Privacy Policy

Last updated: 31 May 2026

1. Who we are

Topolog ("we", "our", "us") is an AI-powered goal planning service operated by TOPOLOG LTD, a company registered in England and Wales, registered office: 71-75 Shelton Street, London, WC2H 9JQ, United Kingdom. We are the data controller for the personal data described in this policy, and we are registered with the UK Information Commissioner's Office (ICO) under reference ZC146801. This Privacy Policy explains how we collect, use, and protect personal data when you use the Topolog product or website at topolog.co.uk.

2. What we collect

We collect the minimum data needed to provide the service:

• Your email address (for sign-in and account recovery)
• Your name, if you choose to provide it
• Your dependency graph data: the goals, tasks, and edges you create
• Your availability template and schedule
• Task observations (start time, end time) for the adaptive scheduler
• Stripe customer ID and subscription state, if you subscribe
• Standard server logs (IP address, user agent, request URL)

We do not collect any data we don't need to deliver the product.

3. How we use it

• To authenticate you and operate the product
• To process payments via Stripe
• To call Mistral on your behalf when you trigger an AI action
• To improve the scheduler's accuracy via your own observation data
• To respond to support requests

We do not use your data to train AI models. We do not sell your data.

4. Lawful basis for processing

Under UK GDPR we rely on the following lawful bases:

• Performance of a contract (Art. 6(1)(b)): to create and operate your account, store and process your plans, graphs and schedules, generate plans with AI when you trigger an action, and take payment for the service you signed up for.
• Legal obligation (Art. 6(1)(c)): to keep the payment and tax records required of us (held by Stripe; see Retention).
• Legitimate interests (Art. 6(1)(f)): to keep the service secure, debug errors, and prevent trial abuse (such as the one-way email hash). We weigh these interests against your rights and use the minimum data needed.
• Consent (Art. 6(1)(a)): for non-essential cookies and the trackers behind them (performance analytics and the Meta advertising pixel). You can withdraw consent at any time via Settings → Data or the “Manage Cookies” footer link.

5. Sub-processors and third parties

We share personal data with a small set of processors that help us run the service:

• Supabase: hosts your account, dependency graphs, and schedule data. Takes encrypted daily backups on a 7-day rolling window for disaster recovery (see “Retention” below for what this means at deletion time).
• Stripe: processes subscription and credit pack payments
• Mistral AI: generates plan structure when you trigger AI actions; receives only the immediate prompt (and any image you attach to that action)
• Vercel: hosts the application; also receives anonymous page-view counts (no cookies, no identifiers) on all pages. If you opt into the “performance analytics” cookie category, Vercel Speed Insights additionally collects Core Web Vitals (load timings, device class).
• Meta (Facebook / Instagram): only when you opt into the “advertising” cookie category. We load the Meta Pixel so we can measure which paid ad campaigns bring real signups. Sets the _fbp and _fbc cookies; posts page-view and conversion events to Meta. Decline the category and the Pixel never loads.
• Sentry: server-side error tracking only (never loaded in your browser). Emails, IP addresses, cookies, and auth headers are stripped from events before they leave our servers.
• Intercom: powers in-product chat support; receives your email and the messages you send us. Your Intercom record is anonymised when you delete your account.

Some of these processors are located outside the UK and EEA. Where that is the case, we rely on appropriate safeguards for the transfer, such as a UK adequacy decision or Standard Contractual Clauses together with the UK International Data Transfer Addendum.

6. Your rights

Under UK GDPR you can:

• Request a copy of your data (we provide JSON export in-product)
• Correct or update your data
• Delete your account. The self-serve flow in Settings → Data wipes your data from our live database immediately; email-fallback deletions complete within 30 days as required by UK GDPR Art. 12(3). Either way, an encrypted backup snapshot taken before the deletion can still contain the data for up to 7 days before it rotates out — see “Retention” below.
• Object to processing or withdraw consent

Email privacy@topolog.co.uk to exercise any of these rights. See our Data deletion page for the exact steps to delete your account and what gets removed. You also have the right to complain to the ICO (ico.org.uk).

7. Retention

Active accounts: data retained as long as the account is active. Cancelled subscriptions: account remains for 30 days after cancellation, then the account's data is deleted. Account deletion (via Settings → Data) runs immediately on our live database.

Encrypted database backups. Our database host (Supabase) takes daily encrypted backups for disaster recovery and retains them on a 7-day rolling window. A snapshot taken before your deletion can therefore still contain your data for up to 7 days, after which it rotates out and is unrecoverable. The backups are encrypted at rest, are not used to restore individual accounts, and cannot be selectively edited — we can’t wipe a single user from a snapshot. They exist only to recover from a catastrophic platform incident.

After deletion, the records that persist beyond the 7-day backup window are: a one-way SHA-256 hash of your canonical email (retained up to two years for trial-abuse prevention; cannot be reversed), Stripe-side payment records (held by Stripe per UK HMRC's 7-year tax requirement; we don't hold a separate copy), and infrastructure logs retained by our hosting platform under its own schedule. See the Data deletion page for the full breakdown.

8. Cookies

See our Cookie Policy for details.

9. Contact

Privacy questions: privacy@topolog.co.uk