Privacy Policy

1. Who we are

Beagle is operated by Proper Platforms Ltd (trading as Beagle), registered in England and Wales, company number 17007913, registered office 2 Litton Close, Chesterfield, United Kingdom, S43 3TD ("we", "us"). Contact us at hello@usebeagle.co.uk. Proper Platforms Ltd is registered with the Information Commissioner's Office (ICO). Our registration reference is ICO:00015093996.

We are the controller for your account and billing data, for the public show and exhibitor directory we compile, and for our marketing site. We are a processor for the content you capture inside your workspace, which is covered by our Data Processing Agreement.

2. The data we collect

• Account data: your name, email address, password (stored hashed by our authentication provider), workspace membership and role, and onboarding answers such as the sectors and shows you care about.
• Show and capture data: the shows you plan, sessions you add to your agenda, stands you visit, contacts you record, notes, heat and interaction tags, photos of badges and business cards, follow-up actions, opportunity values and outcomes.
• Dictation data: your device transcribes your speech to text. We send that text, with relevant context such as your glossary, the show's exhibitor list and your contacts, to our AI provider to return a structured result. We store the transcript and the result against your account, and you can delete either at any time.
• Digital business cards: the details you publish on your card, your logo and photo, and the contact details people choose to share back with you when they scan or tap it.
• Card and stand analytics: counts of views, taps, saves and shares on your card or stand page, with a rotating, irreversible daily fingerprint used only to avoid double counting. We do not store the visitor's IP address.
• Billing data: subscription status, plan, seat count and a Stripe customer reference. Card details go to Stripe directly and never reach Beagle.
• Site measurement: cookieless page-view counts, plus Google Analytics only if you accept analytics cookies. See our Cookie Policy.
• Support and logs: messages you send us, and the server and error logs needed to run and secure the service, including an audit log of significant workspace actions.

3. Personal data about other people

Beagle lets you record details of people you meet, and mention people when you dictate. Where you add another person's information you are responsible for having a lawful basis to do so, and for telling them how their details will be used. We process that information on your behalf to provide the service to you. Do not record special category data, or anything you are not entitled to hold.

4. The public directory

We publish a directory of shows, halls, agenda sessions and exhibiting companies, compiled from organiser websites and other public sources. This is business information about organisations, not private individuals, and we are the controller for it. Beagle is an independent platform and is not affiliated with, or endorsed by, any event organiser. If a listing about your company is wrong or you want it removed, email hello@usebeagle.co.uk and we will correct or remove it promptly.

5. How we use your data and our legal bases

• To provide the service, including planning, capture, digital cards, reports and team features: performance of our contract with you.
• To run AI features such as dictation parsing, badge and card reading and follow-up drafts: performance of our contract.
• To take payment, manage subscriptions and seats, and apply discounts: performance of our contract.
• To secure, maintain, debug and improve the service, and to compile the public directory: our legitimate interests in running a safe and useful product.
• To send service messages such as invites, receipts, show debriefs and reports: performance of our contract and our legitimate interests.
• For marketing email and analytics cookies: your consent, which you can withdraw at any time.

6. AI processing

Our AI features are voice note parsing, text extraction from badge and business card photos, follow-up drafting and show debriefs. These run on Google's Gemini models, accessed through the Lovable AI gateway used by our development platform.

• We send only the input needed for the feature, plus the show and contact context required to make the result useful.
• Your content is not used to train general-purpose AI models, and we do not sell it.
• Inputs and outputs are kept only as long as needed to provide the feature, and you can delete dictations, photos and drafts from your account.
• There is no automated decision-making that produces legal or similarly significant effects. AI output is a draft for you to review and edit.

7. Sub-processors

We use a small set of providers to run Beagle, covering hosting, database and authentication, AI, email, payments and analytics. Each is bound by written data-protection terms. The current list, with what each provider processes and where, is on our sub-processors page.

8. Team workspaces

If you join a workspace, shows you mark as work, and the opportunities, visits and follow-ups on them, are visible to your workspace owners and admins for reporting. Shows you keep personal are not shared with your workspace. Workspace owners can see the audit log, manage seats and remove members. If you were invited by an employer, they decide what is recorded in that workspace.

9. Retention

• Account and workspace content: kept while your account is active. You can delete individual items at any time.
• After you close your account or ask for deletion: we delete personal data within 30 days, except where we must keep it by law.
• Billing records: kept for six years to meet UK tax and accounting requirements.
• Security and audit logs: kept for a limited period for investigation and abuse prevention.
• Backups: retained for a limited period on our hosting provider's rolling schedule, then deleted automatically.

10. International transfers

Core hosting of your workspace data is in the EU (Ireland). Some providers, including our AI, email and payment providers, process data in the United States. Those transfers rely on the UK International Data Transfer Addendum or the EU Standard Contractual Clauses, together with the provider's own safeguards. Email hello@usebeagle.co.uk for a copy.

11. Security

• Encryption in transit (TLS) and at rest by our hosting provider.
• Row-level access rules enforced server-side, so a workspace's data is only readable by that workspace's members.
• Role-based permissions inside a workspace (owner, admin, member).
• Private storage buckets for photos and documents, served through short-lived signed links.
• An audit log of significant workspace actions.

No system is perfectly secure, but we take reasonable steps to protect your information and will tell you without undue delay if a breach affects your data.

12. Your rights

You have the right to access, correct, delete, restrict or object to processing of your personal data, and to data portability. You can export your workspace data from Settings at any time. To exercise any right, contact hello@usebeagle.co.uk. If we process your data on behalf of a workspace, we will pass your request to that workspace's owner.

You can complain to the Information Commissioner's Office (ico.org.uk) if you are unhappy with how we handle your data, though we would rather you came to us first.

13. Children

Beagle is a business tool and is not intended for anyone under 16. We do not knowingly collect data from children.

14. Changes

We may update this policy and will post the new version here with an updated date. If a change materially affects you, we will tell you by email or in the app.