Privacy policy

Last updated: 4 October 2026.

Who we are

The Round Table (theroundtable.app) is run by HippoDoodle Ltd, company number SC880656, registered in Scotland. We are the controller of your personal data. We are registered with the Information Commissioner's Office, registration number ZC116311.

Contact: amanda@hippodoodle.io.

The short version

We keep as little as we can. We do not keep what is said in your deliberations. We never sell your data. We never use your questions or files to train AI.

What we collect, and why

• Your account, when you have one: your name, email address and an account number. Your password is stored only as a one-way scramble (a hash), so nobody can read it. Why: to run your account. Lawful basis: contract. Today your account is kept in your own browser, not on our servers.
• Your plan and payments, once payments open: which plan you are on, what you have paid and what you have used. Card details are handled by our payment provider; we never see them. Why: to charge you correctly. Lawful basis: contract, and the law on keeping accounts.
• A short history: the title and date of each deliberation. Not the question, not the reports. Why: so you can find it again. Lawful basis: contract.
• Usage counts: how many questions and deliberations have been run, and what they cost us. A visitor without an account is counted by a one-way scramble of their internet address, never the address itself. Why: to keep free use fair and costs under control. Lawful basis: legitimate interests.
• Feedback you choose to send: your note, the page you were on, your screen size and browser, and a picture of the page unless you leave it out. Anything typed in a password box is blanked. Why: to fix what you saw. Lawful basis: legitimate interests.
• The waiting list, if you join it: your name, your email, and the time and words you agreed to. Why: one email when we open. Lawful basis: consent; ask us and we remove you.
• Brodie's deeper searches: when Brodie has to search more widely, we keep the question and the pages he found, but not who asked. Why: to find him better sources. Lawful basis: legitimate interests.
• Personal invite links: if you arrived on one, we count how it is used (when, which pages, how many questions). Never what you typed.

What we never keep

• The text of your questions.
• Any document, image or file you bring to the board. It is used for that session and then discarded.
• The reports the board writes for you. They are yours.

Who processes it for us

We use other companies to run the service. We list them by kind, not by name:

• website hosting;
• our database;
• the AI services that answer each question for a single run;
• web search services, for looking things up;
• a voice service, when something is read aloud;
• a payment provider, once payments open;
• an email service, for the one waiting-list email and account emails.

Each one only gets what it needs to do its job, and only processes it on our instructions.

Sending data outside the UK

Some of these services work outside the UK, for example in the United States or the European Union. Where they do, we use the protections UK law requires, such as the UK's adequacy decisions or the UK's approved contract terms.

How long we keep it

• Your account: while it is open. When you delete it, your account details go with it.
• Feedback: 12 months, then deleted.
• Brodie's deeper-search records: 90 days, then deleted.
• The waiting list: until we open and have sent the one email, or until you ask us to remove you.
• Payment records: as long as the law requires us to keep accounts (normally six years).

Your rights

You can ask us to:

• show you the data we hold about you;
• correct it;
• delete it ("forget me");
• give it to you in a form you can take elsewhere;
• stop or limit using it, or object to how we use it.

Email amanda@hippodoodle.io. We answer within one month.

If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office: ico.org.uk, or 0303 123 1113. We would like the chance to put it right first.

Children

The Round Table is for adults, 18 and over.

Changes

If we change this policy, we will show the new date at the top, and point out anything important in the app.