Privacy Policy

Version 1.0 — Effective 21 July 2026

This Privacy Policy explains how Dr Moot ("Dr Moot", "we", "us" or "our") collects, uses, and protects your personal data when you use our website, applications, and services (together, the "Service"). We are the controller of your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this policy or how we handle your data, contact us at legal@drmoot.com.

1. Who this policy applies to

This policy applies to everyone who uses Dr Moot, including visitors to our website, registered account holders, and members of organizations that use the Service.

2. Information we collect

2.1 Information you provide

Account information — your name, email address, and authentication credentials. Depending on how you sign in, this may include a passkey, a magic-link email address, or a Google account identifier.
Organization information — organization names, membership, and roles where you use Dr Moot as part of a team.
Content you submit — the prompts, questions, messages, documents, images, and other files you upload or generate through deliberation features (Relay, Debate, Moot, and Studio).
Billing information — subscription tier and transaction records. Payment card details are handled by our payment processors (Stripe and, on iOS, Apple) and are not stored by us.
Communications — messages you send us for support or other enquiries.

2.2 Information we collect automatically

Usage data — how you interact with the Service, features used, and token/media consumption for entitlement and billing purposes.
Device and log data — IP address, browser or device type, operating system, and timestamps.
Cookies and similar technologies — used for authentication sessions, preferences, and to keep you signed in. See section 8.

3. How we use your information

We use your personal data to:

provide, operate, and maintain the Service;
authenticate you and secure your account;
process AI deliberations and generate responses, images, and video;
manage subscriptions, entitlements, and billing;
send transactional and notification emails you have not opted out of;
provide customer support;
monitor, analyse, and improve the Service; and
comply with legal obligations and enforce our terms.

4. Legal bases for processing

We rely on the following legal bases under the UK GDPR:

Performance of a contract — to provide the Service you have signed up for.
Legitimate interests — to secure, maintain, and improve the Service, provided your rights do not override those interests.
Consent — where required, for example certain communications or non-essential cookies. You may withdraw consent at any time.
Legal obligation — to comply with applicable law.

5. AI processing and third-party model providers

Dr Moot is an AI deliberation product. To generate responses, the content you submit (including prompts and uploaded media) is sent to third-party AI model providers accessed through an AI gateway. These providers process your content only to return a result to us and are not permitted to use your content to train their models except where their terms state otherwise. We do not use your content to train our own foundation models.

6. Sharing your information

We do not sell your personal data. We share it only with:

Service providers (processors) who help us run the Service, including cloud hosting and object storage (Amazon Web Services / S3), AI model providers via our gateway, payment processors (Stripe, Apple), email delivery providers, and analytics and error-monitoring tools.
Members of your organization, where you use Dr Moot as part of a team, according to your role and the organization's settings.
Authorities or third parties where required by law, to protect our rights, or in connection with a merger, acquisition, or sale of assets.

7. International transfers

Some of our service providers are located outside the UK and European Economic Area. Where we transfer personal data internationally, we rely on appropriate safeguards such as the UK International Data Transfer Agreement, the EU Standard Contractual Clauses, or an adequacy decision.

8. Cookies

We use strictly necessary cookies for authentication and session management (including a NEXT_LOCALE cookie for language preferences), and, where applicable, optional cookies for analytics. You can control cookies through your browser settings, though disabling necessary cookies may prevent you from signing in.

9. Data retention

We retain your personal data for as long as your account is active or as needed to provide the Service. We keep certain records (for example, billing and transaction data) for longer where required for legal, tax, or accounting purposes. When data is no longer needed, we delete or anonymise it.

10. Your rights

Under the UK GDPR you have the right to:

access the personal data we hold about you;
request correction of inaccurate data;
request erasure of your data;
restrict or object to certain processing;
data portability; and
withdraw consent where processing is based on consent.

To exercise any of these rights, contact legal@drmoot.com. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

11. Security

We implement appropriate technical and organizational measures to protect your data, including encryption in transit, access controls, and authenticated access to stored media. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

12. Children

The Service is not intended for children under 16, and we do not knowingly collect personal data from them. If you believe a child has provided us with personal data, contact us and we will delete it.

13. Changes to this policy

We may update this Privacy Policy from time to time. Where changes are material, we will notify you through the Service or by email. The "Effective" date at the top reflects the current version.

14. Contact us

For any privacy questions or requests, contact us at legal@drmoot.com.