Privacy Policy
Last updated: September 2026
Ardeo is built for product teams that work with customer feedback, discovery, evidence and product decisions. That can involve business-sensitive information, so Ardeo is designed to minimise the amount of data processed and shared with third parties.
This policy explains what Ardeo processes, why, and how it is protected.
1.The data you store in Ardeo
Depending on how you use Ardeo, your workspace may contain information such as user names and business email addresses; customer organisations and customer contacts; product requests and feedback; votes and comments; discovery information; evidence and uploaded files; research responses; roadmap information; customer updates; and configuration and integration information.
Your organisation remains in control of the content entered into its Ardeo workspace. Ardeo does not sell customer data.
2.Workspace and customer data
Each Ardeo workspace is logically separated from other organisations. Access to workspace data is controlled through organisation membership, roles and permissions. Customer portal users operate in a separate authentication and permission environment from internal workspace users.
Customers using a customer portal cannot see the identity, feedback or activity of other customer organisations unless information has explicitly been made public by the workspace owner.
Internal information such as discovery notes, evidence, prioritisation scores, owners and internal comments is not automatically exposed through the customer portal.
3.Ardeo AI
Ardeo AI is available on the Pro and Enterprise plans. AI features may include summarising discovery evidence, identifying unanswered questions or gaps in a discovery, analysing research responses, identifying similar requests and helping draft customer-facing updates.
When an Ardeo AI feature is used, Ardeo sends only the minimum information required to perform that specific task to the configured AI provider. For example, when summarising evidence for a discovery, Ardeo processes the relevant discovery text and the evidence linked to that discovery. It does not send the entire workspace, customer database or unrelated requests.
Ardeo does not intentionally send customer names, customer contact details, email addresses or other unnecessary identifying information to the AI provider. Where customer feedback, research responses or other evidence is used by an AI feature, only the content required for that analysis is included where technically possible.
AI-generated content never automatically changes a request status, makes a discovery decision, changes prioritisation, modifies a roadmap, publishes customer-facing information or sends communications to customers. A user must review and explicitly apply or send it.
Ardeo AI can be disabled for a workspace on request. With AI disabled the core product continues to function normally: requests, discovery, evidence, prioritisation, roadmaps, research and customer communication all remain available.
4.AI providers
Ardeo uses specialised third-party AI infrastructure to perform AI operations. Data sent to an AI provider is used solely to perform the requested Ardeo AI function under the applicable business terms of that provider.
Ardeo does not use customer workspace content to train its own general-purpose AI models. We select AI services intended for business use and review their privacy, security and data-processing terms before use. Where required, relevant AI providers are included in our list of subprocessors.
5.Email
Ardeo uses an external email delivery provider to send transactional messages such as account invitations, email verification, password resets, security notifications, research invitations, customer updates and product notifications.
Ardeo currently uses Mailgun's EU infrastructure for email delivery. Only the information necessary to deliver the relevant email is shared with the email provider.
6.Integrations
Pro and Enterprise workspaces may connect Ardeo to third-party services such as Jira, Linear, Slack, Microsoft Teams, HubSpot or webhooks. Integrations are optional.
When an integration is enabled, Ardeo only exchanges the information necessary to provide the selected functionality. Sending a request to Jira, for example, may include the request title, description and selected discovery context.
Third-party services connected by your organisation are also subject to their own privacy policies and data-processing terms.
7.Files and attachments
Users may upload supporting documents and images to Ardeo. Uploaded files are stored separately from the application runtime and are accessible only through permission-controlled application routes.
Ardeo applies technical controls to uploaded files, including file-type validation and restrictions on content that may be displayed directly in the browser.
8.Security
Ardeo uses technical and organisational measures designed to protect workspace information. These include tenant-level data separation, server-side permission checks, encrypted integration credentials, password hashing, optional two-factor authentication, rate limiting, audit logging, restricted file access and security checks during deployment.
No internet-based service can guarantee absolute security, but we continuously review and improve our measures.
9.Audit and activity information
Ardeo records certain security and product activity for accountability and troubleshooting, such as status changes, discovery decisions, roadmap changes, publishing actions, member and permission changes, integration configuration and customer updates.
These records help organisations understand who performed important actions and when.
10.Data retention
Workspace information is retained for as long as the Ardeo account remains active or as required to provide the service.
If an organisation terminates its Ardeo account, data is deleted or anonymised in accordance with our contractual retention and backup procedures, unless we are legally required to retain specific information for longer. Specific retention periods may also be defined in an organisation's Data Processing Agreement.
11.Your rights
Depending on your jurisdiction, you may have rights relating to your personal data, including the right to access it, correct inaccurate data, request deletion, restrict processing, object to certain processing, and receive your data in a portable form.
Where Ardeo processes personal data on behalf of an Ardeo customer, requests relating to that data should normally be directed to the organisation operating the relevant Ardeo workspace.
12.Controller and processor roles
For account administration, billing, security and operation of the Ardeo service, Ardeo may act as a data controller.
For information an organisation stores in its workspace about its own customers, users, research participants or other individuals, Ardeo generally acts as a data processor on behalf of that organisation. The organisation remains responsible for determining the lawful basis and purpose for collecting that information. A Data Processing Agreement can be made available where required.
13.Subprocessors
Ardeo uses a limited number of service providers required to operate the platform, for example for infrastructure, transactional email and optional AI processing.
We aim to minimise both the number of subprocessors and the information shared with them. A current subprocessor list can be made available separately and updated when providers materially change.
14.Changes to this policy
We may update this Privacy Policy as Ardeo develops or as legal and technical requirements change. Material changes will be reflected by updating the date at the top of this policy.
Questions about this policy, a Data Processing Agreement, or turning Ardeo AI off for your workspace? Get in touch.