Meet Shannon Privacy Policy

1. Who we are

Meet Shannon is provided by FBED Labs Ltd, a company registered in England and Wales.

• Company number: 16112624
• Registered office: FBED Labs Ltd, Fora, One Lyric Square, London, England, W6 0NB
• ICO registration: ZB933865

For the personal data described in this policy, we are the controller.

Under our Terms, we and our business customers are each independent controllers of the personal data we hold. That means the customer decides how its own records are used, including information about its staff and prospects. We decide how Meet Shannon uses the data it holds.

Contact us about privacy at privacy@fbed.io or by post at the address above.

2. Information we collect

We collect only what we need to run Meet Shannon. Most of it you give us directly.

Information you give us

• Account details: your name, email address and password (if you set one).
• Organisation details: company name, legal name, website domain, number of sales reps and monthly target.
• Agreement records: when you accept our Terms we record:
  • your email address
  • the date and time
  • the version of the Terms
  • the specific payment and billing permissions you agreed to
  • your IP address and browser details, as evidence of acceptance
• Payment details: your billing postcode.
  • Card details are entered directly into Stripe, our payment provider. We never see or store your full card number.
  • We keep Stripe's reference numbers for your customer record, payment method, subscription and invoices.
• Onboarding content:
  • your answers to Shannon's questions about your business
  • documents you upload (PDF, Word, text, Markdown)
  • call transcripts you upload (VTT, SRT, text)
• Practice sessions: what you say in sales role-plays with Shannon, and the feedback generated.
• Rep invitations: if you invite sales reps, the name and email address you give us for each one.
• Bookings: when you book a call, the time, the booking reference and the email address for the confirmation. You enter your name and email into Calendly directly.
• Messages: what you send to Shannon in the rep workspace chat.
• Waitlist: your email address if you join our waitlist.

Information we collect automatically

• Analytics: with your consent, pages visited, referring page, and device and browser information, through Google Analytics. See section 6.
• Site journey data: with your consent, the choices you make on meetshannon.ai (for example, what you want help with) and the order you make them in. The choices are linked by a random ID that we create for your visit. The ID does not contain your name or email address.
• Login and security data: session tokens stored in your browser, and a one-way hashed form of your IP address when you submit the waitlist form, to prevent abuse.

Information from other sources

• Public web research: we search the public web for information about your company, such as its website and market, to prepare your onboarding. This is business information, but it can include names of people who appear in public sources.
• Your organisation: if you are a rep, your organisation gave us your name and email address when it invited you.

Not collected

We do not use your microphone or camera, record your voice, track your location, or use social media sign-in.

3. How we use it and our lawful bases

UK GDPR requires a lawful basis for each use of personal data. Ours are set out below.

We will not use your data for marketing unless you have agreed to it or the law allows it. You can unsubscribe at any time.

We do not sell personal data, and we do not use your content to train AI models.

4. People who don't use Meet Shannon directly

Some of the personal data we process is about people our customers work with, not about our customers themselves.

Sales reps invited by an organisation

• Your organisation gave us your name and email address so we could invite you.
• We use them to send the invitation, set up your seat and let you sign in.
• Once you join, the rest of this policy applies to you as a user.
• Our lawful basis is legitimate interests: providing the service your organisation has bought.

Prospects and others named in uploaded material

• Customers may upload call transcripts and documents, or discuss prospects in practice sessions. These can include names, job titles, companies and what was said on a call.
• We use this only to provide Meet Shannon to that customer: building their sales context, grading conversations and issuing certificates.
• Our lawful basis is legitimate interests.
• The customer is responsible for having a lawful basis to share it with us and for telling the people concerned.

If you think we hold information about you in this way, contact us using the details in section 1.

5. AI processing and profiling

Meet Shannon uses AI models, provided by Anthropic, to process the content you give it. The AI:

• asks onboarding questions and draws facts out of your answers and uploads
• writes your sales context, playbook and strategy
• plays the buyer in practice sessions
• gives feedback on how you sell

Seller performance profile. From your practice sessions, the AI builds a profile of your selling style and a performance baseline. We use it to tailor coaching and to measure progress. Staff within FBED may have access to profiles as part of the product development process. Your organisation will have access to your profile.

No solely automated decisions. The AI's output does not make decisions that have legal or similarly significant effects on you, such as hiring, pay or disciplinary decisions.

You can object to profiling at any time (see section 9).

6. Cookies and similar technologies

We use a small number of cookies and browser storage items.

• Analytics cookies are set only if you accept them.
• Site journey data (section 2) is recorded only if you accept analytics. If you decline, we record none of your choices.
• We use no advertising cookies.
• You can change your choice at any time with Cookie settings in the site footer or on the login page.

If you decline analytics cookies:

• Google Analytics may still receive basic signals that don't use cookies or identifiers. These are limited to page, time and device type, and are used for aggregate measurement only.
• We never send analytics from pages whose web address carries a sign-in link.

Other providers:

• Stripe may set its own cookies on payment pages to prevent fraud.
• Calendly may set its own cookies inside the booking window.
• Google Fonts: our public site loads fonts from Google, which receives your IP address when the page loads.

7. Who we share it with

We share personal data only with service providers who process it for us under contract. We also share it with the other people and bodies listed below this table.

We also share personal data with:

• Your organisation. If you are a rep, your organisation can see your seat and your practice results.
• Other FBED systems. Your data moves between Meet Shannon and our Cascade platform to run rep chat and practice sessions.
• Advisers and authorities. Our professional advisers, and courts, regulators or law enforcement where the law requires it.
• A buyer of our business. If our business or its assets are sold, the data would transfer with them, under the same protections.

International transfers

Some providers process data outside the UK, mainly in the United States. When that happens we rely on one of these safeguards:

• UK adequacy regulations, including the UK Extension to the EU–US Data Privacy Framework for certified providers
• the ICO's International Data Transfer Agreement
• the UK Addendum to the EU Standard Contractual Clauses
• explicit filtering of content to ensure no personal data is exported

You can ask us for a copy of the safeguard used for any provider.

8. How long we keep it

We keep personal data only as long as we need it for the purposes in section 3. After that we delete it or make it anonymous.

9. Security, your rights and complaints

Security. We protect your data in these ways:

• data is encrypted in transit and at rest
• access is controlled so each user can see only their own organisation's records
• uploaded files are kept in private storage
• card details are handled only by Stripe

No system is perfectly secure. If a breach puts your rights at risk, we will tell you and the ICO as the law requires.

Your rights. Under UK data protection law you can:

• access a copy of your personal data
• correct data that is wrong or incomplete
• delete your data, where we no longer have a reason to keep it
• restrict how we use your data while a concern is looked into
• object to our use of your data where we rely on legitimate interests, including profiling
• move/port data you gave us, in a machine-readable format
• withdraw consent at any time, for example for analytics cookies or the waitlist; this does not affect earlier use

To use any of these rights, email privacy@fbed.io. We will reply within one month. Sometimes we may need to confirm your identity first, or keep some data for legal reasons, such as agreement and invoice records. If so, we will tell you why.

Complaints. Please contact us first so we can try to put things right. You can also complain to the Information Commissioner's Office (ICO) at any time: ico.org.uk/make-a-complaint.

Children. Meet Shannon is a business service for adults. We do not knowingly collect data from anyone under 18.

Changes to this policy. If we make significant changes we will tell you by email or in the app. The date at the top shows when this policy was last updated.