Privacy Policy

Last updated: 2026-04-21

Cadence is operated by Latitude Labs Ltd ("we", "us", "our").

This policy explains what personal data we process, why we process it, and how we protect it when you use Cadence.

1. What we collect

Depending on how you use Cadence, we may process:

• Account data (name, email address, login identifiers)
• Organisation and channel configuration data
• Customer communication data routed through connected channels
• AI interaction data (prompts, responses, metadata)
• Technical and security data (IP address, logs, device/browser data)
• Billing and subscription metadata (handled by payment providers)

2. Why we process your data

We process personal data to:

• Provide and secure the Cadence service
• Route, generate, and manage AI-assisted messages
• Monitor uptime, performance, and abuse
• Provide support and respond to requests
• Meet legal and regulatory obligations

3. Lawful bases (UK GDPR)

We rely on one or more of the following lawful bases:

• Contract: to provide the service you request
• Legitimate interests: to secure, improve, and operate Cadence responsibly
• Legal obligation: where we must comply with law
• Consent: where required by law

4. International data transfers

Cadence is run by a UK team, but some subprocessors and infrastructure may process data outside the UK (including the EEA and the United States), depending on configuration and selected integrations.

Examples of processing locations by function:

• Primary application and queue infrastructure: UK/EU regions
• AI inference providers and model routing: may involve UK/EU and US regions (for example Bedrock cross-region inference and external LLM APIs)
• Product analytics: European Union only (PostHog EU)
• Error monitoring: United States, and it never receives customer message content
• Channel/platform integrations (Meta, Google, Microsoft, etc.): processed through those vendors' global infrastructure

Where personal data is transferred internationally, we use appropriate safeguards such as:

• UK International Data Transfer Addendum (IDTA), and/or
• Standard Contractual Clauses (SCCs),
• plus risk assessments and contractual controls as required.

5. Cookies and analytics

We use cookies that are strictly necessary to run Cadence: keeping you signed in, keeping your session secure, and remembering your display preferences. Without them the service does not work, so they are always on.

We do not use advertising cookies, and we do not allow third parties to track you across other websites.

For product analytics we use PostHog, hosted in the European Union. Our analytics deliberately stores nothing on your device — no cookie, no local storage — which is why you are not asked to accept one. It records which pages are viewed and which buttons are pressed, so we can see where the product is confusing. It is set up so that:

• it never records the content of your messages or your customers' messages;
• it never captures page content automatically — every event is one we chose to send;
• session recording and heatmaps are switched off entirely;
• signed-in users are identified by an account reference only, never by name or email address.

Our lawful basis for product analytics is legitimate interests: understanding how Cadence is used so we can improve it. You can object to this at any time using the contact details below.

6. Data sharing

We share data only where necessary to deliver Cadence, including with:

• Cloud hosting and queue infrastructure providers
• AI model and inference providers
• Product analytics and error monitoring providers
• Integrated channel providers you connect to your workspace
• Professional advisers, regulators, or authorities where required by law

We do not sell personal data.

7. Retention

We keep personal data only for as long as necessary for service delivery, legal obligations, dispute handling, and security.

Retention periods vary by data type and contractual requirements. Where possible, data is deleted or anonymised when no longer needed.

8. Security

We use technical and organisational controls designed to protect personal data, including access controls, encryption in transit, logging, and least-privilege service design.

No system can be guaranteed 100% secure, but we work continuously to reduce risk.

9. Your rights

Depending on your location, you may have rights to:

• Access your personal data
• Correct inaccurate data
• Request deletion
• Restrict or object to processing
• Request portability
• Withdraw consent (where processing relies on consent)

You can exercise rights by contacting us at privacy@cadencebot.net.

10. Contact

For privacy questions or data rights requests, contact:

Latitude Labs Ltd
Email: privacy@cadencebot.net