Privacy Policy

This Privacy Policy explains how www.structed.ai ("Structed.ai", "we", "us", or "our") collects, uses, shares, stores, and protects personal data across:

• our main website;

• future marketing websites and landing pages for Structed.ai;

• our subdomains, including app.structed.ai or any successor product subdomain;

• account registration, login, and support flows;

• free trials, subscriptions, and payments;

• AI-powered client discovery interviews, transcripts, and generated briefs;

• related emails, demos, waitlists, forms, and communications,

in each case where the relevant page, product surface, or communication links to or references this Privacy Policy.

This document is intended to be the main public privacy document for Structed.ai, so that future sites or campaign pages for the same product can usually link to the same Policy instead of publishing separate privacy texts each time.

1. Who we are

Controller for the purposes described in this Policy:

• Legal entity: STRUCTED AI LTD

• Registered address: 71-75, Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ 

• Company registration number:16667416 

• Contact email: marina@structed.ai

If you have questions about this Privacy Policy or want to exercise privacy rights, contact us at marina@structed.ai

2. What this Policy covers

This Policy applies to personal data relating to:

• website visitors;

• leads, prospects, trial users, and account applicants;

• registered users of Structed.ai;

• people who contact us by email, form, chat, or support channel;

• people who subscribe to newsletters, waitlists, early access, webinars, or downloadable resources;

• customer representatives, billing contacts, and team members;

• participants whose data is processed through Structed.ai interviews, forms, uploads, transcripts, or briefs;

• people whose activity is measured through cookies, analytics tools, or advertising technologies where permitted by law.

3. Important role distinction: when we act as controller and when we may act for our customers

A. When we act as controller

We generally act as controller for personal data we use to:

• operate our websites and marketing pages;

• manage accounts, subscriptions, billing, support, and security;

• communicate with leads, prospects, and customers;

• run our own analytics, product improvement, and lawful business operations;

• meet our legal obligations.

B. When we may process data on behalf of a customer

When a customer uses Structed.ai to run client discovery, collect client inputs, conduct AI-powered interviews, generate transcripts, or create structured briefs, we may process certain data on that customer's behalf.

In those situations, the customer may be the primary controller for that project or relationship, and we may act as a processor or service provider for parts of that processing.

That means:

• the customer is generally responsible for having the right to use that data in Structed.ai;

• the customer is generally responsible for its own relationship with its client or respondent;

• we still remain responsible for our own platform operations, security, and legal compliance where applicable.

4. What personal data we collect

The categories of data depend on how you interact with Structed.ai.

A. Identity and contact data

We may collect:

• name;

• email address;

• company name;

• professional role or job title;

• country or region;

• billing or contact address;

• support or communication details;

• any other profile or onboarding information you choose to provide.

B. Account and access data

We may collect:

• login credentials or authentication-related data;

• password hashes or equivalent secure login records;

• account settings;

• team membership or permissions data;

• audit or sign-in history;

• device and session identifiers.

C. Billing and subscription data

We may collect or receive:

• plan selection;

• trial status;

• subscription status;

• invoice and payment status;

• billing contact details;

• transaction metadata.

Payment card details are typically handled by third-party payment (STRIPE) processors rather than stored in full by us.

D. Website, app, and usage data

We may automatically collect:

• IP address;

• browser type;

• device information;

• operating system;

• approximate geolocation from IP;

• referral URL;

• pages viewed;

• feature usage;

• time stamps;

• clickstream and event data;

• cookie IDs and similar identifiers;

• campaign parameters, including UTM data;

• app, product, or security logs.

E. Marketing and communications data

We may collect:

• newsletter or waitlist sign-up data;

• content download requests;

• webinar or demo requests;

• communication preferences;

• email opens, clicks, and unsubscribe events;

• ad campaign and attribution data.

F. Customer project and workflow data

When Structed.ai is used to run discovery or generate briefs, we may process:

• raw client inquiries;

• pasted project context;

• uploaded notes, documents, or source material;

• project settings;

• generated interview plans;

• generated brief outputs;

• edits, comments, or revisions made by users.

G. Interview, response, and interaction data

Depending on the product flow enabled by the customer, we may process:

• text responses;

• audio responses;

• voice transcripts;

• interview answers;

• structured form responses;

• follow-up question paths;

• conversation history;

• timestamps and completion status;

• respondent metadata connected to that interaction.

H. Support, feedback, and research data

We may collect:

• support messages;

• bug reports;

• demo call notes;

• sales conversations;

• survey responses;

• feedback and feature requests.

5. Sources of personal data

We may collect personal data:

• directly from you;

• from your use of our websites or app;

• from forms, demos, support interactions, or subscription actions;

• from customers who use Structed.ai in relation to a project or client interaction;

• from analytics, advertising, billing, hosting, security, and communications providers;

• from integrations or tools you connect to Structed.ai;

• from publicly available or professional sources where lawful.

6. How we use personal data

We may use personal data to:

• operate our websites, app, and product features;

• create and manage user accounts;

• authenticate users and maintain account security;

• provide free trials and paid subscriptions;

• process payments, invoices, renewals, and related billing operations;

• deliver support, onboarding, demos, and customer success;

• run AI-assisted discovery workflows, interviews, transcripts, and brief generation;

• let customers manage projects, teams, outputs, and respondents;

• send requested resources, newsletters, product updates, or marketing communications where lawful;

• measure site, product, and campaign performance;

• improve our product, UX, website, content, and support;

• maintain logs, prevent fraud, detect abuse, and investigate misuse;

• comply with legal obligations and enforce our rights;

• create aggregated, statistical, or de-identified insights.

7. How we use AI systems and generated outputs

Where Structed.ai offers AI-powered features, those features may help:

• analyze raw project context;

• ask follow-up questions;

• process interviews or structured responses;

• generate transcripts, summaries, and briefs;

• support workflow automation inside the product.

Not all AI-related features described in this Policy are necessarily live in every funnel, environment, or product surface at the same time.

Generated outputs may contain mistakes, omissions, or interpretations that require human review.

Users remain responsible for:

• reviewing outputs before relying on them;

• deciding how to use outputs in real client work;

• ensuring they have the right to input project and client data into the platform.

Where we use third-party AI, transcription, or automation providers, their processing will depend on the live feature configuration, our contractual arrangements with them, and the data-processing commitments that apply to that feature at the time of use.

8. Legal bases for processing

If UK GDPR or similar laws apply, we rely on one or more of the following legal bases:

• Consent:

  • for non-essential cookies and similar tracking technologies where consent is required;

  • for marketing emails or similar communications where consent is required;

• Performance of a contract or steps prior to entering into a contract:

  • to provide the website, app, trial, subscription, support, billing, or requested service;

• Legitimate interests:

  • to operate, secure, improve, and analyze Structed.ai;

  • to communicate with business users;

  • to prevent fraud and abuse;

  • to keep records of preferences, opt-outs, and compliance actions;

• Legal obligation:

  • where we must keep records, respond to lawful requests, handle compliance duties, or meet tax/accounting requirements.

9. Cookies, analytics, and advertising technologies

We use cookies, pixels, tags, scripts, SDK-like web technologies, and similar tools across our websites, landing pages, and product surfaces.

These may include:

• Google Analytics;

• Google Ads conversion tracking or remarketing technologies;

• Meta Pixel;

• future analytics, testing, attribution, CRM, or advertising tools;

• essential authentication, session, security, or preference technologies used in our app.

We use these technologies to:

• keep sites and sessions working;

• remember preferences and consent choices;

• understand website and app usage;

• measure campaigns, conversions, and content performance;

• improve the product and user experience;

• support remarketing or audience measurement where permitted by law.

For more detail, see our Cookie Notice: https://www.structed.ai/legal-pages/cookie-policy

Where required by law, we ask for consent before activating non-essential cookies or similar technologies.

10. Marketing communications

We may send:

• requested resource delivery emails;

• account, billing, security, or service messages;

• onboarding and customer success messages;

• product updates, newsletters, launch notices, or promotional emails where lawful;

• trial and subscription-related reminders.

You can unsubscribe from marketing communications at any time by:

• clicking the unsubscribe link in the email; or

• contacting us at marina@structed.ai.

We may still send non-marketing service messages where necessary.

11. How we share personal data

We do not exchange personal data for money.

We may share personal data with:

• hosting and infrastructure providers;

• analytics providers;

• payment processors;

• customer support providers;

• email and communications platforms;

• CRM, database, and workflow automation tools;

• security and fraud-prevention providers;

• AI and transcription providers used to operate the product;

• advertising and attribution partners;

• professional advisors such as lawyers, auditors, insurers, or consultants;

• authorities or third parties where required by law or necessary to protect rights, safety, or security;

• investors, acquirers, or successor entities in a financing, merger, acquisition, restructuring, or sale.

When vendors process data for us, we aim to use suitable contractual safeguards where required.

However, our use of analytics, advertising, and attribution technologies may be treated as a "sale", "sharing", or "targeted advertising" activity under certain US state privacy laws even when no money changes hands.

For more information about opt-out choices relating to those activities, see Section 16. Additional information for US state residents (including California) and Your Privacy Choices (US) below.

12. International transfers

Because Structed.ai and its providers may operate internationally, personal data may be transferred to and processed in countries outside the United Kingdom or outside the country where the person is located.

Where required, we use appropriate safeguards for international transfers, such as:

• the UK International Data Transfer Agreement (IDTA);

• the UK Addendum to the EU Standard Contractual Clauses;

• reliance on the UK Extension to the EU-US Data Privacy Framework for certified recipients where applicable; and

• other lawful transfer tools available under applicable law.

13. Data retention

We keep personal data only for as long as reasonably necessary for the purposes described in this Policy, including to:

• operate accounts and subscriptions;

• deliver services and support;

• maintain security and audit trails;

• keep suppression and opt-out records;

• meet legal, tax, accounting, and compliance obligations;

• resolve disputes and enforce our rights.

Our current working retention approach is:

• lead and marketing records: for as long as needed to deliver requested resources, manage follow-up, maintain suppression lists, and evaluate campaign performance;

• account and subscription records: for the life of the account and for a reasonable period afterward to meet contractual, security, accounting, and dispute-resolution needs;

• support and legal request records: for as long as necessary to respond, investigate, and keep a compliance record;

• interview / project / brief records: for as long as needed to provide the relevant feature, maintain backups, and support customer use, unless deleted earlier in line with our live product settings or applicable requests;

• suppression / unsubscribe records: for as long as needed to honor opt-out choices and prevent further unwanted communications;

• analytics and event-level data: for the period configured in the relevant tool, or for as long as reasonably needed for measurement, fraud-prevention, and security purposes, after which it may be deleted, aggregated, or de-identified.

We may define more specific retention periods in our internal retention schedule as our live stack and data flows mature.

14. Security

We use reasonable technical and organizational measures to protect personal data against unauthorized access, loss, misuse, alteration, and disclosure.

These measures may include:

• access controls;

• authentication and permission management;

• encryption in transit and, where appropriate, at rest;

• logging and monitoring;

• vendor and infrastructure controls;

• backup and recovery measures.

However, no online service can be guaranteed to be completely secure.

15. Your rights

Depending on where you are located, you may have rights to:

• request access to personal data;

• request correction of inaccurate data;

• request deletion;

• request restriction of certain processing;

• object to certain processing;

• withdraw consent where processing is based on consent;

• request portability of certain data;

• complain to a relevant supervisory authority.

If you are in the UK, you may also complain to the Information Commissioner's Office:

• https://ico.org.uk/

To exercise rights, contact:

• marina@structed.ai

We may need to verify identity before completing certain requests.

16. Additional information for US state residents (including California)

If you are a resident of a US state with a comprehensive privacy law, including California and other states that provide similar rights, you may have rights that include:

• the right to know what categories of personal data or personal information we collect, use, disclose, sell, or share;

• the right to request access to, correction of, deletion of, or a copy of certain personal data;

• the right to opt out of targeted advertising and of certain "sale" or "sharing" activities;

• the right to appeal certain privacy-request decisions where applicable; and

• the right not to receive unlawful discriminatory treatment for exercising applicable rights.

The exact scope of these rights depends on the law that applies to you, our role in the relevant processing, and any threshold or exemption rules that apply at the time.

California-specific notes

If California law applies to us in the relevant context, California residents may also have rights relating to:

• categories of personal information collected, disclosed, sold, or shared;

• correction and deletion requests;

• opt-out rights relating to "sale" or "sharing";

• non-discrimination; and

• limitation of certain uses of sensitive personal information where applicable.

Your Privacy Choices (US)

You can opt out of advertising-related processing that may be considered a "sale", "sharing", or "targeted advertising" activity under certain US state laws by:

• using our cookie preference center to reject advertising cookies;

• using our Your Privacy Choices or Do Not Sell or Share My Personal Information control where we make one available; and

• enabling a recognized opt-out preference signal such as Global Privacy Control (GPC), which we honor where required by law.

To make a privacy request or exercise an applicable right, contact:

• marina@structed.ai

17. Children's data

Structed.ai is intended for business and professional use.

Our websites and services are not directed to children.

We do not knowingly collect personal data from children under the age of 18 in connection with our websites, app, or current product offering.

If you believe a child has provided personal data to us, contact marina@structed.ai.

18. Changes to this Policy

We may update this Privacy Policy from time to time.

If we make material changes, we will update the "Last updated" date above and, where required, provide additional notice.

19. Contact us

For privacy questions, rights requests, or complaints, contact:

• Privacy contact: marina@structed.ai

• Support contact: support@strcuted.ai

• Postal address: 71-75, Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ