Privacy Policy
Last updated: 18 February 2026
Website: https://threadhound.ai
1. Who We Are
ThreadHound is a trading name of Partridge Works Limited, a company registered in England and Wales (company number 15710165).
Registered address: 17 Wrotham Road, London, EN5 4LE, United Kingdom
Privacy contact: privacy@threadhound.ai
ThreadHound is a web-based platform that analyses chat group conversations and business documents, indexes them, and provides summaries and AI-powered chatbot functionality.
2. Information We Collect
When you use ThreadHound, we may collect and process the following types of personal data:
- Account information — usernames, display names, and email addresses
- Authentication data — information provided during sign-up and login, including data from federated login providers (e.g. Google)
- Conversation data — chat messages and related metadata imported from connected messaging platforms
- Documents and files — any files or content you upload or import into the service
- Technical data — IP addresses, browser type, device information, and access logs
- Usage data — information about how you interact with the service, including pages visited and features used
We collect data that you or your community administrators provide directly, as well as data generated automatically through your use of the service.
3. Lawful Basis for Processing
We process your personal data on the basis of contract — that is, processing is necessary for the performance of the contract between you and us when you create an account and use the service. Where you use ThreadHound, the processing of your data is required to provide the service to you in accordance with our Terms of Service.
4. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain the ThreadHound service
- Generate conversation summaries, thread analysis, and chatbot responses
- Manage your account and authenticate your identity
- Communicate with you about your account or the service
- Monitor and improve service performance, security, and reliability
- Comply with legal obligations
We do not sell your personal data. We do not use your data for marketing purposes unless you have explicitly opted in.
5. Data Sharing and Third-Party Processors
We share your data only with trusted third-party service providers who process data on our behalf, and only to the extent necessary to deliver the service. Our current processors include:
| Provider | Purpose | Location |
|---|---|---|
| OpenAI (openai.com) | AI language model processing for summaries and chatbot responses | United States |
| Google (cloud.google.com) | Federated login (Google Sign-In) and Gemini AI model processing | United States |
| Hetzner (hetzner.com) | Data centre hosting and S3-compatible document storage | Germany / Finland |
| MongoDB (mongodb.com) | Database hosting and data storage | Ireland / EU |
| Clerk (clerk.com) | User authentication and login management | United States |
| Spamhaus (spamhaus.org) | IP address reputation checks for incoming email security | United Kingdom |
Each processor is bound by appropriate data processing agreements. We take reasonable steps to ensure that any data transferred outside the UK is subject to adequate safeguards.
6. Data Storage and Security
We take the security of your data seriously and implement appropriate technical and organisational measures, including:
- Encryption in transit — all data transmitted between your browser and our servers is protected using TLS/SSL encryption
- Encryption at rest — stored data is encrypted using industry-standard encryption algorithms
- Access controls — access to personal data is restricted to authorised personnel on a need-to-know basis
- Infrastructure security — our hosting providers maintain physical and network security controls, including firewalls, intrusion detection, and regular security audits
- Authentication security — user authentication is managed through a dedicated identity provider with support for multi-factor authentication
- Regular monitoring — we monitor our systems for security threats and vulnerabilities
While we strive to protect your information, no method of transmission or storage is completely secure. We cannot guarantee absolute security, but we are committed to maintaining a high standard of data protection.
7. Cookies
ThreadHound uses cookies that are strictly necessary for the operation of the service. These include:
- Authentication cookies — to manage your login session and keep you signed in
- Session cookies — to remember your preferences during a browsing session
We do not use advertising or tracking cookies. Because our cookies are strictly necessary for the functioning of the service, separate consent is not required under UK data protection law.
8. Data Retention
We retain your personal data for a period of 6 months from the date of collection or last activity, unless a longer retention period is required by law or by a separate contractual agreement.
After the retention period, data is securely deleted or anonymised.
9. Your Rights
Under UK data protection law, you have the following rights in relation to your personal data:
- Right of access — you may request a copy of the personal data we hold about you
- Right to rectification — you may request correction of inaccurate or incomplete data
- Right to erasure — you may request deletion of your personal data
- Right to restrict processing — you may request that we limit how we use your data
- Right to data portability — you may request a copy of your data in a structured, machine-readable format
- Right to object — you may object to processing in certain circumstances
To exercise any of these rights, please contact us at privacy@threadhound.ai. We will respond to your request within one calendar month.
10. Erasure Requests
If you wish to have your personal data deleted from our systems, please send your request to privacy@threadhound.ai. We will process your request in accordance with applicable data protection law and respond within one calendar month.
Please note that certain data may need to be retained where we have a legal obligation to do so.
11. Children's Privacy
ThreadHound is not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have collected data from a person under 18, we will take steps to delete it promptly.
12. International Data Transfers
Some of our third-party processors are based outside the United Kingdom. Where personal data is transferred internationally, we ensure that appropriate safeguards are in place, such as standard contractual clauses or adequacy decisions, in compliance with UK data protection law.
13. ICO Registration
Partridge Works Limited is not currently registered with the Information Commissioner's Office (ICO). We keep our registration obligations under review.
14. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.
15. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:
Partridge Works Limited
17 Wrotham Road, London, EN5 4LE, United Kingdom
Email: privacy@threadhound.ai