Privacy & information security

Information we handle

Between stores your account email, account identifier, account approval and sign-in information, and the situations, full conversations, behaviours, actions, check-in dates, rehearsals and reflections you save. It records which information rules applied when a reflection was saved, automatic themes and the links to their supporting reflections. Older separate learning contributions retain their original sharing status. We also record the furthest introduction page you reach, its wording version and the time of that progress, alongside your completed acknowledgement.

This information supports your practice, lets you return to it, controls access and supports the emails described below. Administrators can see account and onboarding status and activity counts, such as practices, actions, reflections and days active. These counts do not give them access to your private coaching text and are not evidence of performance or improvement. Days active are not a count of all visits.

Who can see what

• You: your own private practices and saved learning.
• Other participants: no access to your private records.
• Coaches: reviewed, published team themes, not your raw conversations, actions or reflections.
• Automatic theme processing: a restricted server process analyses eligible saved reflections across the pilot. It sends reflection text, outcomes, behaviour tags and temporary source labels to AI services. Account identifiers and emails are not included in theme prompts.
• Administrators: account emails, approval status, onboarding progress and acknowledgement status, roles, activity counts and theme administration. The app does not grant them access to private coaching records.

Lawrence Craig of Leaner operates Between. Administrators can still manage any legacy themes and contributions shared under the earlier rules. Hosting and technical administration involve privileged access outside the ordinary participant and coach screens. The app’s access restrictions are not a claim that infrastructure operators can never access stored information.

Automatic team themes

Every reflection saved after acknowledging the current rules contributes to that analysis. There is no separate private-save option. You can choose not to save a reflection. Conversations and rehearsals are not sources for team themes. Earlier reflections are excluded, and existing participants must acknowledge the updated rules before making new saves.

The app combines eligible reflections across the whole pilot, performs a second automated check and verifies that at least three different saved reflections support the same learning pattern. Each reflection counts once; multiple reflections from the same participant can count. There is no monthly reset. Failed or uncertain checks hold the theme back. This reduces risk but does not guarantee anonymity or accuracy. Themes are discussion prompts, not assessments of individuals or proof of improvement.

Processing runs after a reflection is saved and when coaches open or return to the report. It can be delayed by failed checks, service limits or insufficient evidence. Deleting your practice removes its reflections and immediately withdraws themes they support. Relevant source changes also withdraw affected themes. This cannot undo what someone has already read or copied. Contact Lawrence about a theme that appears identifying or inaccurate.

AI processing and optional voice input

The companion uses OpenAI through the Lovable AI Gateway. Relevant information from your own practice is sent to these services to generate replies, suggestions, rehearsal feedback and email summaries. This processing happens on servers, rather than only on your device.

The companion is instructed not to request or repeat credentials or unnecessary identifying details, to treat participant text as context rather than instructions, and not to invent access to other accounts or company systems. These are AI instructions, not guarantees. Local pattern checks also run before text is saved or sent to AI, and before generated replies and summaries are used. A suspected match is blocked so you can rewrite it. There is no send-anyway option. Checks can miss names, context and commercially sensitive information, or flag harmless wording. Review your input and AI output before using or sharing them.

Voice input requires your microphone permission and sends the recording to the transcription service through the AI gateway. The app does not save the audio as a practice recording. Text checks happen after transcription and cannot prevent this earlier audio processing. The resulting text goes into your draft for you to check before sending. Provider processing and retention are separate from app storage.

This notice does not promise a particular AI-provider retention period, training exclusion or processing country. The app database is hosted in Europe (London); that does not establish where AI, email, logs or backups are processed. Provider terms and hosting arrangements need confirmation before using Between for information that requires those guarantees.

Controls in place, and their limits

• Sign-in, email confirmation and admin approval or pre-approval control entry to the app. Users complete an introduction and acknowledge the information rules before creating content or using text AI features.
• Database-level ownership rules restrict private records to their owner, rather than relying only on hidden screen controls.
• Protected requests check the signed-in account and its permissions. Coach roles can be assigned only by an administrator.
• AI credentials remain on the server. Personal coaching uses your own practice context. Automatic theme analysis uses eligible saved reflections across the pilot through a restricted server process. Both use usage limits and duplicate-request controls.
• The live site and service requests use HTTPS to protect information in transit. This is not end-to-end encryption.
• The app does not put coaching conversations in browser local storage. Sign-in session information is stored to keep you signed in.
• Application error reports are reduced to generic categories and status codes, rather than raw private text. This does not establish what infrastructure providers log.
• Optional assistant connections require account authorisation and are read-only, with the same account access restrictions. A connected assistant may process the records you permit it to read under its own terms.

No online service can guarantee absolute security. These controls are not an independent security certification or a promise that AI will never make mistakes. Use a unique password, keep your device secure and sign out on shared devices. Between is not a confidential document repository or a channel for reporting urgent risks, incidents or safeguarding concerns.

Emails and contacting Lawrence

Account confirmation and password reset emails support your access. Saving an action or reflection can trigger an AI-written summary sent only to your account email. Summary instructions prohibit names and verbatim quotations. AI wording is checked before sending but is not guaranteed to be free of sensitive details. If summarisation is unavailable, there is no fallback email containing your original words.

A check-in date can trigger one reminder on that date only, not before or after it. It contains no action text. Email providers and your organisation’s email systems may process these messages; an email inbox is outside Between’s access controls.

Contact Lawrence sends the message you type and your account email to lawrence@leaner.info, not your practice or conversation. Do not include sensitive details in support messages. Email services also handle recipient addresses and delivery information.

Retention and your choices

The pilot ends on 1 January 2027. New text submissions and AI processing close after that date. Pilot records and accounts are retained for 90 days after the pilot end date and scheduled for deletion on 1 April 2027. The automated check runs hourly and retries if deletion fails. This includes saved conversations, rehearsals, actions, reflections, contributions, published themes, approval records, onboarding progress and acknowledgements. No approved extension is currently configured.

Your data lets you delete individual practices or your account earlier, with a confirmation before deletion. Related content is deleted and supporting themes are withdrawn. A restricted ledger of deleted record identifiers is kept until pilot deletion to help reapply deletions after a restore. Operational deletion status, times and counts contain no conversation text or account identifiers and expire after 90 days.

Deletion from the live app does not recall emails or erase provider logs and backups. Their retention and restore arrangements still require confirmation. The app has no self-service export. Contact Lawrence for a copy of your information.

You can choose not to use voice input or save a reflection, and delete a practice later. Contact Lawrence to request access to, correction of, or deletion of your information, or to raise an objection or restriction request. The applicable rights depend on the circumstances and law. You may also raise a data-protection concern with the UK Information Commissioner’s Office at ico.org.uk.

Questions or a security concern?

Contact Lawrence Craig at lawrence@leaner.info. If you suspect unauthorised access or accidental disclosure, stop sharing the information and report the concern without sending passwords or more private content. Follow your organisation’s incident-reporting process where relevant.

This notice describes the current app and its limits. It will need updating when processing arrangements or controls change. It is not a substitute for your organisation’s approval or a completed legal and information-security review.