Pilot privacy information

The short version

• You choose whether to take part. Cohort One includes the note-and-reflection experience and pilot research. You may skip any research question or leave at any time. Future contact is a separate choice.
• A spoken note is turned into text; a typed note is stored directly. MyMe does not keep a voice archive; its backend discards audio after the transcription request. Speechmatics processes spoken-note audio in its EU1 region with Model Training off and a contractual seven-day maximum for Batch data.
• Your typed notes, spoken-note transcripts, optional question answers and reflections are stored under a tester ID. Your name, email and 18-or-over confirmation are kept separately.
• Your private notes, transcripts, optional question answers and reflections aren’t routinely read by the research team. We may ask separately to let Ali review one identified reflection with short supporting passages from up to three notes, no more than 1,000 source words, and your feedback about that reflection. Saying no won’t affect your place. Your other notes and private answers stay out.
• We do not sell your information, use it for advertising, or allow pilot content to train general AI models. Some bounded quality checks use OpenAI; under its standard API controls, the limited inputs and outputs sent for those checks may be retained for up to 30 days for security and abuse monitoring.
• You can stop, withdraw consent, ask questions, or ask us to find, correct, provide or delete information that can still be linked to you.

1. Who is responsible

MyMe Ltd is the controller for this pilot. That means we decide why and how your personal information is used.

Company number 15296089 | ICO registration ZC133392
Registered office: Grosvenor Lodge, Grosvenor Place, Bath, England, BA1 6BA
Pilot and privacy contact: pilot@my-me.co.uk

2. What information we use

• Contact and account details: your email address, name if you provide it, tester ID, confirmation that you are 18 or over, account and journey status, sign-in records, and the emails needed to run the pilot. We do not ask for your date of birth.
• Your choices: the eligibility, consent and other choice wording/version you saw, the choices you made, the date and time, and any later withdrawal or deletion request.
• Private note content: spoken audio while it is being transcribed, typed notes, spoken-note transcripts, optional post-reflection questions and answers, and the reflections produced from the saved text. Protected on-device recovery also keeps a temporary copy of a note while saving is unconfirmed, as explained in section 8.
• Pilot research: your pre-survey, post-survey, optional Day 7 and Day 14 check-ins, optional feedback beneath a reflection, and anything you choose to send through the separate Feedback page.
• Support messages: what you send to pilot@my-me.co.uk and our reply.
• Technical and journey information: IP address, browser and device information, timestamps, pages or features used, whether key steps were completed, whether a reflection or optional question was offered, delivered, opened or answered, whether optional weekly feedback was completed or skipped, whether you returned, success and error events, and limited diagnostic records needed to keep the pilot secure and working. These records do not include the words in your private notes, question answers, reflections or feedback.
• Reminder interactions, only if a reminder feature is enabled: your chosen times, time zone, and whether a reminder link was opened.

These limited journey records show what happened in the service, not what you said. We receive most information from you. Your device creates some technical records automatically. MyMe creates the tester ID, journey records, transcripts and reflections; you provide typed-note text directly.

3. Why we use it

• to give you the 21-day MyMe experience, including sign-in, spoken-note transcription, typed notes, written reflections and, if you choose, one optional question after a reflection;
• to understand whether the core journey works, whether people return, and whether the pilot is usable, trusted and worth improving, using limited pseudonymised journey information and the surveys, optional weekly check-ins and other optional feedback you separately agree we may use for research;
• to send necessary pilot messages, help with access, answer questions and deal with problems;
• to keep the service secure, investigate errors, honour your choices and respond to data-rights requests; and
• to contact you after the pilot only if you make that separate choice.

4. Your three choices and our legal basis

Before you begin, the consent page records these choices separately:

• using the notes you speak or type, transcripts made from spoken notes, optional post-reflection question answers, and reflections to provide the MyMe experience;
• using your surveys and feedback to understand and develop MyMe. This is part of Cohort One, but you may skip any question or withdraw at any time; and
• contacting you about future MyMe testing or updates.

For those choices, MyMe relies on your consent under Article 6(1)(a) UK GDPR. A spoken or typed note, survey answer or support message may reveal health, emotional-life or other sensitive information. Where it is special category data, we rely on your explicit consent under Article 9(2)(a).

We use a small amount of eligibility, technical, security and pseudonymised journey information under our legitimate interests in operating this adult-only limited pilot, protecting it and understanding whether its core journey works and whether people return. This includes your 18-or-over confirmation, completion of key steps, reflection/question status, optional check-in status and return use, but not the words in your notes, question answers, reflections or feedback. We keep the minimum evidence of consent, withdrawal and rights handling where needed to meet our legal and accountability duties.

You can withdraw consent at any time. This stops future processing based on that consent; it does not make processing already carried out unlawful.

5. How notes become reflections

1. If you speak a note, your browser sends the audio securely to the MyMe service.
2. Speechmatics turns spoken notes into text using its Batch Enhanced service in the EU1 region. MyMe sends the audio needed for transcription without your name or email. Model Training is off. MyMe does not use your voice to identify you or create a voiceprint.
3. MyMe does not keep a voice archive. Its backend discards the audio after the transcription request and asks Speechmatics to delete the provider job when transcription handling is complete. Speechmatics' Batch terms set a seven-day maximum for provider-side handling. If immediate provider deletion cannot be proved, MyMe records that honestly and relies on that contractual maximum rather than claiming deletion.
4. If you type a note, no audio or transcription service is used. The typed note or spoken-note transcript is stored under your tester ID.
5. A specialist AI service generates the written reflection from the limited text and context needed for that task. If you choose to see one optional question after a reflection, the same governed provider path may receive the limited text and context needed to generate and check that separate question.
6. A separate automated quality or safety service may check limited text before a reflection is delivered, if that check is enabled.
7. The reflection is returned to your private account.

The AI does not decide whether you have a health condition, tell you what to do, decide whether you receive a service, or make a legal or similarly significant decision about you. MyMe is not therapy, diagnosis or an emergency service.

6. Who may see or process information

Apple TestFlight — beta-app distribution and testing. Cohort One participants receive the iPhone app through TestFlight. For testers invited by email, App Store Connect shows the invited email address and limited testing information including invitation/installation status, app version/build, device/OS, sessions and crashes. If a tester chooses to send feedback through TestFlight, Apple can also provide MyMe with the submitted comments and any screenshot. TestFlight does not create or authorise a MyMe account and is separate from MyMe’s consent and research records. Participants are asked not to include private note or reflection content in TestFlight screenshots or comments.

MyMe uses a small set of service categories to run the pilot:

• Web application delivery — provides the pages and interface you use.
• Secure backend hosting — receives and routes requests needed to run MyMe.
• Database and account storage — stores accounts, tester IDs, eligibility records, typed notes, transcripts, optional questions and answers, reflections, surveys, feedback and operational records.
• Speech-to-text transcription — receives voice audio briefly to produce the transcript.
• AI reflection and optional-question generation — receives the limited note text and context needed for the chosen task.
• Automated quality or safety checking — may receive limited text where that check is enabled.
• Transactional email delivery — sends messages such as invitation, access and password-reset emails.
• Error monitoring — may receive limited technical diagnostics when the app reports an error.
• Document and support-mailbox hosting — hosts pilot information documents and the pilot support mailbox.

We minimise what each service receives. The transcription and AI services do not need your name or email. The email service needs your email address and the message it is sending. Authorised pilot researchers work with tester IDs rather than names. Our internal processor register records the current services and safeguards and is reviewed whenever a service changes; you can ask pilot@my-me.co.uk for current processor details.

Speechmatics is the Cohort One transcription provider. It processes Batch audio in the EU1 region with Model Training off. Its processor terms set a seven-day maximum for Batch data, and MyMe requests provider deletion as part of the transcription lifecycle. Speechmatics does not need your name or email. MyMe instructs its AI API providers not to use pilot inputs or outputs to train general models. The current reflection generator is Anthropic Claude, and bounded automated quality checks include OpenAI. These commercial API services do not use MyMe inputs or outputs for general-model training by default. Under OpenAI’s current standard API controls, inputs and outputs may be retained for up to 30 days for security and abuse monitoring. MyMe accepts this only for the small, controlled Cohort One pilot, using minimised and pseudonymised inputs and with no diagnostic, advisory or significant-decision role. These provider-side records are not part of MyMe’s research dataset, and we will reassess or replace this path before a public, paid or materially larger release.

Ali may access relevant private content only if you ask for help, a technical issue must be investigated, you make a data-rights request, or there is a legal or safeguarding responsibility. Your private notes, transcripts, optional question answers and reflections are not routinely reviewed.

7. Where information is processed

MyMe uses UK or European hosting regions for the core pilot service where the live service supports them. Speechmatics voice transcription is configured to its EU1 region. Some specialist providers operate internationally, including in the United States. This means limited information may be processed outside the UK.

Where this happens, MyMe uses the provider’s data-processing terms and recognised transfer safeguards, together with data minimisation, short retention and no-general-model-training settings. We do not claim that every part of the pilot stays only in the UK.

8. How long we keep it

Temporary copy on your phone

MyMe keeps a temporary encrypted copy on your phone while your note is being sent. We remove this copy once saving is confirmed or you choose to discard it.

If saving remains unconfirmed after seven days, we remove the copy the next time you open MyMe. It may remain on your phone longer if you do not reopen the app.

The pilot uses fixed, purpose-led periods. We do not keep private note content just in case it may be useful later.

9. Your rights and choices

• withdraw one or more consent choices;
• ask for a copy of information we hold about you;
• ask us to correct inaccurate contact or account information;
• ask us to delete information that can still be linked to you;
• ask us to restrict how we use information while a concern is checked;
• receive information you provided in a portable format where the right applies; and
• object to processing based on legitimate interests, including technical, security or journey processing.

Email pilot@my-me.co.uk. You can also start an account-deletion request in the app. We aim to acknowledge a pilot or rights request within two working days and explain what happens next. A valid erasure request is handled without undue delay and no later than one calendar month from receipt, or from later receipt of information reasonably needed to confirm identity. The one-month period is the latest deadline, not a built-in waiting period. A formal data-protection complaint will be acknowledged no later than 30 days. We will investigate it appropriately, keep a proportionate record, tell you the outcome and explain your right to complain to the ICO.

If you request account deletion in the app, your ordinary pilot participation stops while the request is pending: MyMe will not create new reflections or questions, ask you for research feedback or use your future-contact permission. You may cancel the request before deletion begins. If you continue with it, we delete your account, contact details, private notes, transcripts, optional question answers and reflections, participant-linked survey/feedback and other linked data unless a specific lawful exception applies. We keep only the small accountability record described above. Information already made genuinely anonymous can remain. Where relevant, we also instruct processors or other recipients to erase data as required. Routine backup copies may remain beyond use until they are overwritten and are not restored to ordinary use after deletion without a lawful reason.

Some rights are not absolute. If we cannot do exactly what you ask, we will explain why. Any information retained for a live complaint, investigation, legal claim or other legal duty is limited to what is necessary for that reason.

10. If you are concerned

Please tell us first if you can. We would rather understand and put something right.

Contact MyMe: pilot@my-me.co.uk

You can also complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint

MyMe is not monitored continuously. Do not use the app or pilot email for urgent help. If you or someone else is in immediate danger, call 999 or use an appropriate urgent support service.

11. Changes to this notice

This notice describes the current 21-day pilot, not a future full product. If the live services, purposes, retention periods or participant choices change materially, we will update the notice and tell you before the change applies to you. We will not quietly turn pilot consent into consent for a later product.