Privacy Policy

Last updated: 20 September 2026

This policy explains what personal data Bit Robotics Ltd (company number 11680576, registered office 13 Freeland Park Wareham Road, Lytchett House, Poole, Dorset, England, BH16 6FA, United Kingdom), trading as Recalld, collects, why, and what rights you have over it. Bit Robotics Ltd is registered with the UK Information Commissioner's Office under reference ZC241638. For anything privacy-related, contact support@recalld.ai.

Our representative in the European Union under Article 27 of the EU GDPR is SKILL SOFTWARE SRL, Str. Sold. Er. Arhip Nicolae 12, Bl. 66, Sc. A, Et. 9, Ap. 39, Ploiești, Prahova, Romania, eu-representative@bitrobotics.co.uk. If you are in the EU, you and your supervisory authority may contact the representative on any matter concerning our processing of your data.

1. Two roles: controller and processor

We handle personal data in two distinct ways:

• As controller for the data of our own customers and website visitors: your account, billing and API usage. Sections 2 to 5 cover this.
• As processor for the memory content our customers send through the API. That content belongs to the customer, who is the controller for it. Section 6 covers this. If your data has been stored in Recalld by a company you interact with, contact that company to exercise your rights; we act on their instructions.

2. What we collect as controller

• Account data: your email address. If you sign in with Google, Google also gives us your name and profile picture. We store no passwords: sign-in is by Google or by a one-time link emailed to you.
• Billing data: your plan, credit balance and payment history. Payments are handled by Stripe; we never see or store your full card details.
• Usage data: one record per API request (timestamp, operation, key used, tokens and credits consumed) kept for billing and abuse prevention. Your IP address is used only in memory to rate-limit sign-in attempts and is not stored.
• Correspondence: emails you send us, and support requests sent from the account portal. A portal support request carries your message plus your account ID, email, plan, the portal page you were on and your browser type, so we can locate the problem. It does not include your IP address.
• Website visit statistics: the marketing website uses Cloudflare Web Analytics to count page views. It records the page visited, the referring site, browser and operating system type, country and page load timings. Your IP address is used to work out the country and is not kept. It sets no cookies, stores nothing on your device and does not identify or follow individual visitors. It does not run on the dashboard or the API.

Who handles this data for us: OVHcloud (servers), Google Cloud (backups), Cloudflare (marketing website hosting and visit statistics), Stripe (payments), Resend (sends our emails to you, United States), Google (sign-in with Google, and Google Workspace for our own email and records) and Intuit QuickBooks (accounting). Each acts under a data processing agreement with us; US providers are covered by the transfer safeguards in section 7.

3. Why we process it (legal bases)

• Performing our contract with you: operating your account, providing the API, billing.
• Legitimate interests: securing the service, preventing abuse, understanding aggregate usage so we can improve it.
• Legal obligations: keeping accounting and tax records.

We do not sell personal data and we do not use it for advertising.

4. Retention and deletion

• Account and memory data are kept while your account is active.
• Deleting your account (Settings → Data & privacy) takes effect immediately: your subscription is cancelled with your unused credit allowance refunded, your stored memory is purged, and your account record is deleted. This is a hard delete, not a flag.
• After account deletion we keep a scrambled, non-reversible fingerprint of your email address for 12 months, only to stop the free signup credits being claimed again and again. It cannot be turned back into your email address and is deleted automatically after 12 months.
• Database backups are retained for 14 days and then roll off automatically. Deleted records are not individually removed from backups, so deleted data can persist in encrypted backups for up to 14 days. Backups are used only for disaster recovery.
• Usage records are kept for the life of your account, because they are the basis of your bill. Server logs are kept for 90 days.
• Support requests and other correspondence are kept for up to 12 months after the matter is resolved.
• Invoices and payment records, held by us and by Stripe, are kept for 6 years as UK tax law requires, even after your account is deleted.

5. Your rights

Under UK and EU data protection law you can:

• Access and export your data. Settings → Export my data gives you a single machine-readable JSON file of your profile, agents, API key details, usage and billing history, chat history and stored memory.
• Correct inaccurate data.
• Delete individual threads, agents, or your whole account, at any time, from the dashboard or API.
• Object to or restrict processing based on legitimate interests.
• Complain to the UK Information Commissioner's Office (ico.org.uk) or, if you are in the EU, your local supervisory authority.

6. Memory content (where we are the processor)

• Content ingested through the API is stored and processed in the region where the account was created. Data in the EU region is stored on servers in France and backed up in Belgium, both in the European Union; data in the US region is stored and backed up in the United States. Data does not move between regions.
• To extract facts, compute embeddings and answer recall requests, content is sent to the large-language-model and embedding providers listed on our sub-processor page.
• We do not use customer content to train machine-learning models, and we do not permit our sub-processors to use it for training.
• Customers on a bring-your-own-key (BYOK) plan route model calls to their own provider under their own agreement; we still store and process the memory itself.
• Our Data Processing Agreement (Article 28 UK and EU GDPR) applies to every customer automatically as part of the Terms of Service. No separate signature is needed. A countersigned copy is available on request at support@recalld.ai.

7. International transfers

Our EU region infrastructure is hosted in the European Union and our US region infrastructure in the United States. As a UK company we access EU region data from the United Kingdom, which the European Commission has recognised as providing adequate protection. Some model providers process data in the United States or other countries outside the UK/EEA, and US region data is held in the United States by design. Where personal data of UK or EEA residents is transferred outside the UK/EEA, transfers are protected by the providers' data processing terms incorporating the EU Standard Contractual Clauses with the UK Addendum, or, where the provider is certified, the EU-US Data Privacy Framework and its UK Extension. Details per provider are on the sub-processor page.

8. Cookies

The dashboard uses strictly necessary cookies to keep you signed in. The marketing site sets no analytics or tracking cookies, which is why there is no cookie banner. Fonts and our own scripts are served from our own domain. The one outside script is Cloudflare Web Analytics (section 2): it loads from Cloudflare, the company that already hosts this site, and reports to our own domain.

9. Security

Data is encrypted in transit (TLS) and backups are encrypted at rest. Live servers sit in access-controlled datacentres. Access to production systems is limited to authorised personnel, all customer data access is scoped to your account at the database layer, and BYOK provider keys are stored encrypted and never exposed back through the API. If a breach affects your personal data we will notify you and the relevant authority as required by law, within 72 hours of becoming aware where the law requires it.

10. Changes to this policy

We will post any changes on this page and, for material changes, notify account holders by email or through the dashboard before they take effect.