Your data
How we handle
your data.
The machine gathers. The humans decide. Your files stay in your cupboard. Your data is not used to train the model.
Last updated 21 August 2026. This is how a MAP sitting actually runs. The legal detail is in Privacy. Paid work is also covered by the contract and a Data Processing Agreement. This page is not a contract and it is not legal advice.
The AI Business Analyst asks so we get one picture of how the work really happens. A person in the House reads it. A person decides what it means for the MAP. The analyst does not make employment decisions about you.
Files you choose to share go into a private, encrypted store for your project. Nothing in it is public. They are encrypted at rest by Cloudflare, under its terms. Access is through Birdhouse. Your files are separated by matter and access-controlled so another client cannot open them.
We use Anthropic’s commercial API inside our system. They do not train their models on that API data unless a customer opts in. We do not opt your MAP in. Your sitting is not there to improve a public model.
Two pipes. Not one.
People hear “AI” and think everything goes to the same place. It does not. MAP has two pipes. They do different jobs.
Your cupboard.
Job descriptions, process packs, documents you choose to share. The original files go from the workspace into a private Cloudflare R2 store for your project. Encrypted at rest by Cloudflare. Not public. Cloudflare runs the cupboard. Birdhouse controls who can open it. The raw file is not pasted into Claude.ai, ChatGPT, or any public chat. The analyst is not sent the file itself. What goes down pipe two is the talk, the text of your job description, and the first few thousand characters of text extracted from each readable file so the analyst can write a short digest of it, with email addresses, phone numbers and similar identifiers masked first.
The sitting.
What you say, your name, your role, and the context needed for the next question. That goes through our system to Anthropic’s commercial API so the analyst can reply, then comes back into your matter. We keep our record. Anthropic does not train on it by default. We do not opt you in.
The analyst is an AI
Ash is an AI system built by Birdhouse on Anthropic's models. It asks the questions and organises what you say. It does not decide anything about you. The Birdhouse people working on your project read the conversation.
What your browser and ElevenLabs keep
If you choose to speak rather than type, your browser's own speech recognition turns your speech into text first. In Chrome that service is run by Google, in Safari by Apple, under their terms, and we cannot control what they keep; if you would rather not use it, type instead. Where the browser has no speech recognition, when it hears no words in a turn, or when you choose it, the audio goes to ElevenLabs to be turned into text. ElevenLabs also speaks the analyst's replies, so the text of each line the analyst says, including where it repeats your words, goes to ElevenLabs to be voiced. Under their standard commercial terms they may retain audio for a period for abuse monitoring and service operation; we do not keep the audio ourselves once it has been transcribed. If you would rather your voice went nowhere, type: the sitting is the same.
What Anthropic keeps
We currently use Anthropic’s standard commercial API. They say inputs and outputs are automatically deleted from their backend within 30 days, subject to their stated legal and usage-policy exceptions. They do not use them to train their models by default. We do not opt MAP in.
Some Anthropic organisations can be approved for Zero Data Retention. We do not describe an engagement that way unless it has been contractually enabled for the API organisation running that MAP.
How a sitting runs
- You get a link assigned to you. When the sitting is finished, it is closed. Do not forward it.
- You see this page and Privacy before the first question.
- You can stop. You do not have to upload a file unless the work needs it and that has been explained.
- The analyst asks about a real Tuesday. Not the policy.
- Do not include health, ethnicity, religion, union membership, sexuality, biometric or criminal information unless this engagement has been designed in writing to take it. If it lands by accident, tell us. We take out what is not needed.
- The House reads the material and joins it up. We do not give your raw sitting to your colleagues.
Who sees what
- You. What you type or say and what you upload, while the sitting is open. After it closes, a copy of everything held about you is available on request, within a month, through the Birdhouse person on the map.
- Named House seats who need it for that engagement. Not the whole table by default. Aneal, as Principal, can close a person or the matter.
- Your organisation. The map of how the work runs, drawn from everyone's sittings, and whether each person invited has sat. Never your words with your name on them.
- Cloudflare. Provides R2. They do not use files in your matter to train an AI.
- Railway. Hosts the system and the database it runs on, in the EU region we have chosen on the account. They keep operational logs for the service.
- Resend. Sends our email: invitations, links, notices. They see the address, your name and role, the subject line naming the project, and the sitting link itself, which is why the link goes to the address given for you and to nobody else. Nothing that was said in a sitting.
- Anthropic. Receives what is needed to answer each analyst request, under their commercial terms and Data Processing Addendum, including the UK Addendum for UK GDPR transfers. We do not send MAP through Claude.ai.
- Host, login and email. Only what is needed to run the workspace and send the invite. If a sitting is spoken, the voice provider is ElevenLabs, named again before you start.
Before paid MAP starts, the client gets the current subprocessor list. If we cannot name who is processing the data, we do not start.
What we do not do
- We do not paste a sitting into ChatGPT, Claude.ai, or Grok in a browser.
- We do not use your MAP to train a generative model.
- We do not sell your personal data.
- We do not run advertising pixels inside the sitting.
- We do not use the standard analyst for patient records, immigration files, payroll dumps, children’s data, or other high-risk records, unless a separate design has been agreed first.
- We do not give raw sittings to colleagues.
- The analyst does not make the final decision about a person.
FAQ
Does the AI learn from our private data?
No model training is part of MAP. The CRM talks to Anthropic on a commercial API. They say they do not use those inputs and outputs to train their models unless a customer expressly opts in. We do not opt MAP in. No client's words are shown to another client. With your employer's written agreement, the Birdhouse people may distil from a sitting a lesson about how the analyst should ask, with names and identifying words removed; that lesson is Birdhouse's, and is listed in the copy you can request.
So is it only stored with Birdhouse?
No. That would not be accurate. Original files sit in the store on Cloudflare R2. The sitting sits in your Birdhouse matter. The information needed to run each AI exchange also goes to Anthropic. We currently use their standard commercial API retention (deleted on their side within 30 days, no training by default). We do not call it Zero Data Retention unless that has been enabled for the organisation running your MAP.
Where is it, physically?
Two answers, because files and sittings travel separately. Files are stored on Cloudflare R2. The region is chosen when the store is created and cannot be switched later. Before paid files go in, we confirm that MAP files are stored in an EU jurisdiction. A Western Europe location hint is not that guarantee. The sitting goes to Anthropic, a US company. They may process in more than one region. Storage is in the United States by default unless otherwise agreed. Their DPA includes the UK Addendum for UK GDPR transfers. If you need a stricter residency route, say so before we start. We do not pretend the standard Anthropic API is a UK-resident service.
Do my colleagues see the sitting?
No. The Birdhouse people working on this map read it to do the work. Your organisation receives the map of how the work runs, drawn from everyone's sittings; leaders are later played the shape of it, structure only, never your words with your name on them.
Can I refuse a file?
Yes, unless a particular document is required for the agreed work and that has been explained. A sitting can often finish with no file. If you share one, say what it is for. That becomes part of the map. We refuse obvious executable uploads.
How long do you keep it?
Sittings and files stay for the engagement, then for twelve months after we close the matter, so we can support implementation, answer questions arising from the work, and keep the engagement record. After that they are deleted, unless the contract or the law requires something different. Deletion means the Birdhouse record, the stored file, and the access. Invoices and the legal file stay as long as UK law requires. You can have a different period written into the contract.
Can you delete me?
You can ask. Write to aneal@bird-house.io. You do not have to fill a Birdhouse form. We may need enough to confirm who you are and find the matter. If we are holding the data for your employer, we pass the request to them and act on their instructions. If we are the controller, we deal with it ourselves. Some rights, including erasure, are not absolute. We respond in the time the law requires. You can also complain to the ICO at ico.org.uk.
Is this ChatGPT?
No. The analyst runs inside Birdhouse and calls a contracted commercial API. It is not someone opening a consumer chat and pasting your business in. House members do not put MAP material into public AI chat products. That is an operating rule, not a slogan.
Who is the controller?
It depends why the information is being processed. For most staff MAP sittings the client commissions, the client normally decides why it is happening and we process on their documented instructions under a Data Processing Agreement. In that case the client is the controller and Birdhouse is the processor. We are the controller for our own diary, billing, security, administration and this website. If an engagement works differently, the contract says so.
What if we are a clinic, a bank, or government?
Tell us before the first sitting. MAP is how the business runs. It is not an invitation to upload every record you hold. We do not use the standard analyst for patient records, case files, payroll datasets, children’s data or other high-risk records unless a separate design, lawful basis, contract and technical route have been agreed first. If you have a residency or regulatory requirement, we check it before we choose the route.
What if someone says something sensitive by accident?
We ask people not to. It still happens. If health, religion, union membership, sexuality, biometrics, criminal information or anything similar lands in a sitting, tell us. We follow the agreed handling process and take out what is not needed for the MAP. Do not rely on the warning alone if the engagement is high-assurance, say so and we design the sitting for it.
Does AI make decisions about me?
Not by itself. The analyst gathers and helps organise. The House reviews. Human judgement stays in the process. MAP is not designed to make a solely automated hiring, firing, promotion or disciplinary decision. Your organisation remains responsible for its own employment decisions.
The sentence we will say in the room
Your people talk to our analyst. That sitting is AI-conducted. The machine gathers. The humans decide. Your original files stay in the Birdhouse store. Only what is needed to run the sitting goes through the AI pipe. Your MAP is not used to train a public model. Your raw sitting is not handed around your organisation. Named people see what they need to do the work. When the engagement ends, the data follows the retention we agreed. Two pipes. One matter. No mystery.
Ask
Questions about a sitting, a file, or your personal data come to Aneal. aneal@bird-house.io. You do not need a special form. We may ask enough to verify who you are and find the right matter.