Privacy Policy

Last updated 5 November 2026

This policy says what ArtemisTech LTD, trading as MeaningFuel ("MeaningFuel", "we", "us"), does with personal data in the MeaningFuel service and on meaningfuel.io. ArtemisTech LTD is registered in England and Wales under company number 13761124, with its registered office at 1st Floor, Gallery Court, 28 Arcadia Avenue, London, N3 2FG. For anything in this policy, data requests included, write to privacy@meaningfuel.io.

1. Our role

For the people an organisation enrols to receive the daily insight ("recipients"), the organisation is the controller and we are its processor, under the data processing addendum. For everyone else - account holders, billing contacts, people on the waiting list, website visitors and people who write to us - we are the controller. A recipient who claims a sign-in of their own is an account holder as well.

2. People who receive the daily insight

Their organisation gives us, and we process on its behalf:

• their email address, and a first name if given;
• their team, and optionally a manager, department and job title, typed or pasted in or synced from the organisation's directory or HR system, with that system's identifier for them and how the record arrived;
• the hour, timezone and days of their team;
• whether they are active, when their emails stopped if they did, and what a mail provider said if their address bounced or was refused.

The service adds:

• a record of each message: when it was sent and delivered, or failed; whether its link to the answer page was followed; which of the four options was chosen and whether it was right; two optional answers, each one of two - whether it was useful or not for them, and whether to send more or less of its theme; whether the end of the explanation was on screen for three seconds, recorded once and never how long; and whether it was marked as spam;
• during a module: their acceptance or decline of the invitation, each day's email sent and delivered, their answers, whether they found the day useful, a voluntary "I ran it" tap, and check-in answers, including a free-text "what still gets in the way";
• the occasional question: one of two short questions, how the month at work has felt or whether they see a value or skill their employer chose in how their team works, every 14 days, every 30 days, every 90 days, or never, as their employer sets. It can be skipped. An answer is stored as its position on the scale, and the day it was shown is recorded whether or not it was answered;
• a topic they would like more of, if they tap one under the answer: stored as the topic, with nothing typed, and counted for their employer without their name;
• a vote to stop the emails, if they pressed Unsubscribe: which insight and topic it was on, the reason chosen and any note. A vote from a shared list carries no name unless the reader typed one into the note.

We do not ask for or store a recipient's gender, ethnicity, age or any other protected characteristic.

A message posted to a shared Slack or Microsoft Teams channel, or sent to a distribution list address, has no individual behind it from our side: answers and reactions there are counted, not recorded against a person. The exception is a reader who has claimed an account of their own and is signed in: their answer and reaction are recorded against them, as they would be from their own email.

Our email carries no tracking pixel, and our delivery provider does not rewrite its links, so we do not know whether a message was opened. The provider tells us whether each message was delivered, bounced or refused, and whether it was marked as spam.

The legal basis for all of this is the organisation's, as controller; ours is performing our contract with it.

Stopping the emails. Every daily email has an unsubscribe link, with no sign-in needed. Pressing it records a vote, and your employer sees how many people voted, not who. If the email came to your own address, because your employer added you by hand or through its directory, that topic also stops being sent to you. From a shared list a vote changes only the count. Stopping everything is for your employer to decide, as controller, so ask whoever runs MeaningFuel at your company. A spam complaint or an address that bounces can also stop the emails, and your employer is not told who marked anything as spam.

3. What their employer sees

The account owner, delegates and team leads manage the roster, so they see who is enrolled, their contact details and their team. Engagement is pooled, with nobody named: group figures for a team or the company, not a per-person score, and nobody is shown what any one person answered. The records of what each person answered are readable by our staff alone. Answering anything is voluntary, and not answering is not reported against anyone.

• Which option a team chose is shown only once enough people have answered. A count of how many took part has no threshold, because it names nobody.
• Free text is pooled and shown unattributed.
• The occasional question is reported to the account owner and delegates only, pooled. To report movement, the service links a person's answers across two rounds inside the database and reports only how many answered both times and how far the group moved.
• Votes to stop the emails are shown to the account owner and delegates only, as an account-wide count by topic, insight and reason, not by team or person. The count has no minimum, so in a very small company one vote may tell somebody a good deal. A note is read only by our staff, and no model reads it.
• Colleagues see aggregates: how many of their team answered that day and where their team stands against others, which are not named. If the account owner opens a Culture Cup, a four-week event, teams are ranked on their own improvement in taking part and named to each other's team leads. Individuals are not ranked.
• Summaries and alerts: team leads, the account owner and delegates can receive a summary of engagement per team by email, weekly or monthly. An alert names a team and a theme, not a person.

Reactions tune the content. When readers ask for more or less of a theme, their team's mix of themes tilts, within limits; when they mark an insight useful or not for them, that is counted across every organisation, with nobody named, to decide which insights are sent first. This choice affects nothing beyond which message arrives; the service makes no decision about any person that has a legal or similarly significant effect.

4. People who sign in

For account owners, delegates, team leads and individuals we hold: work email address, name, role, the teams they lead, a password hash (not the password), session records, counts of sign-ins and failed attempts, whether their address was verified, and their choices about the emails they receive. If you sign in with Google or Microsoft we receive your name, email address and account identifier, and from Microsoft your organisation's directory identifier, and not a password.

Actions are attributed to the account that took them: who booked a module, opened a Culture Cup, recorded a weather window, sent an invitation or decided a request to join.

When an organisation registers, we record who accepted the terms, when, and which version. That record stays with the organisation's account if the person leaves it.

Account holders receive service email only, and we record whether the summary was delivered. Those who answer the quarterly leader pulse add its four scores, an optional theme choice and an optional note, reported to their organisation pooled, with nobody named.

The legal basis is our contract with them and their organisation, and our legitimate interest in keeping sign-in secure.

5. Billing

Subscriptions are paid through Stripe. Card details are entered on Stripe's own pages and do not reach us; we hold the Stripe customer and subscription identifiers, the plan, and the subscription's status and dates. The legal bases are our contract and our tax and accounting obligations. Stripe is its own controller for payment processing: stripe.com/privacy.

6. Waiting list, enquiries and website visitors

• The waiting list and enquiries: your email address and, if you give them, a company name, a rough headcount, a message and the page you wrote from, to confirm your place, send your invitation, send the occasional note you asked for, or answer you. The legal basis is taking the steps you asked us to take.
• An invitation or a request to join an organisation carries an email address, a name if given and a role, and a request is shown to the organisation's account owner and delegates. The legal basis is our legitimate interest in running sign-up securely.
• If you ask us to add a value or skill to the culture screen, we hold the name you asked for, any note, and which account and organisation asked. The legal basis is our legitimate interest in answering you and deciding what the library offers.
• If you write to us, we keep the correspondence for as long as it is relevant, in our legitimate interest in answering you and keeping a record.
• Website visits: our hosting provider logs the address your request came from, your browser's description of itself, the page and the time, for a few days. We also measure how the product is used - which pages of our site are opened, which site or campaign a visit came from, which country and city it came from (our hosting provider reads them from the address, and we pass on only the country and city, never the address), which screens account holders use, which steps of setting an account up are completed, and actions such as tapping an answer on the feedback tab or pressing the link to the product tour. This runs on our own server: no tracking script is loaded, nothing is stored on your device, and a website count carries a random number made for that one page load, so it links nothing to you. If you register, the sign-up records which page, and which site or campaign, your visit began with, and not that random number. The legal basis is our legitimate interest in running a secure website and knowing which parts of it are used.
• Public forms: to stop our forms being abused, each counts how often it is used from one network address and with one email address in an hour. We keep a one-way fingerprint of each for two days. The legal basis is our legitimate interest in preventing abuse.
• Shared links: an answer, a reaction, reading to the end or a vote given from a distribution list or a channel post is counted once from each browser, so pressing again or reloading the page does not count twice. We keep a one-way fingerprint of the random number in that browser's cookie and the thing it answered, such as one morning's insight, never the answer itself or who you are, for 90 days, and we count how often one network address answers in an hour. Our analytics also counts how many events one network address sends in an hour, in memory only, and forgets it after the hour. The legal basis is our legitimate interest in keeping these counts honest.
• Reach-outs: we sometimes write to an organisation in the news about its workplace culture, one person at a time. We log the address, the organisation, the story and what we sent, so that we do not write twice. The legal basis is our legitimate interest in telling an organisation about a relevant service. You can object at any time, and we stop.

7. Who processes data for us, and where

We do not sell personal data or share it for advertising, and we disclose it beyond this list only if the law compels us to, in which case we tell the affected organisation unless the law forbids it.

• Vercel (Vercel Inc., USA) hosts and runs the application in its London region and keeps short-lived request logs.
• Supabase (Supabase Inc., USA) provides the database and file storage, hosted in London, United Kingdom.
• Resend (Plus Five Five Inc., USA) delivers the email, sending it from Ireland, and reports whether it was delivered.
• PostHog (PostHog Inc., USA) receives product analytics about how accounts are set up and used and how the public site is used, nothing about recipients, held in its EU region.
• Proton (Proton AG, Switzerland) hosts our own mailboxes.
• Stripe handles payments, as its own controller (section 5).
• Google and Microsoft are involved only if you sign in with one of them.

Slack, Microsoft Teams and a connected directory are the organisation's own providers, used on its instruction.

The application runs in Vercel's London region, beside the database and stored files. Vercel, Supabase and Resend are nonetheless United States companies, and a provider may reach data from outside the UK for support or in its own logs. Where personal data leaves the UK or the European Economic Area we rely on the UK International Data Transfer Agreement or Addendum and the EU Standard Contractual Clauses, as applicable. Data reaching us from the European Economic Area is transferred under the European Commission's adequacy decision for the UK. Switzerland holds adequacy decisions from both the UK and the EU.

8. How long we keep it

• Recipient data and send records: for as long as their organisation's account runs, and deleted within 30 days of the account being deleted or of a verified deletion instruction from the organisation.
• Stopped emails: the fact that a person's emails stopped, for as long as we send any mail, so that it stays honoured.
• Votes to stop the emails: for as long as the organisation's account runs.
• Account data: for the life of the account and up to 90 days after it closes.
• Lapsed trials: may be deleted 90 days after the trial ends, and sooner on request.
• Setup not finished: deleted 90 days after the account was created, with any card saved for it at our payment processor, and sooner on request.
• Billing records: for as long as tax and accounting law requires.
• Waiting list entries and enquiries: until the invitation is acted on or the enquiry is answered, and removed on request. An address left to stay in touch is kept until you ask us to take it off the list.
• Reach-out records: twelve months from the last contact. If you ask us to stop, we keep the address and the date, so that it stays honoured.
• Public forms' one-way fingerprints: two days.
• Shared links' one-way fingerprints: 90 days.
• Website logs: a few days.
• Backups: we keep our own copies on encrypted storage, rotated within 35 days. Deleted data can persist in a backup until it is rotated out, and deletions are re-applied after any restore.

9. Security

Traffic is encrypted in transit, and data is encrypted at rest, including our own backup copies. Passwords are stored only as hashes. Links that act on a person's data are individually signed. Access is enforced by role and by organisation on every read and write. No payment card data touches our systems. If a personal data breach occurs, we will notify the affected organisation without undue delay and meet our own obligations.

10. Your rights

You have the rights your data protection law gives you: to ask what we hold about you, to have it corrected or deleted, to restrict or object to processing, and to receive a copy in a portable format. None of them costs anything, and we answer within a month. Write to privacy@meaningfuel.io.

If your data reached us through your employer, we may need to route your request through them, because they are the controller; we will tell you if so.

You can complain to us at privacy@meaningfuel.io. We acknowledge a complaint within 30 days, look into it, and tell you the outcome without undue delay. You can also complain to your supervisory authority: in the United Kingdom, the Information Commissioner's Office (ico.org.uk); in the EU, the authority where you live or work.

In the United States the same rights apply as far as your state's law gives them. We do not sell personal information or share it for cross-context behavioural advertising, and where your employer uses the service we act as its service provider.

11. Cookies and browser storage

The site sets no analytics, advertising or third-party cookies, which is why there is nothing to consent to. It sets only what it strictly needs: the cookie that keeps an account holder signed in, for two hours; a short-lived cookie that secures the Google or Microsoft sign-in handshake; if you enter the password to our product tour, a cookie that keeps the tour open for seven days; if you open an insight or a module's question from a shared address or a channel, a cookie holding a random number, for a year, so that your answer is counted once however often you press; and, once live game boards are offered, a cookie that marks a game's host for up to an hour.

A few pages keep small notes in your browser that do not leave it: in session storage, cleared when the tab closes, things like a dismissed reminder, and in local storage, until you clear it, that you have read the cookie notice and when you last sent feedback. Fonts and images are served from our own address, so no page loads anything from another company's server.

12. Public figures in the quote library

The service is built on quotations from named historical and public figures, with a portrait and a brief record for each, drawn from public sources such as Wikipedia and Wikidata. To keep the library's balance measurable, we also record, in broad categories, each person's gender and whether they are described as white or as belonging to the global majority. Those two fields are used for nothing else and are not shown beside a quotation.

Most portraits are charcoal sketches an image model draws, on our own computer, from a photograph published as being of the person or, where none was found, an earlier illustration of them. The rest are generated from the person's name, a short description and their occupation, or are photographs from public sources. Every portrait is captioned as an illustration, and where a photograph's licence requires a credit, the picture credits page gives the photographer's name, the title and the licence.

This is editorial processing in our legitimate interest in publishing accurate, balanced educational content. If we have something wrong about you or someone you represent, write to privacy@meaningfuel.io and we will check the sources and correct it.

13. Children and changes

The service is for working adults. We do not knowingly process children's data, and account holders must be at least 18.

When this policy changes materially we will say so on this page and, for account holders, by email or in the service, before the change takes effect. The date under the title is when it last changed.

Also see our terms of service and data processing addendum.