Privacy Policy — The Record

About This Policy

This policy describes how The Record, operated by Burning Down the House at coach.burningdownthehouse.co.uk, collects, uses, stores, and shares your personal data when you use the service. It applies to all users of The Record, including those on free trials and paid subscriptions.

If you have questions or concerns about this policy, contact us at privacy@burningdownthehouse.co.uk.

Data We Collect

We collect only what is necessary to provide The Record service. This includes:

Email address — used for account identification, login, and service communications
Coaching conversations — the messages you exchange with The Record during coaching sessions
Daily log entries — completion status, quality rating, and any notes you record each day
Session history — timestamps and metadata about your coaching sessions
Onboarding responses — the answers you provided during the initial onboarding process
Notification preferences — your settings for covenant reminder emails and other notifications
Subscription and billing data — subscription tier, payment status, and billing history, processed via Stripe

We do not collect your full payment card details. Card data is handled entirely by Stripe and never reaches our servers.

How We Use Your Data

To provide The Record service — your data is used to run coaching sessions, display your daily log history, and personalise your experience within the product
To send covenant reminder emails — we use your email address and notification preferences to send reminders you have opted into
To process subscription payments — billing data is used to manage your subscription via Stripe
To improve response quality within your session — conversation context is used in real time to generate better responses during the current session only; it is not used across sessions for model improvement

We do not sell your data. We do not use your data for advertising.

No-Training Commitment

Your coaching conversations and daily log entries are never used to train AI models. They are processed in real time only to generate your responses. Anthropic processes these messages under their API terms, which prohibit training on API data by default.

This is a core commitment of The Record. Your coaching data is yours. It is used to serve you in the moment and stored only so you can access your own history.

Third-Party Processors

We work with the following third-party processors to operate The Record. Each processor handles your data only as necessary to provide their service.

Amazon Web Services (AWS)

Cloud infrastructure provider. Your data is stored in DynamoDB and processed on ECS Fargate compute. Servers are located in the us-east-1 region (US East, North Virginia). The Record does not currently offer EU data residency.

Anthropic

AI language model provider (Claude API). Your coaching conversations are sent to Anthropic to generate responses. Anthropic processes these messages under their API terms, which prohibit using API data to train models by default.

Resend

Email delivery service. Used to send covenant reminders and account notifications (such as password reset and subscription confirmation emails).

Stripe

Payment processing provider. Handles subscription billing, payment authentication, and financial records. Stripe is PCI DSS certified. We do not store full card details.

Your Rights (GDPR)

If you are located in the United Kingdom or European Economic Area, you have the following rights regarding your personal data:

Access — request a copy of the personal data we hold about you
Rectification — ask us to correct inaccurate or incomplete data
Erasure — request deletion of your personal data (right to be forgotten)
Data portability — request your data in a machine-readable format where technically feasible
Right to object — object to processing of your data in certain circumstances

To exercise any of these rights, email privacy@burningdownthehouse.co.uk. We will respond within 30 days.

Note: a data export feature within the app is not currently available. Rights requests submitted by email are handled manually.

Data Retention

Data type	Retention period
Coaching conversation history	Retained until account deletion
Daily log entries	Retained until account deletion
Account data (email, profile, onboarding)	Deleted within 30 days of account deletion request
Subscription and payment records	Retained as required by financial regulation (up to 7 years)

Account Deletion

You can delete your account at any time from your account settings at /settings. This permanently removes your coaching conversations, daily logs, onboarding data, and profile from our systems.

After deletion, subscription billing records are retained as required by financial regulation (up to 7 years). All other personal data is removed within 30 days of your deletion request.

Account deletion cannot be undone. Your coaching history and daily logs cannot be recovered after deletion.

Data Location

The Record operates on AWS infrastructure in the us-east-1 region (US East, North Virginia). We do not currently offer EU or UK data residency. If data residency is important to you, please consider this before signing up.

Changes to This Policy

We may update this policy from time to time. When we make material changes, we will notify you by email at least 14 days before the changes take effect. The effective date at the top of this page will always reflect the current version.

Continued use of The Record after a policy update constitutes acceptance of the revised terms.

Contact

For all privacy-related questions, rights requests, or concerns, contact us at:

privacy@burningdownthehouse.co.uk

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been handled unlawfully: ico.org.uk