Privacy Policy

This Privacy Policy explains how The Wise Room, operated by Nikolaos Koutras (“we”, “us”), collects, uses, and protects your personal data. We are the data controller for the personal data we process to provide the Service. If you have questions, contact us at support@thewiseroom.app.

From you directly: email address (for authentication and communication); conversation messages (content you write to personas); disclaimer acceptance (record of your acknowledgment of our age requirement and service positioning, including timestamp, IP address, and browser). Automatically: authentication metadata (one-time codes, session tokens, login timestamps); technical data (IP address, browser type, device characteristics); strictly necessary cookies for authentication and session; and, only with your consent, product analytics events (pages viewed, features used, subscription funnel steps). Analytics events never contain the text of your conversations, reflections, or letters. We do not intentionally collect special categories of personal data (health, religion, etc.). Please avoid sharing such data with personas.

Operating your account, providing AI conversations, sending authentication codes, and processing payments where applicable: contract performance (GDPR Article 6(1)(b)). Maintaining audit trail of disclaimer acceptance and complying with legal obligations: legal obligation (Article 6(1)(c)). Preventing abuse, fraud, and security incidents: legitimate interest (Article 6(1)(f)). Product analytics: consent (Article 6(1)(a)).

We work with the following third-party processors, each bound by data processing agreements: Supabase (database hosting, United States); Render (backend API hosting, United States); Anthropic (AI language model, United States); Resend (transactional email, United States); Netlify (frontend hosting, United States); Upstash (cache for rate limiting, Ireland/EU); Stripe (payment processing, United States); and PostHog (product analytics, hosted in the EU; activated only after you accept analytics cookies). When personal data is transferred outside the EU/EEA, we rely on Standard Contractual Clauses (SCCs) approved by the European Commission. We do not sell your personal data.

Your messages are sent to Anthropic for processing by their language models, governed by Anthropic’s data processing terms. We do not use your conversations to train models.

Account data and conversation messages: until you delete your account. OTP codes: up to 1 hour. Disclaimer acceptance audit trail: kept until account deletion. Server logs: up to 30 days. When you delete your account, your account and all personal data associated with it are deleted immediately and permanently. This cannot be undone. We retain only: anonymized safety records with all personal identifiers removed, billing records required for financial compliance, and aggregated, non-identifying analytics.

You have the right to access the personal data we hold about you; rectify inaccurate personal data; erase your account and associated personal data (subject to legal retention requirements); restrict or object to certain processing; receive your data in a structured, machine-readable format (data portability); withdraw consent where processing is based on consent; and lodge a complaint with your local Data Protection Authority. To exercise any of these rights, email support@thewiseroom.app. We respond within 30 days.

We use strictly necessary cookies for authentication and session management; these cannot be switched off. We also use analytics cookies (PostHog) to understand how the Service is used and to improve it — these are set only if you accept them in the cookie notice, and you can withdraw consent at any time from your Account page. We do not use marketing or advertising cookies.

We implement reasonable technical and organizational measures to protect your data, including: TLS encryption in transit; encrypted storage at rest (via Supabase); hashed and salted authentication codes; and limited access on a need-to-know basis. No system is perfectly secure; we encourage you to use a strong, unique password for your email account.

The Service is not intended for users under 18. We do not knowingly collect personal data from children under 18. If you believe a child has used the Service, contact us.

The Service is operated from Greece. By using the Service, you understand your data may be processed in the EU/EEA and (via processors) in the United States.

We may update this Privacy Policy. Material changes will be communicated via the Service or by email. The “Effective” date at the top reflects the latest version.

Data Controller: Nikolaos Koutras, Greece. Email: support@thewiseroom.app.