Security & Data Handling

Tasks, metadata, voice transcriptions, and account settings are stored securely with strict account isolation. Each user's data is logically separated to prevent cross-account access.

• Voice recordings are immediately deleted after transcription
• Transcriptions retained up to 30 days or until account termination
• The Service does not access or import device phone contacts
• Integration data (Google/Microsoft) used exclusively for core functionality

Upon account termination, personal data is deleted or anonymized within a commercially reasonable timeframe unless retention is legally required.

ChiefofStaff is built on DONNA, our open-source decision-notarisation engine. Delegated decisions are recorded as Intent Decision Records (IDRs) — each signed and hash-chained to the one before it, so the decision trail is tamper-evident and can be verified independently, without having to rely on us.

DONNA is open source (AGPL-3.0), so the audit mechanism can be inspected or self-hosted. Task activity is also logged for an operational audit trail, and security event logs are retained for up to 12 months.

• Encryption in transit (TLS)
• Role-based access control
• Limited internal access to production data
• Secure U.S.-based infrastructure
• Contractual subprocessor safeguards
• OAuth 2.0 for Google and Microsoft integrations (we never see your passwords)

You are responsible for maintaining the confidentiality of your account credentials and all activity under your account. We recommend:

• Using strong, unique passwords
• Notifying us immediately of any unauthorized access
• Revoking third-party integration access if no longer needed

All data is hosted in the United States. For EU/EEA/UK users, transfers are safeguarded by:

• Standard Contractual Clauses (EU 2021/914)
• UK International Data Transfer Addendum (where applicable)
• Technical and organizational security measures
• Contractual safeguards with subprocessors

The Service uses AI to process voice commands and summarize information. Important safeguards include:

• No decisions producing legal or similarly significant effects without human involvement
• Users retain full control over actions taken based on AI-generated outputs
• During early access, selected tasks may be reviewed internally to improve accuracy -- no data is shared externally

We may use third-party service providers to host or support the Service. All subprocessors are contractually required to provide appropriate data protection safeguards.

A current list of subprocessors is available upon request at privacy@chiefofstaff.pro