Who we are, and our role
tri12.ai is operated by tri12.ai, based in London, United Kingdom. Most people use the platform because their organisation is running an organisational review with it. In that case your organisation is the data controller for the programme (it decides who is invited and why) and we process personal data on its instructions as its processor. Where you create an account with us directly, we are the controller for your account data.
This notice is a plain-language summary of how the platform works. Your organisation may provide its own notice for its programme; where the two describe the same processing, the descriptions should agree, and if they don't, tell us.
What we process
| Category | Details | Source |
|---|---|---|
| Account data | Name, work email, role on the platform, and where provided: department, position, seniority and tenure. | Your organisation's administrator, or you. |
| Context provided about you | Documents or notes an administrator adds to help the interviewer ask better questions (a role description, current objectives). Used only in your own interviews, never shown to you as such, never used in anyone else's. | Your organisation's administrator. |
| Interview data | The written transcript of your conversation with the AI interviewer, and the notes it extracts (which topics were covered and what was said about them). Voice audio is processed live to run the conversation and is not stored by us. | You, during an interview. |
| Booth submissions | What you share in the booth, the theme it is grouped into, and your name (identified pilot). | You. |
| Workplace signals | Metadata only from connected work tools: timestamps, thread identifiers, department labels, with personal identifiers replaced by one-way cryptographic codes before storage. No message content, subjects or titles. | Tools your organisation connects. |
| Technical data | Session cookies, IP address and request identifiers in short-lived server logs; delivery records for the emails we send you. | Your browser; our mail service. |
How we use it
- Running interviews and producing group-level findings for your organisation, including AI-assisted analysis of transcripts (theme extraction, narratives, recommendations).
- Measuring how work flows between teams from connected tools, at group level only.
- Operating your account: sign-in, password-set links, security notices, and support.
- Keeping the service secure and improving analysis quality, including checking that AI outputs are fair and accurate.
We do not sell personal data, do not use it for advertising, and do not use your data to train AI models. Your organisation determines the lawful basis for its programme; for our own account and security processing we rely on performing our contract with you and our legitimate interest in running a secure service.
Where data lives, and who helps us process it
The platform is hosted on Amazon Web Services in London (eu-west-2). Transactional email is relayed through Amazon's email service, which for us runs from the United States. Depending on how your organisation's deployment is configured, the following providers process data on our behalf, each only to provide its service to us and under its business terms:
| Provider | Purpose |
|---|---|
| Amazon Web Services | Hosting, storage and email delivery. |
| ElevenLabs | Running voice conversations (speech recognition and synthesis) when the voice interviewer is enabled. |
| Anthropic | Language models for the interviewer and for analysis. |
| OpenAI | Language models and real-time voice, when enabled for a deployment. |
| Gemini language models, text embeddings for search within your organisation's own data, and real-time voice, when enabled. |
Some deployments run language models on infrastructure the organisation controls instead of the providers above; your organisation can tell you which applies to you.
How long we keep it
- Account data: while your account exists. Removing a user removes their account data and interview sessions.
- Interview transcripts, notes and findings: for the life of your organisation's programme, until your organisation deletes the plan or the organisation is removed, which cascades to everything under it.
- Workplace metadata: at most 13 months, deleted automatically every week; disconnecting a tool deletes everything ingested from it.
- Voice audio: not retained by us.
- Server logs: short-lived operational logs, rotated automatically.
Security
Data travels over TLS. Credentials for connected tools are encrypted at rest. Access is role-based: respondents see their own material, your organisation's staff see group-level findings with identifying detail removed, and our team's access is limited to operating the service. Workplace metadata is pseudonymised before it is stored and is subject to a minimum group size that is enforced at write time, so figures about small groups never exist in the database. See the confidentiality page for what this means for you as a respondent.
Your rights
Under UK and EU data-protection law you can ask to access, correct or delete personal data about you, to restrict or object to its processing, and to receive a copy in a portable form. Where your organisation is the controller, the quickest route is its administrator or data-protection contact; we will support any request they pass on. You can also write to us at info@tri12.ai. If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner's Office (ICO) in the UK or your local supervisory authority.
Cookies and local storage
We use only strictly necessary cookies: one to keep you signed in, one that protects forms against forgery, and, if you choose "keep me signed in", a longer-lived remember-me cookie. Your light/dark theme preference is kept in your browser's local storage. There are no advertising or analytics trackers on tri12.ai.
Changes and contact
When this notice changes materially we will update the date at the top and, for changes that affect you, let you know through the platform or by email. Questions go to info@tri12.ai.