace name, logo, description, business email and address details; owners, members, roles, permissions, invitations, and agents; Rooms, participants, messages, threads, reactions, attachments, Work, Pages, files, links, resources, history, and activity records.
AI, device, tool, and project data can include prompts; selected Room or thread history; related Work, Pages, files, resources, and instructions; agent, model, provider, runtime, and paired-device configuration; approved project folders and path or file metadata; tool inputs and outputs; approval requests and answers; operation events, changes, errors, omissions, truncation, provenance, usage, and response status; and connected-service identifiers, permissions, and state.
Billing and support data can include plan, offer, billing period, accepted human count, seat and entitlement state, trial and renewal dates, invoices, tax or billing details, provider customer or subscription references, payment handoff status, support communications, and dispute or refund records. Stripe handles hosted checkout and payment management; Neuphlo does not receive or store full payment-card details.
Technical data can include IP address, browser or app type, operating system and device information, cookies and local-storage identifiers, session and authentication events, sync and version data, timestamps, request and response metadata, performance and reliability diagnostics, and security or abuse-prevention logs.
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Where information comes from
We receive information from you, other workspace members and administrators, your browser or app, paired devices, identity and OAuth providers, Stripe, AI or tool providers, and other connected services. We also create records when the service applies permissions, synchronises content, prepares context, routes an operation, processes billing, or records security and reliability events.
04
How we use information
We use personal data to authenticate people; create and operate accounts and workspaces; apply permissions and maintain shared history; synchronise content and support offline use; store and deliver files; route explicitly requested agent and tool operations; connect devices and providers; administer trials, subscriptions, tax, and billing; communicate about the service; provide support; measure and diagnose operation, reliability, and security; prevent abuse; enforce our terms; and meet legal obligations.
05
Legal bases
We process personal data where it is necessary to perform our contract with you, comply with legal obligations, or pursue legitimate interests in operating, securing, supporting, understanding, and improving the service. We rely on consent where applicable law requires it, including for an optional connection or processing choice where consent is the appropriate basis. You can withdraw consent at any time without affecting earlier lawful processing. If we process workspace content for an organisation as its processor, that organisation determines the relevant legal basis.
06
Workspace visibility
Room names, avatars, and archived state are visible to workspace members so Rooms can be discovered. A Room’s purpose, participant list, messages, threads, reactions, attachments, and Room-linked Work and Pages are visible only to current Room participants. Workspace owners and authorised managers may administer membership and review access requests without gaining content access unless they are added as participants. Work and Pages that are not restricted to a Room may have a broader workspace audience.
When an authorised agent or tool is invoked, the selected provider and, for a paired runtime, the owner or operator of the paired device may receive the prompt, instructions, selected context, files, approval answers, and operation results needed to perform the request. Other Room participants may see the resulting message and provenance.
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Google Calendar
If you connect Google Calendar, Neuphlo receives the calendar list for the Google account you choose and reads events from calendars you select. We store an encrypted connection grant and the event data needed to display and synchronise those calendars. Your personal selection is private to you in each Neuphlo workspace.
You can separately choose to link a Google calendar to a shared Team calendar. A workspace manager must approve that link. Authorised Team members can then see event details from the linked calendar; events marked private by Google appear as Busy. People who already have access in Google may see more under Google's own sharing settings.
When you create, edit, delete, or publish an event through Neuphlo, we send the requested change to Google using a connected account authorised for that action. Publishing a shared Team event may use the Google connections of Team members who opted in. Neuphlo may require cleanup of published Google copies before disconnecting. When you disconnect, we clear cached Google events and revoke the grant where possible; some connections require you to revoke access in your Google Account settings. Neuphlo-owned events remain, and Google may retain events under your Google Calendar settings.
09
Connected AI, devices, and tools
Neuphlo Connect pairs a device and exposes configured cloud or local runtimes, such as Codex, Claude Code, or selected local models. A person or authorised workspace configures agent bindings, model consent, sharing, approved project folders, tools, and connected services.
For a cloud runtime, the selected prompt, context, instructions, files, and operation data are sent to the chosen provider. For a local runtime, model or tool execution occurs on the paired device, but Neuphlo-hosted infrastructure may relay prompts, selected context, instructions, outputs, approvals, questions, and operation events between the web app and the device. Workspace messages, files, outputs, and provenance that are shared through Neuphlo may still be stored and synchronised by Neuphlo. A local runtime therefore does not mean that all related data stays only on the paired device.
When tool use is enabled, providers and paired-device owners may receive project paths, file content, connected-service content, tool inputs and outputs, and approval decisions. Tool operations may change local or connected files and services according to the permission granted.
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External content requests
When you view a link, resource, favicon, preview, image, or other externally hosted content, your browser or a connected service may automatically request it from the external origin. That origin may receive information ordinarily sent with a web request, such as your IP address, browser or device details, request time, and, depending on browser policy, a referring URL. The external origin handles that information under its own terms and privacy notice.
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International transfers
Neuphlo, our service providers, paired devices, and providers selected by you or your workspace may process data in different countries. Processing locations can change and depend on the provider, deployment, account configuration, and operation. Where Neuphlo is responsible for transferring personal data from the European Economic Area to a country without an adequacy decision, we use standard contractual clauses or another lawful transfer mechanism as required. A provider or device you connect may process data in the locations and under the safeguards described in that provider’s own documentation.
12
Retention and deletion
We do not apply one fixed retention period to every category. We keep data for as long as reasonably needed for the purpose described above, while an account, workspace, connection, or subscription is active, and afterwards where needed for security, support, dispute resolution, legal claims, tax or accounting obligations, enforcement, and service integrity. We consider the nature and sensitivity of the data, the risk of harm, technical dependencies, contractual commitments, and legal requirements when deciding how long to retain it.
Account deletion is currently handled by request to help@neuphlo.com. We verify the requester and handle the request under applicable law. We may retain or restrict rather than delete data where an organisation controls the workspace, another person’s rights would be affected, the content forms part of shared history, a legal obligation or claim applies, security or fraud records are needed, or another legal exception permits retention. Shared messages, Room history, Work, Pages, files, outputs, and activity may remain available to authorised collaborators. We de-identify data only where appropriate and reasonably feasible; we do not promise that every retained record can be anonymised.
Backup copies may retain a record after deletion from active systems. They are not used as active service data and may remain until they are overwritten or deleted. We do not promise a universal backup period.
The web app and paired apps use local databases and browser storage, including SQLite-backed offline data and IndexedDB file staging where supported. Local copies can remain on a device after sign-out, account deletion, or removal from a workspace until the app or browser clears or overwrites them, or the device owner removes the app or site data. People and organisations that control those devices are responsible for managing those local copies.
13
Your data-protection rights
Subject to the GDPR and other applicable law, you may have rights to be informed, access personal data, correct inaccurate data, request erasure, restrict processing, receive portable data, object to certain processing, withdraw consent where consent is used, and complain to a competent supervisory authority. Pages offer direct export, but Neuphlo does not promise a complete self-service account export.
Requests can be sent to help@neuphlo.com. We verify requests as appropriate and respond within the periods and to the extent required by applicable law. We may ask for information needed to confirm identity or authority. Rights can be limited by legal exceptions, another person’s rights, an organisation’s instructions where it is the controller, or the need to retain data for legal obligations or claims. You may also complain to the Danish Data Protection Agency or the supervisory authority where you live or work.
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Security
We use technical and organisational measures intended to protect personal data and proportionate to the relevant risk. Depending on the system and feature, these measures may include encrypted transport, authentication, access controls, scoped permissions, provider restrictions, and logging. No measure or service can guarantee absolute security. You should protect your sign-in links, connected accounts, approved project folders, and devices and contact us promptly if you suspect unauthorised access.
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Changes to this notice
We may update this notice as the service, our providers, or applicable law changes. We will post the revised notice and update the date above. For material changes, we will provide reasonable notice by email, in the service, or both before they take effect where required by law.