Ned Privacy Policy
Effective Date: May 12, 2026
Introduction
Ned AI Inc. ("Ned", "we", "us", "our") is committed to protecting your privacy and being transparent about how we handle your data. This policy covers:
- Visitors to ned.ai (our marketing website)
- Users of decoder.ned.ai (our Meeting Decoder)
- Subscribers to our newsletter
- Recipients of our email communications
As used here, "GDPR" means Regulation (EU) 2016/679 (General Data Protection Regulation) and "CCPA" means the California Consumer Privacy Act.
Contact Information
Bracken Road No 51, Carlisle Offices
D18 CV48
Dublin, Ireland
Information We Collect
On ned.ai (Marketing Website)
Information you provide: When you subscribe to our newsletter, we collect your email address.
Information collected automatically: We collect standard technical and usage data as you browse, including device and browser information, how you interact with our pages, and referral data. This is collected via cookies and our analytics platform.
On decoder.ned.ai (Meeting Decoder)
The Meeting Decoder is a tool that analyzes meeting transcripts using Whole Brain® principles and creates a custom meeting effectiveness report.
Information you provide: When submitting a transcript for analysis, we collect basic contact details (name and email), along with contextual preferences such as meeting type and feedback tone, and your transcript file.
Information collected automatically: We collect standard technical and usage data as you interact with the Decoder, including device and browser information, how you navigate the tool, and form interaction data.
Your transcript is never stored. It is submitted to an AI model for one-time analysis and permanently deleted immediately afterwards. We never retain, share, or review meeting content.
How We Use Your Information
| Purpose | Data Used | Legal Basis (GDPR) |
|---|---|---|
| Send product updates and company news | Email address | Consent – Art. 6(1)(a) |
| Process your Decoder submission and deliver your analysis | Name, email, transcript, decoder options | Performance of contract – Art. 6(1)(b) |
| Improve the Decoder and measure its effectiveness | Decoder scores, metadata | Legitimate interests – Art. 6(1)(f) |
| Analyse website usage and improve our site | IP address, usage data, cookies | Legitimate interests – Art. 6(1)(f) |
| Prevent fraud and protect our services | Technical and log data | Legitimate interests – Art. 6(1)(f) |
| Comply with legal obligations | As required | Legal obligation – Art. 6(1)(c) |
How We Share Your Information
We do not sell, rent, or trade your personal data. We share it only with the following service providers, each of whom is contractually bound to protect your data and use it only as instructed:
- HubSpot: contact detail management and email communications. HubSpot Privacy Policy
- PostHog: product analytics across ned.ai and decoder.ned.ai. Data is processed and stored on PostHog's EU infrastructure. PostHog does not use your data for any purpose outside of providing analytics to us. PostHog Privacy Policy
- AI model provider(s): your transcript is submitted to third-party large language models for one-time analysis. We do not disclose the specific provider(s) in this policy, as we use different models depending on the task and re-evaluate their performance often, but we maintain contractual agreements with all providers prohibiting use of your data for model training or any other purpose. The transcript is not retained by us or the provider after processing.
- AWS: cloud infrastructure hosting our services. Data is stored within a US-hosted Virtual Private Cloud and encrypted at rest and in transit.
- Herrmann International: our parent company. We may share data with Herrmann International Inc. and Herrmann Global LLC for customer support, technical operations, and account management purposes consistent with this policy. Herrmann Privacy Policy
We may disclose your information if required by law, court order, or to protect the rights and safety of Ned or others.
Cookies and Tracking
We use cookies and similar technologies on ned.ai and decoder.ned.ai to:
- Analyse how visitors use our sites
- Remember session preferences
- Improve website performance
Essential cookies operate under our legitimate interests and cannot be disabled without affecting core functionality. Analytics cookies are set on the basis of legitimate interests for internal product improvement; we do not use them for advertising.
You can control or disable cookies through your browser settings at any time.
Data Retention
| Data Type | Retention Period |
|---|---|
| Contact information | Until you unsubscribe from our newsletters, or until Ned launches and user accounts are created |
| Meeting transcripts | Deleted immediately after analysis |
| Product analytics data | Default configuration by PostHog (up to 7 years, aggregated) |
| Website and application log data | Retained only as long as necessary for security and operational purposes |
International Data Transfers
Ned AI Inc. is based in the United States. If you are located in the EU, UK, or Switzerland, your personal data will be transferred to and processed in the US. We rely on the EU-US Data Privacy Framework and Standard Contractual Clauses where applicable to ensure lawful transfer of your data. Our service providers (HubSpot, PostHog, AWS) maintain appropriate safeguards for international data transfers.
Your Privacy Rights
Everyone has the right to:
- Know what personal information we collect about them
- Access the personal data we hold about them
- Correct inaccurate or incomplete information about them
- Request deletion of their data ("right to be forgotten")
- Opt out of marketing communications at any time (unsubscribe link in every email)
EU, UK, and Swiss residents additionally have the right to:
- Object to processing based on legitimate interests
- Request restriction of processing
- Data portability
- Lodge a complaint with their local data protection authority
California residents (CCPA/CPRA) additionally have the right to:
- Opt out of the sale or sharing of your personal information (we do not sell or share personal information for advertising purposes)
- Limit our use of sensitive personal information to purposes strictly necessary to deliver our services
- Non-discrimination for exercising any of these rights
To exercise any of these rights, contact us at privacy@ned.ai. We will respond within 30 days.
Children's Privacy
Ned is not intended for anyone under the age of 16. We do not knowingly collect personal data from children. If you believe we have done so, please contact us at privacy@ned.ai and we will delete it promptly.
AI Model Training
We do not use your personal data or meeting transcripts to train AI models. Our agreements with all third-party AI model providers explicitly prohibit this, regardless of which provider we are using at any given time.
Changes to This Policy
We may update this Privacy Policy from time to time. When we do:
- We'll update the "Effective Date" at the top
- For material changes, we'll notify you via email or a prominent website notice
- Your continued use of our website after changes constitutes acceptance
We encourage you to review this policy periodically.
Our Privacy Promises
Trust is core to Ned. We build everything with ethical AI principles and handle your team's conversations with care.
We don't read your transcripts.
The Ned team will never read transcripts from meetings we weren't in. If you need support and want us to review something, we'll only do so with your explicit written consent.
Policies will evolve; our principles won't.
As we continue to develop our application and supporting products, our privacy policies will become more detailed. Our commitment to transparency, ethical data use, and the protection of your team's trust will remain the same.
We're committed to protecting your privacy and being transparent about how we handle your information.
If you have any questions or need more information on how Ned will use your data, please email us at privacy@ned.ai.
© 2026 Ned AI Inc. All rights reserved.