Privacy Policy
Effective date: 24 July 2026
Last updated: 24 July 2026
This Privacy Policy outlines how Neuphlo I/S ("Neuphlo", "we", "our", or "us") collects, uses, stores, and protects your personal data when you use our SaaS application ("the Service"). By using Neuphlo, you agree to the terms of this Privacy Policy.
1. Data Collection
Personal Information
Email address, first and last name, profile picture, and account credentials. You can sign in with an email magic link, or via Google, GitHub, or Sign in with Apple, in which case we receive basic profile information from that provider.
Workspace Content
The content you and your team create and store in Neuphlo, such as tasks, documents, pages, sites, messages, email threads, contacts, and uploaded files and images. This content may include personal data about you and about people you add to your workspace.
Voice and Audio
If you use voice features, your microphone audio is processed in real time to transcribe and respond to you. We store call metadata (such as duration and participants) but do not store audio recordings.
Usage Data
Technical information such as IP address, browser type, device data, and interaction and security logs, which we use to keep the service running, secure, and reliable. Sign-in sessions and security-relevant actions are logged with the associated IP address and device information.
Cookies
Used for session management to keep you signed in. Our analytics run on our own infrastructure and do not rely on advertising or third-party tracking cookies.
Children's Data
Neuphlo is not intended for children under 18, and we do not knowingly collect data from them.
2. Purpose of Data Collection
- To provide and maintain the Neuphlo service.
- To power AI and voice features you use, by sending your content to the AI and voice providers your workspace has connected.
- To improve functionality and user experience.
- For security monitoring and fraud prevention.
- To manage subscriptions and payments.
- To send you service-related and notification messages.
3. Data Storage and Retention
Your content and account data are stored in our EU infrastructure (see "Third-Party Data Processors"). Payment data is handled exclusively by our payment processors (Stripe on the web, Apple for in-app purchases). Neuphlo does not store card details.
Data is retained for as long as your account is active. You can request a copy of your data or delete your account at any time from your account settings.
When you request deletion, there is a 30-day grace period during which you can cancel the request by signing back in. After that period, we remove your account credentials and sign-in information, anonymise your profile (your name, email, and picture are removed), and irreversibly destroy the keys used to encrypt any sensitive activity records, making them unrecoverable. Content you created in a shared workspace (such as tasks, pages, and messages) may be retained so your collaborators' work is not broken, but it is no longer linked to you and appears as authored by a deleted user. Some records may be kept longer where required by law, such as payment and tax records.
We process personal data lawfully, fairly, and transparently, collect only what is necessary, retain it no longer than required, and ensure appropriate security, in line with Article 5 of the GDPR.
4. Third-Party Data Processors
We rely on trusted third-party services to operate Neuphlo securely. The list below reflects the services we use to run the hosted cloud service. Self-hosted instances of Neuphlo may use a different set of services, and some of the services below (such as error monitoring and website analytics) are not used on self-hosted instances.
Services we use to run Neuphlo
| Service | Purpose | Location | Privacy Link |
|---|---|---|---|
| Hetzner | Hosting for our databases, storage, and compute; email delivery | EU (Germany/Finland) | hetzner.com/privacy |
| Stripe | Payment and subscription processing on the web | US / global | stripe.com/privacy |
| Apple | In-app purchases and subscriptions in our Apple apps; push notifications | US / global | apple.com/legal/privacy |
| Sentry | Error monitoring and diagnostics for our web app (includes IP address; not used on self-hosted instances) | US | sentry.io/privacy |
| Umami (self-hosted) | Product and website analytics, run on our own infrastructure | EU | Self-hosted on our infrastructure |
Your stored workspace content and files are kept on our infrastructure in the EU. Notification emails and push notifications may include content (such as a message or task title) and are delivered through the relevant email and push services.
AI and voice providers you connect
Neuphlo does not send your content to any AI or voice provider by default. AI and voice features run through providers that a workspace administrator connects using their own account and credentials. When such a provider is connected and you use an AI or voice feature, the content you submit to it (for example messages, documents, tasks, or audio) is sent to that provider to generate a response. Because you choose the provider, that provider processes your content under its own terms. The providers Neuphlo supports include:
| Provider | Purpose | Location | Privacy Link |
|---|---|---|---|
| Anthropic (Claude) | AI model responses | US | anthropic.com/legal/privacy |
| OpenAI | AI model responses, embeddings, and speech-to-text | US | openai.com/policies/privacy-policy |
| Google (Gemini) | AI model responses | US | policies.google.com/privacy |
| OpenRouter | Routes requests to a model of your choice | US / varies | openrouter.ai/privacy |
| Deepgram | Voice speech-to-text / text-to-speech | US | deepgram.com/privacy |
| ElevenLabs | Voice speech-to-text / text-to-speech | US | elevenlabs.io/privacy |
| LiveKit | Real-time transport for voice sessions | Varies by configuration | livekit.io/legal/privacy-policy |
| Tavily / Brave Search | Web search when an agent uses it | US | — |
| Ollama (local) | On-device / self-hosted AI models | Runs on your own infrastructure | No external transfer |
Integrations you connect
You can connect Neuphlo to other services you use, such as GitHub, GitLab, LinkedIn, Intercom, and Model Context Protocol (MCP) connectors. When you connect one of these, data moves between Neuphlo and that service at your direction and under that service's terms. These are not Neuphlo subprocessors, and you can disconnect them at any time.
We do not sell or rent your personal data, and we do not share it for advertising purposes.
5. User Responsibilities and Rights
Users are responsible for:
- Managing and exporting their own data.
- Deleting any content they no longer wish to store.
- Ensuring their uploaded data complies with applicable laws and company policies.
As a user, you have the right to:
- Access your data.
- Request correction or deletion.
- Restrict or object to processing.
- Data portability.
- Withdraw consent where applicable.
To exercise your rights, contact us at help@neuphlo.com.
6. Data Security
We and our service providers use industry-standard security measures including encryption, access control, and secure hosting. While no system is entirely immune to risk, we continuously monitor and improve security across our infrastructure.
7. Data Breach Notifications
If a data breach occurs, we will notify affected users promptly via email once we are informed by our service provider and take all reasonable steps to mitigate the impact.
8. Cookies and Tracking
Neuphlo uses cookies for session management. Our product and website analytics run on our own infrastructure and do not set cookies, so usage data is not shared with external advertising networks or third-party trackers. Form and input fields are not recorded. We do not use cookies for advertising or cross-site profiling.
9. Compliance with Data Protection Laws
Neuphlo complies with the EU General Data Protection Regulation (GDPR) and other applicable data protection laws. We only process personal data within the EU/EEA or in jurisdictions that provide adequate protection under GDPR.
10. Changes to this Privacy Policy
We may update this Privacy Policy as our services evolve. Users will be informed of material changes via email or in-app notice. Continued use of Neuphlo after updates constitutes acceptance of the revised policy.
11. Contact
Neuphlo I/S
Email: help@neuphlo.com
Data Controller: Neuphlo I/S
Company Reg. No.: DK45010430
Data Protection Contact: jan@neuphlo.com