Privacy Policy

1. Who We Are

NorthBank is a service provided by DSVP Advisors Limited, company number 15697288, registered in England and Wales.

DSVP Advisors Limited is the controller of the personal information described in this policy where UK data protection law applies.

2. Who This Policy Applies To

This policy applies to personal information relating to:

• NorthBank account holders and prospective customers;
• people who visit the NorthBank website;
• people invited to meetings or otherwise contacted by a NorthBank assistant;
• people whose information appears in email conversations or calendar events processed by NorthBank; and
• people who contact us about support, billing, privacy or other administrative matters.

3. Information We Collect

Account and profile information

This may include your name, email address, time zone, account identifiers, preferences, subscription status and information you provide during registration and onboarding.

Email and scheduling information

When NorthBank participates in an email conversation, we may process the contents of messages sent to or copied to the assistant, sender and recipient information, email headers, thread information, meeting details, availability, scheduling constraints and responses generated or received during the scheduling process.

NorthBank does not require access to your general email inbox in order to provide its core scheduling service. It processes the conversations in which the assistant participates.

Calendar information

If you connect a calendar, NorthBank may process information needed to provide the functionality you request, including calendar availability, event times, event titles, participants and other relevant event information.

Where authorised, NorthBank may also create, update or cancel calendar events in connection with supported functionality.

Information about meeting participants

If a NorthBank user asks their assistant to coordinate with another person, we may process that person's name, email address, messages, availability, scheduling preferences and relevant meeting information.

Payment and subscription information

Our payment provider processes payment-card information. We receive information needed to administer the subscription, such as payment status, transaction references, subscription status and billing history. We do not need to store your complete card number.

Technical, security and operational information

We may process timestamps, IP and device information where available, account and message identifiers, authentication and integration status, workflow and execution records, service events, diagnostic information, security events, error records and audit information.

Support communications

If you contact us, we process the information contained in your request and information needed to investigate and respond to it.

4. Where We Get Personal Information From

We may obtain personal information:

• directly from you;
• from a NorthBank account holder;
• from people participating in an email conversation with a NorthBank assistant;
• from calendar providers when an account holder connects a calendar;
• from our payment provider;
• from systems and service providers used to operate and secure NorthBank; and
• automatically through use of the website and service where technically necessary.

For meeting participants who are not NorthBank users, we may first receive your contact details and meeting information from the NorthBank user who asked their assistant to coordinate with you.

5. How We Use Personal Information

We use personal information to:

• create and administer NorthBank accounts;
• provide each user with a dedicated assistant;
• understand scheduling instructions and conversation context;
• check relevant calendar availability;
• coordinate meeting times with participants;
• create and manage calendar events where authorised;
• send operational and service-related communications;
• administer trials, subscriptions and payments;
• provide customer support;
• authenticate users and protect accounts;
• detect, investigate and prevent misuse or security threats;
• diagnose technical problems;
• evaluate and improve NorthBank's reliability, safety and user experience;
• maintain appropriate operational and audit records; and
• comply with legal and regulatory obligations.

6. Our Legal Bases

Where UK data protection law applies, the legal basis depends on why we are using the information.

Contract

We process information where this is necessary to enter into or perform our contract with a NorthBank user, including providing the assistant, scheduling functionality, account management and subscription administration.

Legitimate interests

We rely on legitimate interests where appropriate to operate, secure, diagnose and improve NorthBank, prevent fraud and misuse, maintain appropriate records, and communicate with meeting participants so that we can perform scheduling requests initiated by NorthBank users.

Our legitimate interests include providing a reliable and secure assistant service, enabling users to coordinate meetings, understanding how the service performs, improving its quality and protecting users, third parties and our systems.

Legal obligation

We may process information where necessary to comply with legal, tax, accounting, regulatory or law-enforcement obligations.

Consent

We rely on consent where the law specifically requires it, for example for certain optional marketing or non-essential website technologies.

7. Sensitive Information

NorthBank does not normally need sensitive personal information in order to schedule meetings. Please avoid including unnecessary health information, biometric information, political or religious beliefs, information about sexual life or orientation, or other particularly sensitive information in instructions to your assistant.

Information of this nature may nevertheless appear incidentally in an email or calendar event. Where that occurs, we handle it in accordance with applicable data protection law and limit its use to what is reasonably necessary for the relevant service, security or legal purpose.

8. How NorthBank Uses AI

NorthBank uses artificial intelligence to interpret natural language, understand relevant conversation context and help generate appropriate responses.

AI model output does not by itself give the model authority to access external systems or perform an external action. NorthBank's application controls determine whether an action is authorised and permitted before supported external actions are performed.

We may use service records and controlled human review to investigate failures, evaluate changes and improve the reliability and safety of NorthBank.

NorthBank does not currently use solely automated processing to make decisions about individuals that produce legal effects or similarly significant effects of the kind covered by UK data protection rules on automated decision-making.

9. Calendar Connections and Credentials

Calendar integrations are connected with your permission. We seek permissions appropriate to the functionality NorthBank provides.

Authentication tokens, secrets and similar credentials are handled separately from ordinary conversation content and are protected using appropriate credential-management controls. They are not intentionally included in AI prompts or ordinary application logs.

You can revoke access through your calendar provider and, where supported, through NorthBank.

10. Who We Share Personal Information With

We use third-party providers where necessary to operate NorthBank. These may include providers of:

• cloud hosting, databases and infrastructure;
• email delivery and receipt;
• AI models and related APIs;
• calendar and identity integrations;
• payment and subscription processing;
• logging, monitoring and security services;
• customer support and operational tooling; and
• professional legal, accounting or other advisory services.

We may also disclose information where reasonably necessary to comply with law, enforce our rights, protect users or other people, investigate fraud or security incidents, or respond to a lawful request from a competent authority.

We do not sell personal information to advertisers.

11. International Transfers

Some service providers may process personal information outside the United Kingdom.

Where a transfer is a restricted transfer under UK data protection law, we use a legally recognised transfer mechanism where required. Depending on the destination and provider, this may include UK adequacy regulations or appropriate contractual safeguards such as the UK International Data Transfer Agreement or the UK Addendum to approved EU standard contractual clauses.

You can contact support@northbank.xyz for further information about safeguards relevant to your personal information.

12. How Long We Keep Information

We keep personal information only for as long as reasonably necessary for the purpose for which it is held.

The period depends on factors including whether your account is active, the nature of the information, whether it is still required to provide the service, security and fraud-prevention needs, dispute-resolution requirements, and legal, tax, accounting and audit obligations.

Where practicable, we aim to minimise retention of raw message content while retaining structured operational, security and audit information for periods appropriate to those purposes.

After an account is closed, some information may remain for a limited period in backups, security records, financial records or audit logs where continued retention is necessary.

13. Security

NorthBank is designed to separate users' accounts, credentials, conversations and operational records. We use technical and organisational measures intended to protect personal information against unauthorised access, alteration, loss, misuse or disclosure.

No internet-based service can guarantee absolute security. If you believe information or an account may have been compromised, please contact us promptly at support@northbank.xyz.

14. Your Rights

Depending on the circumstances and applicable law, you may have rights to:

• access personal information we hold about you;
• have inaccurate information corrected;
• ask us to erase information;
• ask us to restrict certain processing;
• object to certain processing;
• receive certain information in a portable form; and
• withdraw consent where processing is based on your consent.

To exercise a right, contact support@northbank.xyz. We may need to verify your identity before completing a request.

You may also complain to the UK Information Commissioner's Office. If another data protection authority has jurisdiction, you may also have the right to complain to that authority.

15. Marketing Communications

Emails required to operate your account or provide NorthBank are service communications rather than promotional marketing.

Where consent or another lawful basis is required for marketing, we will provide an appropriate choice. Marketing consent is not a condition of using NorthBank, and you can unsubscribe from marketing communications at any time.

16. Cookies and Similar Technologies

NorthBank does not currently use non-essential advertising or behavioural-tracking technologies on its public website.

We may use technologies that are strictly necessary for security, account access and operation of the service.

If we introduce optional analytics, advertising or other non-essential technologies for which consent is required, we will provide appropriate information and controls before using them.

17. Children

NorthBank is intended for adults and professional use and is not designed for use by children.

If you believe a child has provided personal information to NorthBank inappropriately, please contact us.

18. Changes to This Policy

We may update this Privacy Policy as NorthBank develops, our service providers or data practices change, or legal requirements change.

We will publish the current version on this page and update the date above. Where a change materially affects how we use personal information, we will take additional steps to notify affected users where appropriate.

19. Contact Us