Privacy Policy

Last updated: March 2026

At Meedi8, your privacy is our top priority. This policy explains how we collect, use, and protect your personal information when you use our conflict resolution service.

1. Information We Collect

1.1 Information You Provide

• Account Information: Email address, username, and password (encrypted)
• Conversation Data: Messages you exchange with the Meedi mediator
• Profile Information: Optional information like relationship status and conflict topics
• Payment Information: Processed securely through Stripe (we do not store credit card details)
• WhatsApp Data: If you use our WhatsApp coaching channel, your phone number and messages exchanged with the coach

1.2 Automatically Collected Information

• Usage Data: How you interact with the service, features used, and session duration
• Device Information: Browser type, operating system, and IP address (anonymised)
• Cookies and Tracking Technologies: We use cookies and similar technologies including:
  • Google Analytics 4 (GA4) — to understand how visitors use our site
  • Meta Pixel — to measure the effectiveness of our advertising on Facebook and Instagram
  • PostHog — to analyse product usage and improve features
  • UTM parameters — to track which marketing campaigns bring visitors to our site
  For full details, see our Cookie Policy.

2. How We Use Your Information

We use your information to:

• Provide mediation and conflict resolution services
• Improve our service quality (using anonymised data only)
• Communicate with you about service updates and security alerts
• Process payments and prevent fraud
• Comply with legal obligations
• Detect and prevent abuse or harmful behaviour
• Measure the effectiveness of our advertising campaigns on Meta (Facebook/Instagram) and Google
• Build anonymised audience segments for advertising (e.g., users similar to existing customers)
• Deliver relevant advertisements to you on third-party platforms based on your interaction with our service (retargeting), only with your consent

3. Lawful Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

• Contract: To provide the Meedi8 mediation and coaching service, manage your account, and process payments (Article 6(1)(b))
• Consent: For non-essential cookies (analytics and marketing trackers), marketing communications, and WhatsApp coaching opt-in (Article 6(1)(a))
• Legitimate Interests: To improve our service, prevent fraud, and ensure security, where these interests do not override your rights (Article 6(1)(f))
• Legal Obligation: To comply with tax, accounting, and regulatory requirements (Article 6(1)(c))

You can withdraw consent at any time by updating your cookie preferences or contacting us at support@meedi8.com. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

4. Data Encryption

Your data is encrypted in transit and at rest. This means:

• All data is transmitted over TLS (HTTPS) encrypted connections
• Stored data is encrypted at rest using industry-standard AES-256 encryption
• Our mediation service processes your conversation content to deliver coaching and mediation responses — this processing is necessary to provide the service
• Access to conversation data is strictly limited to automated processing and essential support operations

5. Data Sharing and Disclosure

We do NOT sell your personal data. We may share limited information only in these situations:

5.1 Service Providers

We work with trusted third-party service providers who help us operate Meedi8:

• Hosting Services (AWS): To store encrypted data securely
• Payment Processor (Stripe): To handle subscription payments. Stripe receives billing information and transaction amounts.
• Third-Party Processors (Anthropic, Google, OpenAI): Anthropic processes mediation data; Google provides document analysis and cross-session memory; OpenAI handles voice transcription. Conversation content and mood entries are processed to deliver the service.
• Analytics (Google Analytics 4, PostHog): To understand usage patterns using anonymised data
• Advertising Platforms (Meta, Google): Meta and Google receive anonymised conversion data to measure ad performance and optimise campaigns. This occurs only when you have consented to marketing cookies. With your consent, Google may associate this activity with your signed-in Google account to improve audience matching, bidding and conversion measurement; you can review and delete this data at myactivity.google.com.
• WhatsApp (Meta): If you use our WhatsApp coaching channel, your phone number and message metadata are processed by WhatsApp under their own privacy policy. Message content is end-to-end encrypted by WhatsApp.
• Email (SendGrid): To send transactional emails such as verification and password resets

These providers are contractually obligated to protect your data and cannot use it for other purposes.

6. Data Retention

We keep your data only as long as necessary:

• Account data: Retained until you delete your account
• Conversation transcripts: Automatically deleted based on your subscription tier (7–90 days), or when you manually delete them
• Analytics data (GA4, PostHog): Retained for up to 26 months in anonymised form
• Payment records: Retained for 7 years as required by UK tax law
• Cookie data: Varies by cookie — see our Cookie Policy for specific durations
• WhatsApp messages: Retained for the duration of your coaching session, then deleted within 30 days unless you request earlier deletion

After the retention period, data is permanently deleted or irreversibly anonymised.

7. International Data Transfers

Some of our service providers are based outside the UK. Your data may be transferred to and processed in the United States or other countries. We ensure appropriate safeguards are in place:

• Meta (Pixel, WhatsApp): Transfers covered by the EU-US Data Privacy Framework / UK Extension
• Google (GA4, Ads, document analysis): Transfers covered by Standard Contractual Clauses (SCCs) with UK Addendum
• Anthropic, OpenAI: Transfers covered by Standard Contractual Clauses (SCCs) with UK Addendum
• Stripe: Transfers covered by SCCs and Stripe's Binding Corporate Rules

You can request a copy of the relevant safeguards by contacting us at support@meedi8.com.

8. Your Rights and Choices

8.1 Access and Correction

You have the right to:

• Access all personal data we hold about you
• Correct inaccurate information
• Export your conversation history

8.2 Deletion Rights

You can:

• Delete individual conversations
• Delete your entire account and all associated data
• Request complete data deletion (we will comply within 30 days)

9. Data Protection Rights (UK and EU)

Under the UK GDPR (Data Protection Act 2018) and EU GDPR, you have the following rights:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate data
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a machine-readable format
• Right to Object: Object to certain data processing activities, including marketing
• Right to Withdraw Consent: Withdraw consent at any time without affecting prior processing
• Right to Complain: Lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been mishandled

To exercise these rights, contact us at support@meedi8.com

ICO contact: ico.org.uk | Helpline: 0303 123 1113

10. Automated Decision-Making

Meedi generates suggestions and responses during coaching and mediation sessions. These are advisory only — no automated decisions with legal or similarly significant effects are made about you. You are always free to disregard generated suggestions.

We do not use profiling to make decisions that produce legal effects concerning you.

11. WhatsApp Coaching and Mediation

If you contact us via WhatsApp:

• Your phone number is used to identify your account and deliver coaching messages
• WhatsApp (operated by Meta) processes message metadata under their own privacy policy
• Message content is end-to-end encrypted by WhatsApp
• We store coaching session data on our servers, subject to the same retention and deletion policies as webapp sessions
• You can opt out of WhatsApp communications at any time by sending STOP

12. Changes to This Privacy Policy

We may update this policy from time to time. We will notify you of material changes by:

• Posting the updated policy on this page with a new "Last Updated" date
• Sending an email notification to your registered email address for significant changes

Your continued use of the service after changes take effect constitutes acceptance of the updated policy.

13. Contact Us

For privacy-related questions, concerns, or to exercise your rights:

• Email: support@meedi8.com
• Data Protection Contact: support@meedi8.com
• Mail: Meedi8 Privacy Team, SafeguardAI (MIRA) Ltd, 483 Green Lanes, London N13 4BS
• Company Number: 16727981 (registered in England and Wales)

We will respond to privacy requests within 30 days.

Your Privacy Matters to Us

We are committed to protecting your privacy and handling your data responsibly. If you have any questions or concerns, please do not hesitate to reach out.