Privacy Policy

Who is responsible for your data

In this policy, "we" and "us" mean the administrator of moderators.io, the operator of the Moderators website and service. We do not publish a company name or a postal address on this site. Every request about personal data goes to [email protected], and we answer from that mailbox.

Two roles, one policy

We act in two roles. For visitors and account holders (the people who sign up and pay), we decide why and how their data is used. For interview content collected by a customer through a Moderators link, the customer decides why the interviews are run and we process the content on the customer's behalf, only to provide the service.

Your email address and a password, stored as a one-way hash so we cannot read it.
The confirmation code we send to your email and the time it was sent and confirmed.
Billing details for a paid plan, handled by our payment processor. We do not store full card numbers.
Messages you send to [email protected] and our replies.

Data from the website and the demo

The two answers you type into the demo ("What do you want to learn?" and "Who are you talking to?"), the short interview that follows and the finding it produces.
Your IP address, browser type, referring page and campaign tags such as utm_source, which we use to run the demo fairly, prevent abuse and understand which pages lead to sign ups.
Cookies that are strictly needed to keep you signed in and to protect forms. We do not show a cookie banner because we do not use advertising cookies.

Interview data collected for customers

Interview guides, written answers, voice recordings, transcripts, findings and quotes that a customer's participants produce when they open that customer's interview link.
Whatever identifying details a participant chooses to share during the conversation. The customer decides what to ask and is responsible for asking only what the research needs.

Why we use it

To create and secure your account, send your sign in codes and run the service you pay for.
To run interviews, transcribe voice, write findings with quotes and show them to the account that owns the research.
To bill you, send receipts and keep records we need for accounting.
To answer support requests and tell you about changes to the service or these documents.
To prevent abuse, limit repeated use of the demo and keep the service stable.

What we do not do

We do not sell personal data.
We do not use interview content to train models, ours or anyone else's, and we do not allow our service providers to do so.
We do not use interview content for advertising or to build profiles of participants.
We do not recruit participants and we do not contact participants ourselves. Customers invite their own participants with their own link.

Service providers

We use a small number of service providers, grouped by what they do: a payment processor, an email delivery provider, a hosting and infrastructure provider, and AI processing providers that run the moderator and transcription. They receive only the data needed for their task and are bound to protect it and to use it only for us.

Other disclosures

We share data when a customer tells us to (for example through an export), when a sale or reorganization of the service requires it and the new owner keeps these commitments, or when a binding legal obligation leaves us no choice. Where the law allows, we tell the affected account first.

Where data is processed

Our providers may process data in more than one country. We choose providers that commit to protecting data to the standard described here.

How long we keep data

Account data is kept while your account is active.
Interview data is kept in the owning account until the customer deletes it or closes the account. Plans with data retention controls let the customer set shorter periods.
After a subscription is cancelled, the customer can still export interview guides, transcripts and findings for 30 days. After that, the account's research data is deleted from active systems, and it disappears from backups as they rotate out.
Demo inputs are kept for a short period to run and secure the demo and are then removed.
Billing records are kept as long as accounting rules require.

Deleting your data

Write to [email protected] from the email address on the account and ask for deletion. We confirm that the request comes from you, delete what we hold and tell you when it is done. Participants who want their interview removed should ask the customer who invited them, or write to us and we will pass the request to that customer's account.

Rights you can use

Ask what personal data we hold about you and receive a copy.
Ask us to correct data that is wrong.
Ask us to delete your data or restrict how it is used.
Ask for your data in a portable format.
Object to a use of your data that is not needed to provide the service.
Unsubscribe from product emails with the link in each message. Sign in codes, receipts and notices about your account are not marketing and still arrive.

How to ask

Email [email protected] and say what you want. We answer within a reasonable time, normally within 30 days, and we do not charge for a normal request.

How we protect data

Data is encrypted in transit. Access to production data is limited to people who need it to run the service, and account passwords are stored as hashes. No system is perfectly safe, so we also keep the amount of data we hold small. If we learn of a breach that affects your data, we tell the affected accounts without undue delay and say what happened and what to do. More detail is on the research data security page.

Children

Moderators is built for business use. It is not aimed at children, and customers must not invite participants under the age at which they can consent without a parent. If you believe a child has given us data, write to [email protected] and we will delete it.

Changes to this policy

When we change this policy in a way that matters, we update the effective date at the top and email account holders. The version on this page is the one in force. Questions about this policy go to [email protected]. Related documents: terms of service, pricing and the FAQ.