Privacy.

What is captured at an event

• Room audio → text. The capture device records the room in ~20-second chunks, sends each to a transcription model, stores the text, and discards the audio. No recording of anyone's voice is retained or can be played back.
• Your display name — whatever you typed when you scanned the QR. It can appear on the big screen next to your contributions.
• What you did on your phone — comments, votes, topics you proposed, and the order you ranked things in.
• An anonymous device key, stored in your own browser, so the same phone is recognised for the length of the event. It is not linked to you and does not follow you to another event.
• An email address, only if you type one — to join a follow-up action, to receive the summary, or to subscribe to updates. Never required to take part.

We do not identify who said what in the transcript. There is no speaker separation, so a transcript records that something was said in the room, not who said it.

If you registered yourself for an event

Some events have their own public page where you can put yourself on the guest list before the room opens. Only your name and email address are required — your organisation, role, LinkedIn profile URL, and short answers about what you're hoping to get out of the event or could offer it are all optional, and the page tells you so before you fill anything in.

If you share a LinkedIn URL, we use it to look up your public profile — headline, current role, location, and similar — with an automated lookup tool (Apify). It is never published on this site and never sent back to LinkedIn, and it reaches other guests only if you ask us to, below. Leaving the field blank costs you nothing: the rest of registration works exactly the same.

If you tick “introduce me to other guests”, we may show your name, organisation, role, your two answers and your public professional details to other people registered for the same event, in a short document suggesting who they might want to find. Your email address is never shared, and neither is your photo. The box is unticked by default; leave it alone and nothing about you reaches another guest. It also works the other way round: if you do not tick it, you will not receive suggestions about anyone else either. Those introductions are written by an AI model too — the same one described below, through the same provider (OpenRouter), from the same details, again without your email address or your photo. It writes a sentence or two about why you and another guest might want to talk, and something they could open with, for them to read and repeat.

The briefing is written by an AI model. To produce it, what you gave us — your name, organisation and role, both free-text answers, and anything the LinkedIn lookup found — is sent along with every other registrant's to a language model (through OpenRouter, the same provider described below), which writes a short private briefing for the organiser about who is coming. Your email address is deliberately not included, and neither is your profile photo. The briefing exists only as a document for the organiser preparing the event; it is stored with the event and dies with it.

It is deleted when the event is deleted, and it exists nowhere else — a registration lives in the same list as an organiser-uploaded guest, described opposite, and dies with the same event.

If an organiser added you to a guest list

An event's organiser can give us a list of the people they intend to send the write-up to — an email address, and optionally a name and an employer. They can type it in or upload it, and they can mark who actually turned up.

This is the one thing on this page that may hold your details without you having given them to us. The organiser chose to add you and is responsible for being entitled to: we hold that list on their behalf, for their event, and it is used for nothing else. We do not add it to any mailing list, we do not use it to contact you about Nexus, and it is never combined with another event's list.

It is deleted when the event is deleted, and it exists nowhere else. The organiser can also remove any single person from the list at any time, and so can we — ask either of us. Write to hello@fordcastle.com.

Who else sees it

Nexus is built on a small number of services, and this is all of them:

• OpenRouter — transcription, topic extraction, moderation, the written recap, the organiser's pre-event briefing about who registered, and the introductions sent to guests who asked for them (see above: the registration details and anything the LinkedIn lookup found, but never an email address and never a photo). Text is sent for processing; it is not used to train models.
• Apify — looks up the public LinkedIn profile behind a URL you or an organiser shared, only when one was given. Nothing else about you is sent to it.
• Supabase — the database everything is stored in.
• Google Cloud / Firebase App Hosting — where the site itself runs.
• Stripe — payments, when they are switched on. Card details never reach us.

We do not sell anything to anyone, and there is no advertising or third-party analytics on this site.

How long it is kept

Indefinitely, until the organisation deletes it. There is no automatic expiry. An event's organiser can delete it outright from their portal, which removes the transcript, the topics, the comments, the participants and any published recap — permanently, with no backup and no undo.

We would rather say this plainly than imply a retention policy we do not yet operate. If you attended an event and want your contributions removed, the organiser can do it, and so can we.

An uploaded guest list — including a self-registration, which lives in the same table — is the one exception, and it is deliberately narrower: it lives and dies with its event, and deleting the event deletes the list.

Attendees, and the room's own rules

A published recap follows whatever the room agreed. Where an event is run under the Chatham House Rule, our recaps name convenors and sponsors only — no attendee name and no employer appears, and contributions are attributed by role. That is our default unless an event says otherwise.

The organiser is responsible for telling the room it is being captured. The join screen says so too, before you enter a name.

A person here reads the AI's write-up

While Nexus is in testing, someone at Fordcastle reads what the AI made of an event before it can be handed to anyone — the take-home document and the guest introductions, usually within 24 hours. It is a quality check on a machine-written summary of a real room, and it means a human here sees that summary. It is temporary, and it does not extend to listening: there is no audio to listen to.

Two things we keep after an event is gone

The rest of this page says data dies with its event. These two deliberately do not, and it would be misleading to leave them out:

• The email address behind a free first session. Anyone can run one event without an account. We keep the address you gave specifically to enforce “one per person” — so it has to outlive the event, and it survives even if that event is deleted. It is used for nothing else: no mailing list, no marketing.
• An address you gave us on purpose, on a recap page. If you asked to be kept posted, or enquired about running Nexus at your own event, that is Fordcastle's own list rather than the event's, and it stays until you ask us to remove it. The two are kept separate from each other and from any guest list, and neither is ever merged into the other.

To be removed from either, write to hello@fordcastle.com.

Your rights

You can ask what we hold about you, ask for it to be corrected, or ask for it to be deleted. If you have a Nexus login you can change your own name and password from your profile at any time.

Write to hello@fordcastle.com.