Privacy Policy

Last updated: February 11, 2025

1. Data Controller

Overscale Solutions Oy
Business ID: 3323553-5
Pohjantie 8-10 A 17, 02100 Espoo, Finland
Website: overscalesolutions.com

2. Service Description

Wellprepd is a meeting preparation and facilitation platform operated by Overscale Solutions Oy. The service is available at iam.wellprepd.com and wellprepd.com.

3. What Data We Collect

We collect only the data necessary to provide the service:

  • Account data: Email address used for authentication via magic link.
  • Profile data: Name and display name you choose to provide.
  • Session data: Meeting content you create — agendas, preparation materials, notes, and outcomes.
  • Usage data: Aggregate interaction data to improve the service. We do not track individual behavior for surveillance or judgment purposes.
  • Technical data: IP address, browser type, and device information for security and service quality.

4. How We Use Your Data

  • To provide, maintain, and improve the Wellprepd service.
  • To authenticate your identity via magic links.
  • To send service-related communications (session invitations, reminders).
  • To generate AI-powered preparation materials for your sessions.
  • To produce aggregate statistics for hosts — never individual-level tracking.

5. Psychological Safety by Design

Wellprepd is built on the principle that psychological safety is paramount. This extends to data handling:

  • Individual preparation progress is never exposed to other participants or hosts.
  • Hosts only see aggregate readiness data — never individual completion rates.
  • Anonymous signals and confusion indicators cannot be traced back to individuals.
  • Private notes remain private unless you explicitly choose to share them.

6. Data Storage and Processing

Your data is stored in secure cloud infrastructure within the European Economic Area (EEA). We use:

  • MongoDB: For application data storage.
  • Azure Blob Storage: For uploaded materials and documents.
  • Redis: For temporary session data and authentication tokens.
  • SendGrid: For transactional email delivery.

7. AI Processing

Wellprepd uses AI services (xAI) to generate preparation materials and session insights. Session content sent to AI providers is processed according to their data processing agreements and is not used to train their models. We use business-grade API access with data protection guarantees.

8. Data Sharing

We do not sell, rent, or share your personal data with third parties for marketing purposes. Data may be shared with:

  • Service providers (infrastructure, email, AI) under data processing agreements.
  • Authorities when required by Finnish or EU law.

9. Data Retention

We retain your data as long as your account is active. When you delete your account:

  • Personal data is removed within 30 days.
  • Session data you created is anonymized or deleted.
  • Backup copies are purged within 90 days.

10. Your Rights (GDPR)

Under the General Data Protection Regulation (GDPR), you have the right to:

  • Access your personal data.
  • Rectify inaccurate data.
  • Erase your data ("right to be forgotten").
  • Restrict processing of your data.
  • Data portability — receive your data in a structured format.
  • Object to processing based on legitimate interest.
  • Lodge a complaint with the Finnish Data Protection Ombudsman (tietosuoja.fi).

11. Cookies

We use only essential cookies required for the service to function:

  • Authentication cookies: To maintain your login session.
  • Preference cookies: To remember your language and theme settings.

We do not use tracking cookies, advertising cookies, or third-party analytics that follow you across websites.

12. Changes to This Policy

We may update this privacy policy from time to time. Significant changes will be communicated via the service or email. Continued use of the service after changes constitutes acceptance of the updated policy.

13. Contact

For privacy-related questions or to exercise your rights, contact us at:
Overscale Solutions Oy
Pohjantie 8-10 A 17, 02100 Espoo, Finland
Email: privacy@wellprepd.com