Privacy Policy

Digital HQ (“we”, “us”) builds workflow software and runs this website, including the client dashboard and the Agent Hub, where AI agents work for you. We are the controller of the personal data described here. Questions or requests: hello@digitalhq.uk.

• Things you send us: your name, email address, phone number, company and message when you use the contact form, book a meeting or take a quiz.
• Your account: name, email address, a securely hashed password, and your role (for example client or subscriber).
• Your work with us: projects, tickets, comments, quotes and invoices in the dashboard.
• Agent Hub: your chats with agents, files you attach, each agent’s instructions and memory notes, house rules, and the integrations you connect.
• Billing: if you subscribe, Stripe handles your card details. We see the subscription status and usage, never your full card number.
• Technical: server logs (IP address, browser, time of request), kept briefly for security and to fix problems.

You can connect a Gmail account to an agent, and we use Google Calendar for meeting bookings. Here is exactly what that involves.

• What we access. With your permission, an agent can read messages and threads in the connected Gmail account, search it, create drafts, send replies or new emails, and add labels (the gmail.modify permission). We also receive the account’s email address to show which account is connected. For meetings, we create, update and cancel events in our own Google Calendar.
• How we use it. Only to provide the features you asked for: an agent reads emails when you ask it to in a chat, or when you turn on “Answer new emails”, in which case it writes a draft reply in the same thread for you to check. An email is only sent when you accept that exact email in the chat.
• What we store. The connection’s access token, encrypted. We don’t keep copies of your mailbox. Email content is read at the moment it’s needed; it is only kept if it becomes part of a chat you have with an agent (for example, when an agent summarises an email for you), and is deleted with that chat or your account.
• Who it’s shared with. Email content is sent to Anthropic, which provides the AI model the agent runs on, only to produce the agent’s reply. Anthropic does not use it to train its models. It is not shared with anyone else, except where the law requires.
• What we never do. We don’t sell Google user data, use it for advertising, or use it to develop, improve or train generalised AI or machine-learning models. People at Digital HQ don’t read it unless you ask us to (for example, to help with a problem), it’s needed for security or the law, or it has been aggregated and anonymised.
• Disconnecting. Disconnect Gmail in the agent’s Integrations, or remove the agent. We revoke our access with Google and delete the stored token straight away. You can also remove access at any time at myaccount.google.com/permissions.

Digital HQ’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

• GitHub: if you connect GitHub to an agent, it can read the repositories you pick, commit to branches, open pull requests and comment. We store your GitHub username, the chosen repositories and an encrypted access token. Comments and pull requests are only posted when you accept them.
• Discord: if you add an agent to a Discord server, it reads channel messages when a member uses /ask, and replies there. It only reads channels the whole server can see, plus the one the question was asked in. Nothing from your Digital HQ chats is used to answer on Discord.
• Cursor: if you connect your own Cursor key, an agent’s messages are sent to Cursor to be answered. The key is stored encrypted.

Disconnecting any of these, or removing the agent, deletes what we stored for it.

• To provide our services you’ve asked for or signed up to (contract).
• Your consent for connected accounts such as Gmail, GitHub and Discord. You can withdraw it by disconnecting.
• Legitimate interests: replying to enquiries, keeping the site secure and preventing spam.
• Legal obligations, such as keeping invoices for tax.

We use these providers to run the service. They process data on our behalf and only as needed:

• Vercel: website hosting
• MongoDB Atlas: database
• Amazon Web Services: storage for files you attach
• Anthropic: the AI model agents run on
• Mailgun: sending email from the site
• Stripe: subscriptions and payments
• Cloudflare Turnstile: spam protection on forms
• Google, GitHub, Discord and Cursor: only when you connect them, as described above

Some of these providers are based outside the UK, mainly in the United States. Where data leaves the UK, it’s protected by the safeguards the law requires, such as the UK International Data Transfer Addendum or standard contractual clauses. We don’t sell personal data.

• Chats, files, agent memory and instructions: until you delete them, remove the agent, or close your account.
• Integration tokens: until you disconnect.
• Enquiries and meeting bookings: up to two years.
• Invoices and billing records: six years, as UK tax law requires.
• Server logs: a few weeks.

Connections are encrypted in transit (HTTPS). Integration tokens and keys are encrypted in our database, and passwords are hashed. Access is limited to what each part of the service needs: for example, an agent answering on Discord or an email can’t see your Digital HQ chats or memory.

We only use cookies that are needed to keep you signed in and to make forms work. We don’t use advertising or tracking cookies.

Under UK data protection law you can ask to see, correct, delete or receive a copy of your personal data, object to or restrict how we use it, and withdraw consent at any time. Email hello@digitalhq.uk and we’ll reply within one month.

If you’re unhappy with how we’ve handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk.

If we change this policy, we’ll update the date at the top, and tell you directly if the change matters to how we use your data.

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