Privacy Policy

This policy explains how the hosted Owner's Outcome service handles personal information. Byron Darlison is the operator and person responsible for that information ("we", "us", or "our"). Questions and privacy requests may be sent to byron@darlison.com.

This policy applies to the hosted Owner's Outcome service and its account, conversation, record, check-in, reminder, export, and support features. It does not govern a separate service that someone else deploys from an earlier openly licensed version of the code. That operator must publish its own privacy policy.

The short version

We use your information to provide and secure Owner's Outcome, create the records you ask for, continue your conversation, send emails you have asked for, and meet legal obligations. We never sell your answers or give them to anyone for their own use. We do not use third-party advertising or behavioral analytics.

Cloudflare hosts the service and database. OpenAI is the AI provider, Resend is the selected email provider, and Ghost is the selected optional newsletter provider. Selected paths require release configuration before use; selection is not a claim that every path is active. Development and review model assignments do not change these product providers. They process information for us under their service terms. Details are below.

Information we collect

Account and consent information

We collect your email address, sign-in and session information, account status, reminder preference, the versions of the Terms and Privacy Policy you accepted, and the time of acceptance. Security records may include IP address, browser or device information, request time, and authentication or abuse-prevention events.

Optional owner information

Settings offers First name, Last name, and Role or title. Each field is optional and can be cleared independently. These current profile facts do not rewrite dated records.

Conversation and working drafts

We store what you send in the guided conversation, the responses returned to you, and unfinished drafts so you can continue later. This can include information about your business, goals, money, time, role, family, partners, employees, customers, risks, and limits if you choose to discuss them.

Owner's Outcome records

We store the structured records you confirm, including Owner's Outcomes, their measures, guardrails, dates, status, Next Actions, Done results, Actual Impact, Lessons, and the dates on which those records were finalized or closed. We also keep the audit and history needed to show what happened without silently rewriting earlier records.

Reminder and delivery information

If email reminders are enabled, we store the dates and reminder preferences needed to schedule them, the email category, delivery status, attempts, bounce or complaint state, and unsubscribe or suppression status. Reminder emails contain a generic prompt and a link back to the service. They do not contain your answers, Owner's Outcome, Next Action, Actual Impact, or Lesson.

Support and privacy requests

If you contact us, we collect the message, contact details, supporting information, and our response. We may ask for enough information to verify your identity before acting on an account or privacy request.

Where the information comes from

Most information comes directly from you. We also create service records from your use, such as timestamps, delivery events, audit events, and the structured records you confirm. Cloudflare and Resend return limited security and delivery information. The selected AI provider returns the generated conversation response.

How we use information

We use personal information to:

• create, authenticate, and secure your account;
• keep the conversation, drafts, Owner's Outcomes, Next Actions, check-ins, results, lessons, and history you ask us to keep;
• generate guided questions, summaries, and read-backs through the OpenAI API;
• schedule and deliver account, check-in, reminder, security, and legal emails;
• let you resume work, download a PDF, export your data, or erase your account;
• prevent fraud, abuse, duplicate delivery, unauthorized access, and security incidents;
• troubleshoot and improve the reliability and accessibility of the service using service-level information rather than advertising profiles; and
• comply with law, enforce the Terms, and respond to valid legal requests.

Where a law requires a legal basis, we process information as needed to provide the service you requested, for our legitimate interests in operating and securing it, with your consent for optional reminder emails, and to comply with legal obligations. You may withdraw consent for reminder emails at any time. Some account and security processing is necessary to provide the service.

AI processing

The conversation uses the selected OpenAI API route. We send the provider the conversation content and instructions needed to produce the next response. Do not enter information that is not needed for the exercise.

OpenAI states that API inputs and outputs are not used to train its models by default. Under OpenAI's standard API controls, content may be kept in abuse-monitoring logs for up to 30 days, with legal exceptions. Endpoint and feature application-state retention varies; persistent objects can remain longer. Zero retention and regional controls depend on eligibility and configuration. This policy does not assert that those optional controls are enabled. Our selected product use does not opt in to provider model training.

AI-generated content can be inaccurate. The service does not finalize an Owner's Outcome or Next Action merely because the AI suggested it. You decide what to confirm.

Service providers

We use the following providers to operate the hosted service:

Cloudflare

Cloudflare provides hosting, web delivery, security, database storage and recovery history. Cloudflare processes account, conversation, structured-record, and technical information as needed to provide those services. No Canada-only processing restriction is promised; Cloudflare may process information outside your province or country through its network and service locations. See Cloudflare's privacy policy.

OpenAI

OpenAI provides the API that generates the guided conversation. It receives the content and context sent for that response, along with limited request metadata. API content is not used for model training by default and may be kept in abuse-monitoring logs for up to 30 days under the standard configuration. See OpenAI's privacy policy and API data controls.

Resend

Resend is the selected provider for sign-in, check-in, reminder and account-security emails. It receives the destination, generic message, return link where applicable and delivery metadata. Product emails do not include your saved Outcome or conversation. Resend documents 30-day email and log retention on its Free, Pro and Scale plans and seven-day backups. Remaining customer data may take up to 90 days to delete after the operator's service account terminates; this is not a deadline for deleting an individual owner's account. Data is stored in the United States even with an EU sending domain. Earlier message removal requires contacting Resend. See data handling and subprocessors.

Ghost

Ghost is the selected optional newsletter membership provider. An affirmative newsletter choice permits the email address and subscription state needed for that relationship. It does not receive your Outcome, conversation or working drafts. Its data-processing agreement permits processing inside and outside the EU. Its service-deactivation deletion period of 90 business days has legal and isolated-backup exceptions and is not an individual-member deletion deadline. Unsubscribe does not erase every provider copy. See Ghost's data-processing agreement. Subprocessor details are available through that agreement and the operator's provider relationship.

We verify actual enabled paths and settings before release. No unverified tracking, regional-processing, zero-retention or provider-deletion setting is promised here. If we replace a provider or materially change what it receives, we will update this policy before the new processing begins and require acceptance when the change materially affects your rights.

When information is disclosed

We disclose information only:

• to the providers above so they can operate and secure the service for us;
• when you direct us to do so;
• when reasonably necessary to investigate misuse, protect rights or safety, or respond to a security incident;
• when required by law, court order, or a valid request from a public authority; or
• as part of a sale, reorganization, or transfer of the hosted service, provided the recipient must protect the information consistently with this policy and you receive notice when the law requires it.

We never sell your answers or give them to anyone for their own use. We do not disclose them for third-party advertising, data brokerage, or independent AI training.

Cookies and similar storage

We use only the cookies, browser storage, and similar technology needed to sign you in, protect the account, remember necessary preferences, preserve unsent text safely, and run the service. We do not use third-party advertising cookies or cross-site behavioral tracking. We do not enable third-party product analytics in the hosted service described by this policy.

International processing

The providers above operate outside Canada, including in the United States, and may use subprocessors in other countries. Information processed there can be subject to the laws and lawful access powers of those places. We remain responsible for the providers we use to process information for us and use contractual and technical safeguards appropriate to the service.

How long we keep information

We use the following retention rules:

• Active account: We keep your account, optional profile, conversation, drafts, structured records, history, reminder records, and audit records while your account is active so the service can show and export the complete record.
• Account erasure: When you complete the guarded erasure flow, we erase the active account and its content promptly, including saved drafts, visible history, profile, pending proposals and retained processing copies. Sessions and pending access end. Recovery history may remain for up to 30 days. It does not keep your account active. Before service resumes after a restore, later erasures must be reapplied. If erasure evidence cannot be recovered and verified, service remains stopped.
• OpenAI API: Content in standard abuse-monitoring logs is kept for up to 30 days, unless OpenAI must keep it longer for legal or security reasons.
• Provider-held copies: The separate OpenAI, Resend, Ghost and Cloudflare terms above govern their copies and exceptions. Account erasure does not promise a universal deletion deadline for every processor. We act on applicable deletion requests through those providers. Bounce, complaint and keyed suppression evidence may remain where needed to prevent unwanted or repeatedly failing mail.
• Security logs we control: We keep technical security and access records for up to 30 days, unless a specific incident, abuse investigation, or legal requirement makes a longer period necessary.
• Support, privacy, and legal records: We may keep correspondence and the evidence needed to show how a request or dispute was handled for up to 24 months after it closes, or longer when law requires it.
• Minimal erasure and suppression records: After erasure, we may keep a keyed one-way hash of the email address only where needed to honour an unsubscribe, bounce, complaint, or duplicate-erasure safeguard, plus the user identifier and completion time and ended non-content access-grant records needed to prevent restored access. One-way session-token digests may identify an already-deleted account until the former session expires, never more than 30 days; they cannot authorize access. Minimal provider message identifiers and sanitized delivery events may remain for security and suppression, without email bodies. These records do not contain your conversation or structured work and are not used to rebuild your account. A suppression hash is kept only while the service needs it to prevent unwanted email.

Opaque pending newsletter-removal handles, or a minimal manual-reconciliation marker when the provider supplied no handle, may remain until removal can be verified; they cannot send mail or restore account access.

We may keep information longer when required by law, needed to establish or defend a legal claim, or necessary to investigate a documented security incident. When that reason ends, the information returns to the normal deletion schedule.

Security

We use access controls, authenticated sessions, encryption in transit, provider-managed encryption at rest, least-privilege service credentials, audit records, input validation, and safeguards against duplicate or unauthorized writes. Access to production information is limited to people and providers who need it to operate, secure, or support the service. We do not place owner answers, email addresses, sign-in codes, or raw conversation bodies in application logs by design.

No online service can guarantee absolute security. If a breach creates a real risk of significant harm, we will investigate, take reasonable steps to reduce the harm, and give the notices required by law.

Your choices and privacy rights

Depending on where you live, you may have the right to:

• know whether we hold personal information about you and receive access to it;
• correct inaccurate or incomplete information;
• obtain a portable export of your account information;
• delete your account and erase information, subject to narrow legal and security exceptions;
• withdraw consent for optional reminder emails without affecting earlier lawful processing; and
• complain to the privacy regulator that applies where you live.

Settings provides reminder controls, a complete account export, and guarded account erasure, including while updated Terms or Privacy await agreement. The export includes saved account and profile data, reminder and newsletter preferences, affirmative legal acceptance evidence, all owned Outcomes and Next Steps with Results, complete visible conversation history including imported history, and saved unfinished owner facts and answer history. It excludes unsaved profile edits, credentials, hidden prompts, reasoning and internal model context. You may also send an access, correction, deletion, or other privacy request to byron@darlison.com. An export alone does not limit your right to ask a question or request access in an accessible form.

We may need to verify your identity and clarify the scope of a request. We will respond within 30 days when Canada's Personal Information Protection and Electronic Documents Act applies, unless that law permits an extension. Some information may be withheld or kept where law requires or permits, and we will explain the reason when allowed.

You may complain to the Office of the Privacy Commissioner of Canada or to another regulator that has jurisdiction where you live. Please contact us first if you are comfortable doing so, so we have an opportunity to address the concern.

Information about employees, customers, and other people

Your answers may refer to employees, customers, partners, family members, or other people. Only enter what is needed, and only when you have a lawful reason and authority to provide it. Avoid names and identifying details when a role or general description will do. Do not enter sensitive personal information about another person merely because it might help the conversation.

If another person asks us about information in your account that concerns them, we will consider the request under applicable law, verify identities, and protect your rights and the rights of others. We will not give them your full business record merely because they are mentioned in it.

Our code and your privacy

The application code and the Owner's Outcome framework are proprietary. Nothing from your account is ever added to them. Your data is stored in the service's database and recovery history described above, and processed by the infrastructure providers named in this policy. It is never sold, and never given to others for their own use.

Children

The hosted service is for adults using it for business or professional purposes. It is not directed to anyone under 18, and we do not knowingly create accounts for children. Contact us if you believe a child has provided personal information through the service.

Changes to this policy

We may update this policy as the service, providers, or law changes. We will post the new version and effective date. If a change materially affects your rights or how we use or disclose information, we will give notice and require you to accept the new version before you continue using the service.

Contact

Byron Darlison Email: byron@darlison.com