Huddle
Privacy
Last updated: 2 November 2026
The short version
- Hosts sign in with an email address. Guests only give a name.
- A huddle is recorded as text only, and only after everyone in the waiting room agrees. We do not store audio.
- Transcripts, notes, sketches, research and recaps are kept so you can come back to them and rehuddle.
- AI features send huddle text to the AI the host picks: Anthropic's Claude, the host's own Claude account, or a model on the host's own computer.
- We don't sell your data or use it for advertising.
Who we are
Huddle is run by Ventok OÜ, a company registered in Estonia (registry code [registry code], [registered address]). Ventok OÜ is the controller of the personal data described here. Contact us about privacy at [privacy@huddle.ee].
When a host runs a huddle, the host decides who to invite and what to discuss. For content people add to a huddle, we process it to provide the service to that host and their guests.
What we collect
Accounts (hosts)
- Email address and name. To sign you in with a one-time code, show your name to others, and send recaps.
- A sign-in session. A cookie that keeps you signed in for up to 30 days.
- Your plan and billing status. To know which features you can use. Card details are handled by Stripe, never by us.
Guests
- The name you type to join, and optionally an email address if you want the recap emailed to you.
What happens in a huddle
- Transcript. What people say, turned into text, with who said it and when. Recording only starts once everyone in the waiting room has turned it on.
- The board. Sticky notes, sketches and research cards, and who added them.
- Research questions people ask and the answers, including web sources.
- The recap. Summary, decisions, open questions and tasks with owners and dates, plus the context files made from it.
- AI usage per huddle (number of requests, tokens and estimated cost), so we can run fair limits.
Voice
Voice goes directly between participants' browsers (peer to peer) and is not stored by us. To make those connections, browsers contact a public connection-helper (STUN) server run by Google, which sees your IP address.
Live captions use your browser's built-in speech recognition. Some browsers send that audio to their maker to turn it into text: Chrome and Edge send it to Google and Microsoft, and Safari may use Apple's servers or process it on your device. Only the resulting text reaches us. If you'd rather not use browser speech recognition, mute your mic and type into the transcript instead.
Stored in your browser
- Your name and a private key that links the huddles you join (used for "Connect your AI").
- Your identity in each huddle you joined, and local-model settings if you're a host who uses one.
Analytics
We use PostHog to understand how people use the website and app, such as which pages are visited and which features get used. [Pick one: "We only turn analytics on after you accept them in our cookie banner." or "PostHog runs without cookies and doesn't identify you across sites."] PostHog stores this data in the EU ([confirm: PostHog EU Cloud]).
Why we use it (legal bases)
| Purpose | Data | Legal basis (GDPR) |
|---|---|---|
| Running huddles, saving boards, recaps and rehuddles | Huddle content, names, transcript | Contract (providing the service you asked for) |
| Recording what's said | Transcript | Consent, given by each person in the waiting room |
| Signing in and keeping you signed in | Email, session cookie | Contract |
| Billing and invoices | Email, plan, payment records at Stripe | Contract and legal obligation (accounting law) |
| Sending recaps and sign-in codes | Email address, recap | Contract |
| Product analytics | Usage events | [Consent, or legitimate interest if cookieless] |
| Fair-use limits and abuse prevention | AI usage, IP addresses in server logs | Legitimate interest in keeping the service working |
Who processes it for us
| Provider | What for | What they see |
|---|---|---|
| Anthropic (Claude) | Research, co-host suggestions and recaps when the host uses Huddle's Claude | Huddle text needed for the request: recent transcript, notes, questions |
| Resend | Sign-in codes and recap emails | Email addresses, recap and context files |
| Stripe | Payments, invoices | Billing details, email |
| PostHog | Product analytics | Usage events, device and browser info |
| [Hosting provider] | Running the servers and storing huddles | All stored data |
| Google Fonts | Typefaces on the website and app | Your IP address when the fonts load |
| Cloudflare (cdnjs) | Serving an animation library on the website | Your IP address when it loads |
Some of these providers are based in the United States. Where data leaves the EU, we rely on the EU–US Data Privacy Framework or the European Commission's standard contractual clauses. [Confirm per provider]
When the host brings their own AI
- The host's own Claude key: requests go to Anthropic under the host's own account and terms. We hold the key in memory only while the huddle runs; we never write it to disk or show it to anyone.
- A local model: requests go from the host's browser to a model on the host's own computer. We don't see the model's processing, only the answer it sends back.
When you connect an AI assistant
If you connect Claude or another assistant to Huddle with your key ("Connect your AI"), that assistant can read the huddles you were in. What it then does with that content is governed by that assistant's provider.
How long we keep it
- Huddles (transcript, board, research, recap): until the host deletes them in Account settings or closes their account. Deleted huddles are removed from our servers straight away[, and from backups within N days].
- Accounts: until you close yours in Account settings. Sign-in sessions end after 30 days, or immediately when you close your account.
- Sign-in codes: 10 minutes.
- Billing records: 7 years, as Estonian accounting law requires.
- Server logs: [e.g. 30 days].
Your rights
You can ask us to see, correct, export or delete your personal data, to restrict or object to how we use it, and to withdraw consent at any time (this doesn't affect what we did before). Email [privacy@huddle.ee] and we'll answer within one month.
Hosts can delete any huddle they host, and close their account, in Account settings in the app. Deleting a huddle removes its transcript, board, research and recap for everyone who was in it. Closing an account deletes the account, every huddle it hosts and access for any connected AI assistant. Guests who want something removed can ask the host or contact us.
If you think we've got something wrong, you can complain to the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon, aki.ee) or the authority where you live.
Security
Connections use HTTPS. Sign-in uses one-time codes instead of passwords, sessions are HttpOnly cookies, and we store only fingerprints (hashes) of the keys that link your huddles. Hosts' own AI keys stay in memory and are never saved. No system is perfectly secure; if a breach affects you, we'll tell you as the law requires.
Children
Huddle is for work and isn't meant for children under 16.
Changes
If we change this policy in a way that matters, we'll update the date above and tell account holders by email before it takes effect.