Privacy Policy

Last updated: [PLACEHOLDER: date]
Version: [PLACEHOLDER: 1.0]

This Privacy Policy is published in two parts. This page has the summary and sections 1 to 7. Sections 8 to 18 are in part 2.

Summary

This summary is here to help. Please read the full policy, because the summary does not cover everything.

• Who we are. Scope is provided by [PLACEHOLDER: company legal name] (ABN [PLACEHOLDER]), based in [PLACEHOLDER: city], Australia.

• Two roles. We decide how we use your account, billing and website information. For the content you put into your workspace, including information about your clients, we act on your instructions.

• What we collect. Your account and billing details, the content in your workspace (projects, files, images, video, proposals, contracts, messages and invoices), meeting recordings and transcripts you create, information your clients add in the portal, and how you use Scope.

• AI. Scope AI and the meeting features process workspace content to produce transcripts, summaries, answers and drafts. Changes to your work are applied only after you approve them. [PLACEHOLDER: one-line training position, only once confirmed.]

• Recordings. Scope's Mac app does not add a bot to your calls, so it is your responsibility to tell people you are recording and to get their consent where required.

• Payments. Card details are handled by Stripe. When your clients pay you, Stripe processes the payment through your own connected Stripe account.

• Sharing. We share information with service providers who help us run Scope, listed on our subprocessors page. We do not sell personal information.

• Your rights. You can ask to access, correct, export or delete your information, and you can complain to the privacy regulator in Australia, the UK or New Zealand.

• Contact. hello@heyscope.io

1. Who we are and how to contact us

Scope is an AI-native workspace for independent creatives and small studios. It is provided by [PLACEHOLDER: company legal name], ABN [PLACEHOLDER] / ACN [PLACEHOLDER], of [PLACEHOLDER: registered address] ("Scope", "we", "us", "our").

This policy explains how we handle personal information when you visit our website, start a trial, use the Scope web workspace or Mac app, or interact with a Scope user as their client, meeting participant, signer or viewer of something they share.

Privacy contact (including our privacy officer): [PLACEHOLDER: name or role], hello@heyscope.io, [PLACEHOLDER: postal address].

UK representative: [PLACEHOLDER: name and address of UK representative under Article 27 UK GDPR, if a lawyer confirms one is required.]

Throughout this policy, "personal information" means information about an identified or reasonably identifiable person. It has the same meaning as "personal data" under UK data protection law.

2. Our role: when we decide, and when we act for you

When we are responsible (controller). We decide how and why we use:

• account, sign-up and login information;

• billing and subscription information;

• website, app usage, device and cookie information;

• support conversations and marketing preferences.

When we act for you (processor or service provider). When you or your team put content into your workspace, including details about your clients and the people in your meetings, you decide what is collected and why. We process that content on your behalf, to provide Scope to you, under our Terms of Service and [PLACEHOLDER: Data Processing Addendum URL]. If you are a client of a Scope user, the Scope user is responsible for how your information is used in their workspace, and section 7 explains how this affects you.

[Lawyer to confirm the role split for each data category, including AI processing and any product-improvement use, and whether a DPA is offered by default.]

3. Information we collect

3.1 Information you give us

• Account information: name, email address, password or sign-in method, business name, role, workspace settings, branding you upload (such as your logo), and the team members you invite.

• Billing information: subscription plan, billing contact, billing address, tax details you provide and payment history. Card details are entered into and processed by our payment provider, Stripe. We receive limited details such as card type, last four digits and expiry date. [CONFIRM]

• Workspace content: clients and contacts, briefs, proposals, contracts, notes, tasks, projects, calendars, files, images, video, documents, moodboards, portfolio pages, messages, comments, approvals and invoices that you or your team add.

• Recordings and transcripts: audio you record with the Scope Mac app (your microphone and your Mac's system audio) or upload, and the transcripts, summaries, decisions, action items, scope suggestions and follow-up drafts generated from it.

• Support and communications: messages you send us, survey answers and feedback.

3.2 Information we collect when you use Scope

• Usage information: features used, pages viewed, actions taken (for example creating, sharing, editing or deleting items), timestamps and error logs.

• Device and app information: IP address, browser and device type, operating system and version, app version, approximate location inferred from IP address, and permissions you grant the Mac app (such as microphone and system audio access). [CONFIRM: whether the Mac app collects crash reports or diagnostics, and from which provider]

• Cookies and similar technologies: see our Cookie Policy.

• Email interaction: whether transactional or marketing emails are delivered and opened, if open tracking is used. [CONFIRM]

3.3 Information we receive from others

• Calendar providers: if you connect a Google or Microsoft calendar, event details needed for calendar features (such as event titles, times and attendees). We do not access your email inbox. [CONFIRM: exact scopes requested]

• Stripe: subscription payment status, and for client payments, payment and account status for your connected Stripe account.

• Your team members and clients: information they add to your workspace or portal.

3.4 Information about people who are not Scope users

Scope users may add or create information about other people, including:

• clients and client contacts (names, email addresses, company details, project information, invoices);

• portal users and share-link viewers (comments pinned to images, timestamped video comments, approvals, messages, and [CONFIRM: views and downloads]);

• signers (name, email address, signature image or typed signature, the consent step, IP address, device and timestamps recorded in the signing certificate [CONFIRM: exact fields]);

• meeting participants (their voices and anything said in a recorded meeting, and names if identified in a transcript);

• [v3 addition, 7 Oct 2026] people shown in media, moodboards or portfolio pages (for example models, clients or members of the public who appear in images or video a Scope user uploads, adds as a reference or publishes on a public portfolio page). [LAWYER TO CONFIRM: whether images of identifiable people need any further notice, especially for public portfolio pages]

Section 7 explains how we handle this.

4. How we use information, and our lawful bases

UK data protection law requires us to state a lawful basis for each use. Australian and New Zealand law require us to use information only for the purposes we collected it for, or related purposes you would reasonably expect.

Where we rely on legitimate interests, we have weighed them against your rights. You can ask us for more detail and you can object (section 13).

5. AI features

5.1 What the AI does

Scope is built with AI across the workspace. Scope AI and the meeting features can:

• transcribe recordings and produce summaries, key decisions, proposed action items and follow-up drafts;

• answer questions about your projects and point to source material;

• analyse briefs, identify deliverables and help draft briefs, scope, proposals and document changes;

• prepare tasks, surface possible additions to the agreed scope and prepare change-order drafts;

• draft client updates and summarise conversations;

• remember information between conversations if you choose (you control this memory);

• [v3 addition, 7 Oct 2026] help with moodboards, for example extracting colours or other elements from reference images you add [CONFIRM: live at launch].

[v3 addition, 7 Oct 2026] Scope AI is built across the workspace, so a single request may draw on several kinds of workspace content. The product vision describes this context as clients, briefs, meetings, files, projects, proposals and agreements. [CONFIRM: the exact content types processed at launch, including whether images, video, feedback comments, messages and tasks are processed] AI features use content from your own workspace only, not from other customers' workspaces. [CONFIRM: whether answers for a team member are limited to content that member can access] [LAWYER TO CONFIRM: whether this broader context changes the purposes, lawful bases or notices in sections 4 and 7]

To do this, the AI processes the workspace content relevant to your request, such as briefs, transcripts, proposals, contracts and project details. [CONFIRM: whether files, images, video, feedback comments and messages are also processed]

5.2 Who processes it

AI and transcription processing is performed by us and our AI service providers: [PLACEHOLDER: provider names, what each does, and where they process data]. These providers act on our instructions under written contracts.

5.3 Training

[PLACEHOLDER: choose one option only after the founder and lawyer confirm it in writing with each provider.]

• Option A: We do not use your workspace content, recordings or transcripts to train AI models, and our AI providers are not permitted to use them to train their models.

• Option B: We do not allow our AI providers to train their models on your content. We may use de-identified and aggregated information derived from usage to improve Scope's features. You can opt out in [PLACEHOLDER: Settings].

Do not publish either option until it is contractually confirmed.

5.4 Automated decisions

Scope's AI prepares suggestions and drafts for you to review. It does not make decisions about you, your clients or anyone else that have legal or similarly significant effects. [CONFIRM. If Scope ever uses a computer program to make or substantially and directly inform such decisions, for example about account suspension or fraud screening, this section must describe the kinds of personal information used and decisions made, as required in Australia from 10 December 2026 (APP 1.7 to 1.9), and UK rights under Article 22 must be explained.]

5.5 Accuracy and approval

AI output can be incomplete or wrong. Changes to your work that Scope AI suggests, such as creating tasks or editing a document, are applied only after you approve them. [CONFIRM: full list of actions requiring approval] Please check important details before relying on or sending AI output.

5.6 How long AI data is kept

Prompts, AI outputs and assistant memory are kept as part of your workspace until you delete them or your workspace is deleted (section 11). [PLACEHOLDER: provider retention, for example zero retention or a limited period for abuse monitoring]

6. Recordings and transcripts

The Scope Mac app records your microphone and your Mac's system audio during online calls, or the room during in-person meetings, when you start a recording. You can also upload recordings. No bot joins the meeting, so participants are not notified automatically.

If you record a call or meeting, you are responsible for telling everyone who is recorded, and for getting their consent where the law requires it. Laws differ between countries, and in Australia between states and territories. Our consent checklist explains the basics, but it is not legal advice.

Audio is processed to create transcripts and other outputs. [PLACEHOLDER: retention of audio, for example "We delete the audio [immediately / X days] after the transcript is created, unless you choose to keep it" or "Audio is kept until you delete it".] Transcripts and outputs are kept until you delete them or your workspace is deleted.

7. If you are a client of a Scope user, a meeting participant or a signer

If a Scope user has added your details, invited you to a client portal, shared a link with you, asked you to sign a document, sent you an invoice or recorded a meeting you were in, that Scope user decides how your information is used in their workspace. We process it on their behalf to provide Scope.

What this means for you:

• The Scope user should tell you that they use Scope and how they handle your information. In New Zealand, from 1 May 2026, agencies that collect information about you from someone else generally must take reasonable steps to let you know (IPP 3A). [Lawyer to confirm how responsibility is shared between Scope and its users under IPP 3A, APP 5 and Article 14 UK GDPR.]

• To access, correct or delete information in a Scope user's workspace, please contact that business first. If you cannot reach them, or if your request is about something we control (such as security logs), contact us at hello@heyscope.io and we will help or pass your request to the business.

• When you use a client portal or share link, we collect the comments, approvals and messages you add, and technical information such as IP address and browser type. You do not need a Scope account.

• When you sign with Scope Sign, we record the information shown in the signing certificate so the signature can be verified later.

• [v3 addition, 7 Oct 2026] Scope Sign is [PLACEHOLDER: "built and operated by us" OR "provided with the help of [provider], which processes signer details, the document and signing events as our subprocessor"]. The business that sent you the document decides how the signed document is used and kept. [CONFIRM: in-house or provider] [LAWYER TO CONFIRM: whether signing-certificate data (IP address, device, timestamps) is processed by Scope as controller for evidence purposes, or as the user's processor]

• When you pay an invoice, the payment is processed by Stripe (section 8).

This policy continues in part 2, which covers sections 8 to 18 (payments, sharing, international transfers, retention, security, your rights, marketing, cookies, children, changes and contact). Read part 2 of the Privacy Policy.