What personal information GEO holds, why, how long we keep it, how to delete your account, and your rights under UK data protection law.
Version privacy-2026-09-24-v2-draft
Draft for review. Not yet approved and not in force. The version currently in force is privacy-2026-09-17-v1. Items in [square brackets] must be completed before approval.
GEO is operated by [company legal name], a company registered in England and Wales under number [company number], whose registered office is [registered address]. In this policy, "GEO", "we" and "us" mean that company.
For your account details and billing records, GEO is the controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
For the business records your organisation creates in GEO — such as its customers, site contacts, recordings and transcripts — your organisation is the controller and GEO acts as its processor, handling that information only on your organisation's instructions to provide the service.
You can contact us about privacy at [privacy email address].
Account details: your name, email address, job title and telephone number if you give them, your organisation and your role.
Business records you create: customers, sites, jobs, estimates, follow-ups, notes, recordings, transcripts and meeting notes produced from recordings.
Audio recordings: sound captured by your device's microphone only while you have started a recording. GEO does not listen in the background.
Billing records: the plan you bought, subscription status, invoices and payment history. Card details are collected and held by Stripe; GEO never sees or stores your card number.
Technical and security records: sign-in events, audit records of important actions, error reports and, if you send feedback, the screen, time, device type and any screenshot you choose to attach.
To provide the service you have signed up for, including recording, transcription and estimating — because it is necessary to perform our contract with you or your organisation.
To take payment, keep financial records and meet tax and accounting duties — because the law requires it.
To keep the service secure, prevent misuse (including repeated free trials), fix faults and improve reliability — because we have a legitimate interest in doing so, balanced against your rights.
To send you service messages you need, such as payment receipts, trial reminders and cancellation confirmations — as part of our contract with you.
When you ask GEO to transcribe a recording, the audio is sent securely to a speech-to-text service to produce a written transcript. The transcript is then processed by an artificial intelligence model to produce structured meeting notes.
These services process the content only to return the result to GEO. We do not permit them to use your recordings or transcripts to train their models, and we do not use your recordings for advertising.
Meeting notes are generated automatically and may contain mistakes. They are not used to make any decision about you that has legal or similarly significant effects.
Please tell the people you record that the conversation is being recorded. Your organisation is responsible for having a lawful basis to record the people it speaks to.
Stripe, to process payments and hold card details.
Our hosting, database and file storage providers, to store your records securely.
Speech-to-text and artificial intelligence providers, to produce transcripts and meeting notes, as described above.
Our email provider, to deliver service messages.
Professional advisers, and public authorities such as HM Revenue & Customs, where the law requires it.
We do not sell personal information and we do not share it with anyone for their own marketing.
Some providers may process information outside the United Kingdom. Where they do, we rely on UK adequacy regulations or the UK International Data Transfer Agreement or Addendum, so your information keeps an equivalent level of protection.
We do not send marketing emails or messages unless you have separately and actively agreed to receive them. Agreeing is never a condition of using GEO.
You can withdraw your agreement at any time using the link in any marketing message or by contacting us, and we will stop straight away.
Once you delete your account, we will not send you marketing of any kind. We keep only your email address on a do-not-contact list, so that we can make sure you are never contacted again.
Service messages that you need in order to use GEO, such as receipts and cancellation confirmations, are not marketing.
You can delete your account at any time inside the GEO app, in Settings → Delete my account. You do not need to contact us, and deletion is also available on the website by signing in.
When you confirm, deletion starts immediately: you are signed out, your access to GEO stops, and any subscription for an organisation that only you use stops renewing, so no further payments are taken.
We then allow a 14-day grace period in case you deleted by mistake. If you sign in during those 14 days, you can restore your account and its access in full. If you do nothing, your account is permanently erased at the end of the 14 days.
Permanent erasure removes your sign-in, your profile (name, job title and telephone number) and your membership of every organisation. Where you were the only person using an organisation, its business records then follow the retention periods in section 8.
Where other people in your organisation still use GEO, the organisation's business records stay with the organisation, because they belong to it. Your name is removed from them and replaced with "a former team member".
If you are the only owner of an organisation that other people still use, you will be asked to hand ownership to someone else first, so that the organisation is not left without an owner.
Some information must be kept even after deletion, as set out in section 8. Anything kept is used only for that stated purpose.
Account details: while your account is open, and for up to 14 days after you ask to delete it.
Organisation business records: while the organisation's subscription is active, then for a 60-day recovery period after paid access ends, after which they are removed.
Invoices, payment and subscription records: six years from the end of the financial year they relate to, to meet HM Revenue & Customs requirements.
Records of your acceptance of our terms and policies, and a record that your account was deleted: six years, so that we can show what was agreed and that your request was carried out.
Do-not-contact list: only your email address, for as long as needed to make sure you are not contacted again.
Information needed to prevent misuse of free trials: held in a form that does not directly identify you, for up to [period to be confirmed].
Backups: removed information may remain in encrypted backups for up to [period to be confirmed] until those backups are overwritten. Backups are not used for any other purpose.
Under UK data protection law you have the right to: be told how your information is used; get a copy of your information; have inaccurate information corrected; have your information erased; restrict or object to how we use it; and receive your information in a portable format.
You can use most of these rights yourself in the app. For anything else, contact us at [privacy email address]. We will reply within one month, which may be extended by up to two further months for complex requests, in which case we will tell you why.
If your request concerns business records controlled by your organisation, we will pass it to your organisation and help it respond.
If you are unhappy with how we have handled your information, please tell us first. You also have the right to complain to the Information Commissioner's Office (ico.org.uk, telephone 0303 123 1113).
GEO asks for access to your microphone only so that you can record site visits. You can withdraw this permission at any time in your device settings; recording will then not be available.
To protect recordings when you lose signal, GEO may keep audio on your device until it has been sent safely. It is removed from your device once it has been received, and is never made available to another account on the same device.
GEO stores small amounts of information on your device to keep you signed in and remember your settings. We do not use advertising or tracking cookies.
Your information is sent over encrypted connections and stored privately. Each organisation's records are separated from every other organisation's, and recordings are only ever played back through short-lived private links.
GEO is a business service and is not intended for anyone under 18. We do not knowingly collect information about children through account sign-up.
If we make an important change, we will publish a new version with a new version number and tell account owners before it takes effect. Earlier versions are kept, so you can always see the wording that applied when you agreed to it.