Privacy Policy

Agentcy is operated by Agentcy (“we”, “us”). We are the data controller for the account, usage and device data described below. Where an agency uses Agentcy to manage work for its clients, the agency is the controller of the client content it enters and we process that content on its behalf.

Registered details: [legal entity name, company number and registered address]. Privacy questions: [email protected].

Account data. Your name, email address, profile image, role and the agency and clients you have access to. Sign-in is handled by Clerk; we do not see your password.

Content you create. Tasks, notes, time entries, plans, press releases, pitches, documents, messages to the Rover assistant, and anything else you type, dictate or upload.

Meeting recordings and transcripts. Audio you record in the apps, recordings made by the notetaker you invite to calls, the transcripts, summaries, actions, attendee lists and sentiment analysis produced from them, and the notes you attach to a meeting.

Device data. For each desktop or iPhone you pair: a device name, platform, app version, the features you have switched on, and when it was last seen. For the iPhone app, a push notification token and your notification preferences. For the desktop app, the public IP address and approximate location of the network it reports from twice a day, used to diagnose recording problems.

Usage and diagnostics. Pages and features used, actions taken, notifications sent, and application logs that may include your user id and error details. The apps can send diagnostic log bundles when a recording fails.

Integrations you connect. If you connect Slack, Gmail or Google Calendar, we receive the data those integrations expose for the features you enable, such as channel messages, mailbox messages and calendar events, and store the tokens needed to access them.

Billing. Payments are handled by Stripe. We keep plan, invoice and payment status records; we do not store card numbers.

We use personal data to provide the Service you and your agency have asked for: running your workspace, producing transcripts, summaries, briefings and reports, sending the notifications you choose, securing accounts, billing, support, and improving reliability. Our legal bases under UK and EU data protection law are performance of a contract, our legitimate interests in operating and securing the Service, and consent where we ask for it (for example microphone access on your phone).

We do not sell personal data, and we do not use it for third-party advertising.

Transcription, summaries, briefings, drafting and the Rover assistant use AI models from the providers listed below. The content needed for a feature is sent to the provider to generate a result and is handled under their API terms, which do not permit them to train models on it. Outputs are stored in your workspace like any other content.

Recording a meeting is your decision and your responsibility. Make sure everyone taking part knows the meeting is being recorded and has agreed, in line with the law where you and they are. Recordings are stored encrypted at rest, processed to produce a transcript and summary, and can be restricted to named viewers, reprocessed or deleted by your agency.

The Agentcy app for iPhone uses the microphone only when you start a recording or a voice note, and keeps recording while the screen is locked so an in-person meeting is not cut short. Recordings stay on the phone until they have uploaded, then are deleted from it. Morning briefings are downloaded to the phone so they can be read offline; the cache is cleared when you disconnect the device. Push notifications are optional and controlled from the app’s settings. The app does not track you across other apps or websites and contains no advertising.

The Service includes a media database and news intelligence built from publicly available professional information about journalists, publications and the articles they write, together with contact details and notes that agencies add themselves. We process this under our legitimate interest in supporting public relations work and the publishing community. If you are a journalist and want to know what we hold about you or want it corrected or removed, contact us using the details below.

We share data with the people in your agency and the clients you grant access to, and with the service providers that run parts of the Service on our behalf. We may also disclose data where the law requires it. Our current sub-processors:

Where data leaves the UK or EU we rely on the UK International Data Transfer Addendum and the EU Standard Contractual Clauses, or the provider’s participation in the UK Extension to the EU-US Data Privacy Framework.

Content stays in your workspace until you or your agency delete it or the agency’s account closes. Notifications are removed after 90 days. Diagnostic logs are kept for up to 90 days. Paired-device records are deleted when a device is disconnected. Billing records are kept for as long as tax and accounting law require. Backups are retained for a limited period after deletion.

Data is encrypted in transit and at rest. Access to production systems is limited to the people who need it. Device access tokens are stored hashed on our side and in the operating system keychain on your devices, and each device’s features can be switched off or revoked from the platform at any time.

You can ask for a copy of your personal data, have it corrected or deleted, object to or restrict certain processing, and take your data elsewhere. If you are an agency user, many requests can be handled by your agency administrator directly in the platform. You can also complain to the Information Commissioner’s Office in the UK or your local supervisory authority in the EU.

Email [email protected] or use the contact page. We will update this policy when our practices change and show the effective date at the top.