Theia Privacy Policy

This Privacy Policy explains how Theia collects, uses, shares and protects personal information, and the choices you have. Theia is an AI assistant for families. It works with the emails, calendars, messages and files you choose to connect or send, so the information it handles is personal. We have tried to say exactly what we do, in plain words, and not to promise more than is true.

When you create a Theia account or sign in, you agree to this Privacy Policy and our Terms of Service, and you give the consents this policy describes. The promises about your content that form part of our contract with you are in Sections 13 to 15 of the Terms of Service.

The short versionLink to this section: The short version

• We never sell your data, share it with advertisers or train AI on it. That is what we mean whenever this policy says we "process" your information: we use it only to run Theia for you.
• We don’t train AI on your data. Theia does not use your content to train or fine-tune AI models, ours or anyone else’s. Every request Theia sends through its AI gateway is marked so that it goes only to model providers that do not train on it, and model training on our data is turned off in our accounts with our AI gateway and speech providers.
• Your data is private to your account unless you share it. Other Theia users can’t see your content, except the adults in a family you create or join through Family, a person invited to that family, who sees the first names of its adults and the first name and school of each child on its children list before deciding whether to join, and people you use Theia to send something to, such as a reminder. In a family, the other adults see your family items, past and present, such as your children’s school, activity and health items, with the whole emails and attachments behind them. Your personal items stay yours unless you share them, and your chats with Theia, memory, preferences, mailbox and settings are never shared. We don’t sell your personal information, share it for advertising, or give it to data brokers or other apps.
• Outside companies handle your data to run Theia for you. We use service providers for AI models, hosting, storage, texting, calls, email and web search. They process your information to provide Theia. Our AI model providers may not train on it. A few providers can also use some data they process for us for their own purposes, such as securing and improving their services. We name every one of them in Our service providers.
• People at Theia look at your content only when it’s needed: to help you when you ask, to investigate a problem or a security issue, or to comply with the law.
• We keep your content until you ask us to delete it. Disconnecting an account stops Theia from collecting more, but it doesn’t delete what Theia already saved. Email support@asktheia.com to get a copy of your information, correct it or delete it.
• Theia accounts are for adults in the United States. Parents can add details about their children. With a parent’s approval, a child can get reminders from Theia, set by the parent or by the other adults in the parent’s family, under the rules in Information about children. Children can’t chat with Theia.
• AI can make mistakes. Check important dates and details against the original email, message or file.

Who we areLink to this section: Who we are

Theia is provided by Secure Data Solutions LLC, a Wyoming limited liability company ("Secure Data Solutions", "we", "us" or "our").

Secure Data Solutions LLC

San Francisco, California

Mailing address: 30 N Gould St #66905, Sheridan, WY 82801, USA

• Help, account and privacy requests: support@asktheia.com
• Legal notices: legal@asktheia.com
• General questions: contact@asktheia.com

This policy covers the Theia website at asktheia.com, the Theia web app, Theia by text message (SMS, RCS and iMessage), Theia’s reminder calls and emails, and any other service that links to this policy (together, the "Service"). Please read it together with our Terms of Service. If you live in Washington or Nevada, or if you want to know how we handle health information, please also read our Consumer Health Data Privacy Policy.

Words we use in this policy:

• "Theia" means the Service.
• "You" means the person who uses Theia or holds a Theia account.
• "Connected Accounts" means outside accounts you let Theia access, such as your Gmail, Google Calendar or WhatsApp account.
• "Family Members" means your children and the other people whose details you add to Theia, for example in your family details or as people who receive your reminders.
• "Family" means the Theia feature, described in Family, that lets up to four adults who each have a Theia account form a family and share items.
• "Family Adults" means the other adults in a family you create or join through Family. Each has their own Theia account. Family Adults are not Family Members.
• "Process" means to use information to run Theia for you, for example to collect, store, read, organize, analyze, show and act on it. Processing never includes selling your information, sharing it with advertisers or using it to train AI models.
• "Your content" means the information you give Theia or let it access: messages and chats, emails and attachments, calendar events, photos, files, voice recordings, reminders and family details. It also includes what Theia creates from them for you, such as cards, summaries, search indexes and answers. It doesn’t include items Family Adults share with you, which remain their content.

This policy describes all of Theia’s features, including some that are not yet available to everyone, such as following school newsletters. If a feature isn’t available to you, we don’t collect information through it.

Information we collectLink to this section: Information we collect

Information you give usLink to this section: Information you give us

• Account details: your email address and password. Your password is stored only in scrambled (hashed) form by our sign-in providers, Supabase and ZITADEL.
• Google sign-in: if you sign in with Google, we receive your name, email address and profile photo from Google. Theia uses that photo as your Theia photo unless you change it.
• Apple sign-in: if you sign in with Apple, we receive your email address from Apple, or a private relay address Apple creates if you choose to hide your email. Apple doesn’t share your name or photo with us.
• Profile and settings: your display name, preferred name, time zone, language, the town or area where your family lives (if you add it), quiet hours, how you want reminders and summaries delivered, and other preferences and instructions you give Theia.
• Family details: names and nicknames of your children and others you add, a child’s school grade and birth month and year, or full date of birth if you give it to fill a form (Theia works out the age from these), and facts you tell Theia, such as a school, a club or activity, a payment amount and who it is for, or when someone is travelling.
• Forms: the forms you ask Theia to fill, the answers Theia fills in and the answers you give it, and the filled copy Theia saves in your files. While Memory is on, answers you give for a form are saved in Memory so the next form can use them.
• Website sign-ins: when a form is on a website that needs you to sign in, the username, password and one-time code you type into Theia’s secure sign-in box go to that website through Theia’s browser. They are not saved in your conversation and are not sent to our AI providers. Theia keeps the username and password only if you choose "Remember this sign-in", encrypted with a key held in Google Cloud’s key management service, until you remove them; it never keeps a one-time code. We keep a record of your consent: when you gave it, for which website and the wording you saw.
• School newsletters (not yet available to everyone): the schools, school districts and parent groups you choose to follow, your choices for each, and any school you ask us to add. Theia reads those schools’ public newsletters and web pages without sending them your information, uses our AI providers to find dates and tasks in them, and works out which items apply to your children from their grades and ages.
• Reminders and contacts: the words of your reminders, when they should go off and how they should be delivered, and the name, email address, phone number, language and time zone of people you ask Theia to remind.
• Family: the families you create or join, your role and when you joined or left, the email addresses you invite, your answers about children when you join or when a child is added (such as whether a child is one already on your list), the children you add to a family, your Family settings, who you choose to see each of your items, the senders whose mail you keep to yourself, and the items you assign or mark done.
• What you send Theia: what you type, text or say to Theia, and any files, photos or links you send with it.
• Files you upload: photos, PDFs, documents and videos, and details such as file name, size and type. Photos can contain hidden details added by your camera, such as where the photo was taken. We keep your original file exactly as you sent it. The smaller copies Theia shows in the app have those hidden details removed.
• Voice: when you use voice features, a recording of what you say, its transcript and the audio of spoken replies. We don’t use your voice to identify you, and we don’t create voiceprints.
• Feedback and support: what you tell us when you rate or comment on a card or answer, or when you contact us, and the item your feedback is about.

We don’t collect payment information. Theia is free during its beta. If we add paid plans, we will update this policy first.

Information from Connected AccountsLink to this section: Information from Connected Accounts

Gmail. When you connect Gmail, Theia gets read-only access. Theia can’t send, delete or change your email. Theia saves a full copy of each email it collects, including attachments, headers and Gmail labels. It collects:

• emails from about 15 days before you connected, and new emails after that;
• automatically, only emails that Gmail doesn’t place in Spam, Trash, Drafts, Promotions, Social, Updates or Forums (this can include emails you sent);
• other emails, from any date, when you ask Theia to find them (for example, "find the email about the field trip"), except emails in Spam, Trash, Drafts, Promotions, Social or Forums.

Theia also keeps the address of the connected account and an access credential from Google, which we encrypt before storing. Your emails contain information about other people, such as senders, recipients and anyone mentioned. Theia may hide emails it thinks are junk, but it still keeps them.

Google Calendar. Theia reads your calendars and the events in them from about 15 days in the past to about 90 days ahead, and checks for changes regularly. It keeps event details such as title, time, place, description, organizer and links. With your permission, which Theia asks for when you connect Google Calendar, it can add events to your calendar when you ask, and remove an event it added if you undo it. It keeps a record of the events it added.

WhatsApp. You can link up to three WhatsApp accounts. Theia links as one of your WhatsApp linked devices, after you scan a QR code or type a pairing code on your phone, and it shows in your phone’s Linked devices as "Theia". Theia doesn’t send, reply to or react to WhatsApp messages, and it doesn’t mark them as read. It collects:

• The chats you choose. Like any linked device, Theia receives messages from all your chats, but it keeps messages only from the chats you choose and drops the words of the others without storing them. From each chosen chat it keeps the text of messages and the captions on photos, videos and documents, with who wrote each message, when, and which message it answers. When you choose a chat, Theia asks your phone for up to 15 days of earlier messages, at most 200. Your phone may also send older messages from a chosen chat. Theia keeps them. It doesn’t make cards from them or search them for answers, but a few may be sent to our AI providers as background for newer messages.
• No media. Theia doesn’t download or keep voice notes, photos, videos, files, stickers, polls, locations or reactions. It keeps only captions.
• Edits and deletions. When a message is edited, Theia keeps the earlier and the new words. When a message is deleted for everyone while Theia is reading its chat, Theia clears its words, but a copy Theia already read with other messages stays. If you have unchosen the chat or the account is no longer linked, the deletion doesn’t reach Theia and its copy stays. Deleting a message or chat only on your phone doesn’t delete Theia’s copy.
• People in the chats you choose. For each person who writes in a chosen chat, Theia keeps their WhatsApp number or WhatsApp ID, the names WhatsApp shows for them, and anything you tell Theia about them, such as that they are your child’s teacher.
• Your chat list and contacts. So you can choose, Theia keeps a list of your chats and groups: each one’s name, type, number of members and when its newest message was sent, with that message’s ID and, in a group, its sender’s WhatsApp ID, which Theia needs to ask your phone for earlier messages. For one-to-one chats, and for contacts saved on your phone that WhatsApp shares with linked devices, it keeps the person’s name and phone number. Theia keeps WhatsApp’s link to each chat’s profile picture, not the picture. Your browser loads the picture directly from WhatsApp. Theia never keeps what is said in chats you don’t choose.
• Your account and the link. Theia keeps your WhatsApp number, the name on your WhatsApp profile and the keys WhatsApp gives a linked device, which Theia encrypts before storing them. If you link with a pairing code, Theia keeps a scrambled (hashed) form of the number you type, to limit repeated attempts.
• What AI receives. To make cards, Theia sends our AI providers new messages from a chosen chat with a few earlier ones from it, the chat’s name, the writers’ names (or the last four digits of a number with no name), what you told Theia about the chat and its people, open cards from that chat, and your family details. To answer your questions, it sends the messages from your chosen chats that match the question, and our search provider turns their words into number codes so Theia can find them.
• When you stop. Unchoosing a chat stops Theia reading it. Removing a WhatsApp account in Theia stops Theia reading it, asks WhatsApp to remove Theia from your linked devices and deletes the keys Theia stored. If you remove Theia from Linked devices on your phone, or WhatsApp logs Theia out, Theia stops reading and deletes those keys too. In every case, the messages, chat list, contacts and cards Theia already saved stay until you ask us to delete them.

New connections. If we add a new kind of Connected Account, we will describe it in this policy before it becomes available.

Texts to TheiaLink to this section: Texts to Theia

When you text Theia’s number by SMS, RCS or iMessage, we collect your phone number (or the Apple ID email address your iMessage uses), your messages and any files you send, when they were sent, and Theia’s replies. We collect this even if your number isn’t linked to a Theia account. When you link your number to your account, these messages become part of your account. If you haven’t chosen a time zone, Theia sets it from your phone number.

If you add Theia’s number to a group text, Theia receives every message sent to that group, including messages from people who don’t use Theia. Theia never sends anything to a group text, and a group message never makes Theia text anyone. Theia reads only iMessage groups. For SMS and RCS groups, it clears the words and file details of each message without reading them, but keeps who sent each message and when.

For an iMessage group, Theia keeps a record of the group, its name and its members’ phone numbers or Apple ID email addresses, and shows the group, with numbers partly hidden, to the Theia users in it. Theia keeps a group’s messages only if they were sent after a Theia user in the group said Yes in the app, and only while that Yes stands. Each Theia user who says Yes gets the group’s dates and tasks, found with our AI providers, from the messages Theia kept while they were in the group, going back no more than 15 days before their Yes. A child’s messages in the group are kept like any other member’s. Theia keeps the name, type and size of files sent to the group, but not the files. Turning a group off stops Theia giving you its dates and tasks, but Theia keeps the group’s messages while another Theia user in it still has it on. Removing Theia from the group stops Theia reading it for everyone. Neither deletes what Theia kept.

Reminder callsLink to this section: Reminder calls

When Theia calls you, or someone you chose, with a reminder, we record that the call was placed, whether it connected, and any keypad buttons pressed (for example, 1 to snooze or 2 to dismiss). Calls use an AI-generated voice. We don’t record the calls.

Information about Family Members and other peopleLink to this section: Information about Family Members and other people

Theia handles information about people other than you:

• Family Members you add, as described above.
• People who appear in your content, such as the senders and recipients of your emails, event organizers, and people mentioned in messages and files.
• People who receive reminders from you. We collect the contact details you give us. An adult who isn’t one of your Family Adults and gets reminders by email first confirms with a code. They see your display name and the words of the reminder, and they can stop your reminders at any time. For Family Adults, Theia uses the phone number and email address they set up themselves (see Family).
• People you invite to a family. We collect the email address you enter. Theia emails that address an invite that shows your first name and your email address.
• People who text Theia’s number, including people without a Theia account and members of group texts that include Theia.

When you give Theia information about other people, you are responsible for having the right to do so. If you are one of these people and have a question or request, email support@asktheia.com.

Information collected automaticallyLink to this section: Information collected automatically

• Device and connection information: IP address, browser type and settings, and the pages or features requested. Our hosting providers record these in their logs. For rate limits, Theia stores a hashed form of your IP address instead of the address itself. We still treat it as personal information.
• Sign-in records: our sign-in provider records your sign-in sessions and events, including IP address and device information.
• Delivery records: whether our emails, texts and calls were delivered, bounced or failed. We don’t track whether you open our emails or click the links in them.
• Service records: dates and times, changes to your settings, actions Theia took for you, error codes, and a log of family invites, joins, leaves, removals and ends, with who did each and when.
• Things Theia works out: your likely time zone from your phone number, which child an email or message is about (which also decides which family sees an item), whether an email looks like junk, and, in a family, which items in different adults’ accounts are copies of the same email or message.
• Hashed addresses and numbers: a scrambled (hashed) form of each email address and phone number Theia has held for your account (your sign-in email addresses, connected email accounts and linked phone numbers), kept even after you remove one, and of the addresses and numbers in the emails and messages behind each of your cards. Theia uses them to decide who may see an item, as described in Family. We treat them as personal information.
• Link keys: for each of your cards, scrambled (hashed) keys made from the emails and messages behind it: each email’s message ID, the identity of one email sent to several people separately, the ID of each calendar invitation it carries, the school newsletter item or group text messages it came from, and a booking reference or other code the email gives, combined with the sender’s email address. Theia compares the link keys of the cards of adults who share a family to find copies of the same email or message, as described in Copies of the same item. We treat them as personal information.

We don’t collect your device’s precise location.

Cookies and similar technologiesLink to this section: Cookies and similar technologies

• The Theia web app uses your browser’s local storage to keep you signed in and to remember your light or dark theme. It uses session storage to finish linking steps, such as linking your phone number, and to keep a family invite while you sign in. The app needs these to work.
• We don’t use advertising cookies, analytics tools, tracking pixels or session-recording tools. We don’t let ad networks or other companies collect information about your activity across websites through Theia.
• Our website host, Cloudflare, processes your IP address to deliver and protect the site, and may ask your browser to report network errors so the site stays reachable.

If this changes, we will update this policy before the change takes effect.

How we use informationLink to this section: How we use information

We use personal information only to:

1. Provide Theia to you. For example: read what you connect or send; make cards, summaries, daily and weekly summary emails ("digests") and reminders; answer your questions; do what you ask, such as adding a calendar event or reminding someone; show your family items, and the items you share, to your Family Adults, and theirs to you, showing one item for the same email or message in several of your family’s accounts; and show you where each answer came from.
2. Deliver messages, calls and emails that you asked for or that are part of the Service, such as sign-in emails, verification codes, family invites, reminders (including reminders Family Adults set for you), summaries and replies.
3. Keep Theia and its users safe. For example: confirm your identity and your phone numbers, prevent spam, fraud and abuse, apply usage limits and investigate security issues.
4. Fix problems. We investigate errors you report or that we detect, and check that a fix works. To check that features such as junk sorting work well, Theia may fully process a small sample of emails it would otherwise hide, in the same way it processes your other email. Our quality reports keep only counts, not your content.
5. Support you and keep you informed. We answer your questions, send notices about your account and about changes to Theia, and, unless you unsubscribe, occasionally email you about new features and tips.
6. Meet legal obligations and protect rights, such as responding to lawful requests, enforcing our Terms of Service and defending legal claims.
7. Do other things you agree to. If we want to use your information for another purpose, we will ask for your consent first.

We don’t use your content to train AI, to show you ads or build advertising profiles, or to make decisions about your eligibility for credit, insurance, housing, employment or similar things. We don’t sell it.

Sensitive information. Some of your content is sensitive, such as the contents of your messages and emails, health details (for example, a doctor’s appointment), information about children, financial details, identity document numbers that appear in files, or location data inside photos. We use sensitive information only to provide the features you ask for, fix problems, keep Theia secure and comply with the law. You consent to Theia processing the sensitive information in your content when you agree to this policy at sign-up, and each time you connect an account, upload a file or send Theia a message. When you invite someone to a family or tap Join, you also consent to Theia sharing your family items with that family’s adults, including the sensitive information in them, such as your children’s health information, and the emails and attachments behind them, as described in Family. When you share or assign one of your items, or turn on "Share my personal items too", you consent to Theia sharing those items, including the sensitive information in them, with the people who can then see them. You can withdraw that consent at any time, as described in Your choices and rights. To stop sharing with a family, leave it (or, as its owner, end it), set your items to Only you, or turn off "Share my personal items too".

How Theia uses AILink to this section: How Theia uses AI

Theia is an AI assistant, not a person. Its replies, cards, summaries and spoken audio are created by AI.

What AI does in Theia:

• reads your emails, messages, calendar events, photos and files to find dates, tasks and notices;
• sorts out junk, and works out which of your children an item is about;
• writes cards, summaries and daily or weekly emails;
• answers your questions using your information, the items your Family Adults share with you and, for general questions, the web;
• understands your voice and speaks replies and reminders.

Which kinds of AI providers we use:

• An AI gateway (Vercel), which passes each request to an AI model and returns the answer.
• Large language models that read and write text and read images and PDFs (Google’s Gemini models and Anthropic’s Claude models).
• A search model (Voyage AI) that turns the words of your records into number codes so Theia can find the right ones.
• Speech models (ElevenLabs) that turn speech into text and text into speech.

Each AI request includes the information Theia uses for that task. For example, when Theia reads an email, it sends the email and its attachments together with your family details (such as names, nicknames, grades, ages, time zone and home area), so the AI can tell whom the email is about. When you chat with Theia, it also sends recent messages from the same conversation and the names of your Family Adults, so it can understand questions about them. When you ask about an item a Family Adult shares with you, the request includes that item and the emails and attachments behind it. In the same way, when a Family Adult asks Theia about one of your items they can see, their request includes your item and the emails and attachments behind it.

Internet search. When you ask a general question that needs current public information (for example, the weather or opening hours), Theia sends a short search to our search provider. Theia won’t send a search that contains the name or a nickname of one of your children from your family details, an email address, a phone number or a long number. Other words in your question, including other names, can be sent. Theia may add a place or a date from your own records, such as a city. You can turn internet search off in your Theia preferences.

AI can be wrong. It can misread a date, miss a detail or mix up who something is about. Theia shows you the source of its answers. Please check anything important against the original email, message or file, and don’t rely on Theia for medical, legal, financial or emergency decisions.

Automated sorting. Theia’s AI decides things like whether an email looks like junk or which child a card is about. In a family, which child a card is about decides which family sees it. It doesn’t make decisions that have legal or similarly significant effects on you. You can see the emails Theia hid, tell Theia when it sorted something wrongly, and set any of your items to Only you.

Actions. Theia takes actions, such as adding a calendar event, setting a reminder or sending a reminder to someone, only when you ask. Depending on your settings, it either asks you to confirm first or acts right away.

No AI training on your dataLink to this section: No AI training on your data

We don’t use your data to train AI. Theia does not use your content, or any de-identified or combined version of it, to train, fine-tune or otherwise build AI models, whether our own or anyone else’s. We don’t sell your content, or give it to anyone, for AI training. We do not collect, use or sell personal data to train large language models. This applies to all information Theia receives, including information about Family Members and other people in your content, and messages from people who don’t have a Theia account.

Our AI providers are told the same. Apart from speech, Theia sends your text, images and files to AI models only through our AI gateway provider, Vercel. Every request is marked so that Vercel sends it only to model providers that do not train on it under their own terms or their agreements with Vercel. If no such provider can take a request, the request fails instead of going elsewhere. Speech is handled separately by our speech provider, ElevenLabs. Model training on our data is turned off in our accounts with both Vercel and ElevenLabs.

Our AI model providers today are:

• Google (Gemini models), which may handle our requests through the Gemini API or Google Cloud’s Vertex AI;
• Anthropic (Claude models), which may handle our requests itself or through Amazon Web Services or Google Cloud;
• Voyage AI, part of MongoDB, which helps Theia search your records;
• ElevenLabs, which turns speech into text and text into speech.

Not training is not the same as not storing. AI providers may keep requests for their own periods, for example to detect abuse, keep their services safe and meet legal duties, and their authorized staff may review requests their systems flag for abuse. Some of these periods are not fixed. For example:

• Google keeps Gemini API requests and responses for up to 55 days to detect abuse. Through Vertex AI, Google may cache requests for up to 24 hours, and keeps them for up to 90 days only if its safety systems flag them.
• Anthropic deletes requests within 30 days, but may keep requests flagged for a policy violation for up to 2 years.
• Vercel says its gateway does not keep requests after they are completed.
• ElevenLabs keeps a history of the audio and text it processes for our account until we delete it, and may keep backup copies for up to 30 days after deletion. Theia doesn’t delete this history on a schedule. ElevenLabs’s privacy policy also says it may keep data it generates about a voice for up to 3 years.

You can find each provider’s details in Our service providers.

Information from Google gets extra protection. Theia never uses information from your Google account to create, train or improve any AI or machine-learning model. See Information we receive from Google.

This promise covers what you’ve already given us. If we ever wanted to use your content for AI training, we would first ask for your clear, opt-in consent, and we would not apply that change to information collected before you agreed.

Some providers keep rights of their ownLink to this section: Some providers keep rights of their own

Our AI model providers may not train on your content. But a few of our other service providers have some rights of their own to use data they process for us, or have not agreed with us to limit how they use it:

• Vercel, our AI gateway, may use request content to provide support for and improve its AI products and services. With model training turned off in our account, its terms don’t let it train AI models on that content.
• ElevenLabs, our speech provider, may use content to improve its services and develop new ones. With training turned off in our account, its terms don’t let it use content we send after that for training.
• Twilio, our calling and verification code provider, is not an AI provider, but its terms make it an independent controller of the content and data of the calls and texts it handles for us, including the audio of reminder calls and the phone numbers it calls or texts. This lets it use them to keep its services secure and to prevent fraud and abuse, including training models for that purpose, and to develop and improve its products and services. It owns data it has de-identified or aggregated, and its privacy notice says it may use that data for any purpose. Reminder calls contain the words of the reminder.
• Serper, our web search provider, has not agreed with us to limit how it uses the searches it receives, and its published terms don’t say how it uses or keeps them. Theia sends it only search words, as described in How Theia uses AI, and no account details.
• Google hosts the mailbox that receives emails you send to our @asktheia.com addresses under its consumer Gmail terms and privacy policy, not under a business agreement that limits Google to acting for us.

We will update this section if these terms change.

Who can see your informationLink to this section: Who can see your information

Other Theia users can’t see your content unless you share it. Each account’s information is kept separate. Theia’s servers check every request against the account that is signed in, or the phone number that is linked, and against what that account may see: its own content and the items shared with it through Family. Our database enforces the same rules. Theia is designed so that another user can’t reach your information by changing a link or a request.

Other people can see some of your information only in these cases:

• Family. Your Family Adults see your family items, the emails and attachments behind them, the items you share with them and parts of your profile, as described in Family.
• Invites to your family. A person invited to a family you are in sees, before deciding whether to join, your first name and, for each child on its children list, the child’s first name and school, as described in Invites and joining.
• iMessage groups. Other Theia users in an iMessage group that includes Theia can see the group, with numbers partly hidden, and those who say Yes get dates and tasks from the messages you send to it.
• When you use Theia to reach them. People you send reminders to, including a child, see your name and the words of the reminder. Events Theia adds to your Google Calendar can be seen by anyone who can see that calendar (Theia doesn’t invite anyone to them).

No access for other companies’ own use. We don’t sell or give your content to other apps, advertisers or data brokers. Outside companies receive it only to run Theia for us, to carry out what you ask, or in the other cases described in Who we share information with. Apart from the uses described in Some providers keep rights of their own, our service providers’ terms don’t let them use it for their own purposes.

We don’t sell your personal information or share it for advertising. We don’t sell or rent it, we don’t give it to data brokers, and we don’t show ads in Theia or build advertising profiles.

Outside companies handle your data to run Theia. To provide Theia, we use service providers: our hosting, database and file-storage providers, the AI providers described above, and the texting, calling, speech, email and search services that deliver what you ask for. Each receives the information its part of the Service uses, and handles it to provide that part of Theia for us. Our AI model providers may not use it for training.

Providers keep data for periods set by their own terms, which for some providers are not fixed, and some may use limited service information to secure, maintain and operate their own services. A few have wider rights, or have not agreed to limits, as described in Some providers keep rights of their own. Every provider is listed, with what it receives, in Our service providers.

Access by people at Theia. Only a small number of authorized people at Secure Data Solutions can access user information. They look at your content only when it’s needed:

• to help you when you ask, for example when you send feedback about a specific card or ask us about a particular message;
• to investigate and fix a problem, or a security issue such as abuse;
• to comply with the law.

Stricter rules apply to information from your Google account. See Information we receive from Google.

Legal requests and safety. We disclose information to law enforcement or others only as described in Legal requests, safety and business transfers.

FamilyLink to this section: Family

Family lets adults who each have a Theia account plan together as a family of up to four adults. Nothing of yours is shared through Family unless you invite someone to a family or join one.

Owners and membersLink to this section: Owners and members

• The person who sends a family’s first invite becomes its owner, and the adults who join are its members. You can own one family, or be a member of up to four families, but not both at once.
• Only the owner can invite people, remove a member, take any child off the family’s children list or end the family ("Remove everyone"). A member can leave at any time, and each adult can take a child they added off the list.
• The owner can’t see a member’s items that stay Only you, or their settings, chats with Theia, memory or reminders (other than reminders set for the owner). The owner can’t change a member’s sharing, items, own children list or phone number.

Invites and joiningLink to this section: Invites and joining

• To invite someone, the owner enters their email address. Theia emails that address an invite that shows the owner’s first name and email address, with a link that works for 14 days. Only a Theia account that has verified the invited email address can accept it. The owner sees the addresses they invited and whether each invite is still open; members don’t.
• Before deciding whether to join, the person invited can see the first names of the family’s adults and which of them is the owner, and the first name and school of each child on the family’s children list (where two children have the same first name, with the first name of the adult who added each, and that adult’s last initial when those adults share a first name too). Theia shows this only to a Theia account that has verified the invited email address, while the invite is open and that account can accept it, so the person can decide whether to join and say which of those children are already on their own children list.
• Before you join, Theia shows you what the family will see, including how many of your items, and what stays yours. Tapping Join is your consent to the sharing this section describes. Sending an invite is the owner’s consent to the same sharing with the people who join, and to showing the person invited what the invite shows.

What your Family Adults seeLink to this section: What your Family Adults see

• Family items, automatically. Family items are items about a child on the family’s children list, such as school, childcare, activities, sports, health and family plans, and other family emails and messages that aren’t about you or a child on your own children list, such as a class email, a newsletter or a party invitation for a child who isn’t on your list. They go to every adult in the family, including items from before an adult joined and items that are closed (for items from a time you were in another family, see Several families). An item about a child on your own list who isn’t on the family’s children list stays yours unless you share it.
• The emails behind them. An adult who can see an item can open the whole original email and attachments behind it, including its sender and everything in its text, such as earlier messages it quotes or forwards, and download the attachments. This includes emails you sent, such as your replies, when they are behind an item. They can’t open the rest of your mailbox, or any email that isn’t behind an item they can see. Pictures that an email loads from the internet stay blocked for everyone but you.
• Messages. For an item from your WhatsApp chats or from an iMessage group, the other adults see only the quoted words it came from, without the chat’s name or anyone’s number. An item from your WhatsApp is marked as from your WhatsApp. An item from an iMessage group never reaches an adult who said No to that group or hasn’t answered.
• Personal items stay yours. Personal items are items about you, such as your doctor, bank, bills, orders, bookings, travel and work. Your Family Adults see one only if you share it, or if you turn on "Share my personal items too", which shares them with every family you are in. It is off unless you turn it on.
• Your choices. You can set any of your items to Only you, to a family or to chosen people, and that choice replaces the automatic rules (except that Theia never shares an item into a family it withholds it from, as described below). "Keep mail from this sender to me" keeps every past and future item from that sender, and the emails behind them, to yourself, except an item you have shared yourself, including by assigning it to someone who couldn’t see it, which stays shared until you set it to Only you. If an item could be about either of two of your children with the same name, it stays Only you until you say which child it is for. If you assign one of your items to an adult in your family who can’t see it, that adult can then see it. Only you see who your items are shared with.
• Your children. When the owner sends a family’s first invite, the owner’s children are added to its children list. Each member adds their own children. A child you add in setup or Settings while you are in exactly one family is added to that family’s list. The children list shows your Family Adults each child’s first name and school and who added the child, never the other names, grade or birth month you keep for that child. When someone joins, Theia adds each child on the list to their own children list with the child’s first name and the school the list shows for that child, unless they say it is a child already on their list; a child added after they joined is added the same way only if they say yes. Theia also keeps that school in their memory as the child’s school. That entry and its school belong to them as their own information, and they stay if they leave the family, or if the adult who added the child leaves it or deletes their account.
• Your profile. Your Family Adults see your name, your Theia photo (without the hidden details a camera adds), whether you are the owner or when you joined, the email address you joined the family with, or your account’s current sign-in email address once the address you joined with is no longer a verified address of your account (for the owner, their account email address) and, if you have linked a phone number, that number in full. They don’t see your settings, your other families, when you last used Theia or what you opened.
• What they can do with an item they can see. It appears in their feed, search and summary emails. They can mark it done, set reminders about it, add it to their own Google Calendar, ask Theia about it and assign it. You see who marked an item done or assigned it while you share a family with them. When someone assigns you an item, you see it in your feed and in your next summary email. Theia sends no other email or text for it.

Copies of the same itemLink to this section: Copies of the same item

When the same email or message reaches more than one adult in a family, each keeps their own item, and Theia shows the copies a person can see as one item with all of its sources. Theia finds copies by comparing the link keys of the cards of adults who share a family, and links two items that share no key only when its matching rules, which send nothing to AI providers, are sure they are the same item. Marking a grouped item done marks the copies of it that the person can see. Anyone can choose Show separately to see the copies apart again; when the owner of a copy chooses it, the copies stay apart for everyone. Theia keeps a record of the copies it linked and of each Show separately. Grouping deletes nothing.

Asking Theia about shared itemsLink to this section: Asking Theia about shared items

When a Family Adult asks Theia about one of your items they can see, on the web or by text, Theia answers from that item and the emails and attachments behind it, and sends them to our AI providers to do so, as described in How Theia uses AI. Theia never uses your other emails, chats, memory or preferences to answer someone else, and it stops using an item for them once they can no longer see it.

What is never sharedLink to this section: What is never shared

In any family: your mailbox and emails that made no item; emails Theia hid; your Updates; your chats with Theia, on the web and by text; your memory, preferences and settings; drafts and forms you prepare; your files library, connections and contacts; what you have seen, snoozed or dismissed; and your own reminders and calendar events. A reminder you set for a Family Adult is visible to them.

Items Theia makes from what you tell it in chat, such as a schedule, or from a photo or file you send or upload, follow the same rules as any other item. Your Family Adults see such an item, which may quote the photo or file, but not your chat with Theia or the photo or file itself. A schedule you stated shows as added by you.

Several familiesLink to this section: Several families

If you are in more than one family, you see the items of all of them together, but each family sees only what reaches it. Theia doesn’t show, name or count an adult to someone they share no family with, except where an email or message behind an item names them, as described below, or on an invite to a family they are in, as described in Invites and joining. An item about a child goes only to a family whose children list includes that child. A family email or message of yours that isn’t about you or a child on your own children list, and that became an item while you were in another family together with another adult, goes to a family you are a member of only if it points to that family, such as one with a child at the school it comes from or one whose adult is in the email; otherwise it stays Only you there, also after you leave that other family. A family you own gets all such items.

Adults of your other families. Theia keeps an item out of a family when it involves an adult of another family you are or were in, from the time you shared that other family with them. To do this, Theia compares the email addresses and phone numbers it knows for that adult with those in the email or message behind the item (its senders, recipients and quoted or forwarded headers). Theia can’t catch a name written in the text of an email, or an address or number it doesn’t know for that adult.

Reminders from your Family AdultsLink to this section: Reminders from your Family Adults

• Your Family Adults can set text, call or email reminders for you while "Family can set reminders for me" is on. It is on unless you turn it off, and it covers all your families.
• Theia delivers these reminders to the phone number you linked and the email address of your own account, under your own settings, such as quiet hours, pause and STOP. A reminder someone else sets for you is never a wake-up call: your quiet hours always apply, so if it falls in them, Theia sends it only if they end within 15 minutes of its time. Each reminder names the adult who set it.
• The adult who sets a reminder sees whether you take reminders and whether you have linked a phone, and the time and way they chose. They don’t see whether or how it was delivered.
• You can turn the switch off, stop every reminder from one adult with "Stop reminders from", or use the unsubscribe option in a reminder email to stop that adult’s reminder emails. Texting STOP, or unlinking your phone number, stops texts and calls to that number only: reminders your Family Adults set for you then come by email. You can’t delete or change a reminder another adult set.
• A Family Adult can ask you to link a phone number. Theia then shows you a note in the app and sends you an email, at most once a week for each adult who asks.

Reminders to a child’s phoneLink to this section: Reminders to a child’s phone

If a parent in your family linked a child’s phone number, and the child is on the family’s children list, every adult in that family can text that number with reminders, and call it if the parent allowed calls, without asking the parent again. They never see the number. The child sees the name of the adult who set each reminder. Family Adults can’t reach a child’s email address. These reminders stop when the parent removes the number or a way of reaching it, when the child leaves the family’s children list, when the parent and the adult who set them no longer share a family, or when the child texts STOP. See Information about children.

Leaving, removal and ending a familyLink to this section: Leaving, removal and ending a family

• A member can leave, the owner can remove a member, and the owner can end the family. Theia sends no message about any of these and deletes nothing from anyone’s own information. Your items stay yours, and your children stay in your list.
• From then on, adults who no longer share a family stop seeing each other’s items, and reminders between them stop.
• What others already received can’t be recalled: texts, emails and summary emails already delivered, events they added to their own calendars, files they downloaded, and earlier answers in their chats with Theia.

Family recordsLink to this section: Family records

Theia keeps a record of each family: its adults, their roles and when they joined or left, each invite with the invited email address, and a log of invites, joins, leaves, removals and ends, with who did each and when. These records are kept after a family ends, as described in How long we keep information.

Who we share information withLink to this section: Who we share information with

We share personal information only in the following ways.

With service providers that run Theia for us, as listed in the table below.

With your Family Adults. If you create or join a family, its other adults see your family items, the emails and attachments behind them, the items you share with them and parts of your profile, as described in Family. A person invited to that family sees your first name and the first name and school of each child on its children list before deciding whether to join.

At your direction. When you ask Theia to do something that involves someone else, we share what that task needs. For example, a reminder you send to a family member includes your display name and the reminder’s words, and an event you ask Theia to add goes to your Google Calendar.

Through platforms you use with Theia. When Theia works with Google, WhatsApp, Apple iMessage or your mobile carrier, the requests and messages that pass through those services are handled under their own terms and privacy policies. For example, texts to and from Theia pass through mobile carriers and, for iMessage, Apple.

For legal reasons, safety and business transfers, as described below.

With your consent, in any other case, when you ask us to or agree.

We have not sold personal information, and we don’t share personal information for cross-context behavioral advertising.

Our service providersLink to this section: Our service providers

These are the companies that process personal information for Theia. We will update this list before we add a new provider that receives your content.

Some of these providers use their own subcontractors, such as data centers, under their own terms. Reminder calls placed before we moved to Twilio on 9 October 2026 went through Telnyx, which keeps its records of them under its own terms.

Google as a source. When you connect Google, Theia sends Google requests to read your Gmail and Google Calendar and, when you ask, to search your Gmail or add events. Google handles those requests under its own terms. Google is not our service provider for this.

WhatsApp as a source. When you link WhatsApp, Theia connects to WhatsApp as your linked device and asks it for your chats, earlier messages and profile pictures. WhatsApp handles these requests under its own terms. WhatsApp is not our service provider.

Legal requests, safety and business transfersLink to this section: Legal requests, safety and business transfers

• Legal requests. We disclose information to government authorities or others only when we believe in good faith that the law requires it, such as a valid subpoena, court order or search warrant. We review each request. Where the law allows and it is practical, we tell you before we disclose your information.
• Safety and protection. We may disclose information when we believe in good faith that it is necessary to prevent imminent physical harm to someone, to investigate fraud or a security threat, or to establish or defend legal claims.
• Business transfers. If Secure Data Solutions is involved in a merger, acquisition, reorganization or sale of assets, your information may be transferred as part of that deal. Anyone who receives it must keep the promises in this policy for the information already collected, including the promise not to use it for AI training, unless you give your consent. For information from your Google account, we will ask for your explicit consent before any such transfer.

Information we receive from GoogleLink to this section: Information we receive from Google

Theia’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy (opens in a new tab), including the Limited Use requirements.

The use of information received from Google Workspace scopes will adhere to the Google User Data Policy (opens in a new tab), including the Limited Use requirements (opens in a new tab).

What Theia accesses. With your permission, Theia uses these Google permissions:

• your basic Google account details (name, email address and profile photo) for sign-in and connection;
• read-only access to Gmail;
• read-only access to Google Calendar;
• Google’s permission to view and edit events in your calendars, asked for when you connect Google Calendar, which Theia uses only to add events you ask for and to remove an event it added if you undo it.

How Theia uses it. Theia uses information from Google only to provide the features you see and use in Theia, to fix problems with them, and for security and legal compliance as described below. The features are cards, reminders, summaries, answers, searching your email when you ask, adding events when you ask, and sharing cards with your Family Adults as described in Family.

How Theia stores it. Theia saves copies of the emails and events it collects so that it can show you the source of each card and answer, and show the emails behind a card to the Family Adults who can see it. We keep them until you ask us to delete them.

Who receives it. We transfer information from Google only:

• to our service providers, including our AI providers, to provide those features, with the consent you give when you connect Google;
• when you ask, to the people you choose (for example, the words of a reminder you send) and through the networks that carry Theia’s texts to you (mobile carriers and Apple);
• to the Family Adults of a family you create or join, as described in Family: the cards made from your Gmail that reach them, and the whole emails and attachments behind those cards. They can download the attachments, add those cards to their own Google Calendars and ask Theia about them, and Theia then sends those emails to our AI providers to answer. Your Google Calendar events are not shared;
• for security, such as investigating abuse;
• to comply with the law; or
• with your explicit prior consent, as part of a merger, acquisition or sale of assets.

What Theia never does with it:

• use it for advertising, including personalized, retargeted or interest-based ads;
• sell it or transfer it to advertising platforms, data brokers or information resellers;
• use it to decide creditworthiness or for lending;
• use it to create, train or improve any AI or machine-learning model. Every request Theia sends through its AI gateway is marked so that it goes only to model providers that do not train on it.

Human reading. No person at Theia reads your Google information unless:

• you have given us your permission to look at specific emails, events or other data, for example when you ask for help with a particular email;
• it is necessary for security, such as investigating a bug or abuse;
• it is necessary to comply with the law; or
• the information is aggregated and anonymized, and used for our internal operations.

Pausing, removing and revoking. You can pause or remove a Google account in Theia. Neither one deletes what Theia already saved.

• Pause stops Theia from collecting new emails and events. We keep the encrypted access credential Google gave us, so you can resume later by confirming the account with Google again.
• Remove stops Theia from collecting, deletes the access credential we stored and takes the account off your list in Theia. You can’t remove the Google account you sign in to Theia with, but you can pause it.
• When you remove an account, Theia asks Google to remove Theia’s permission for it, unless another person’s Theia account still signs in with that Google account or is connected to it and syncing, because removing the permission would cut off their access too. If Google doesn’t confirm the removal, Theia tells you, and Theia’s permission may still be in place.

You can remove Theia’s permission yourself at any time on your Google Account’s linked apps page (https://myaccount.google.com/linkedapps (opens in a new tab)). Once you do, the credential Theia stored no longer works. To delete the information Theia saved, email support@asktheia.com.

Text messages and phone callsLink to this section: Text messages and phone calls

What you’ll get. When you text Theia, it texts you back. Reminders are part of Theia: when you link your phone number to your Theia account, you agree that Theia may text you the reminders and confirmations you set up and call that number with the reminders you set up, and, while "Family can set reminders for me" is on, text and call it with the reminders your Family Adults set for you. Reminder calls use an AI-generated voice. You can stop them at any time, as described below.

How often. Message frequency varies with how you use Theia and the reminders you set. Message and data rates may apply, including international rates for numbers outside the United States.

Stopping messages.

• To stop reminders, delete or change them in Theia, or unlink your number (text UNLINK, or remove it in Theia).
• To stop reminders your Family Adults set for you, turn off "Family can set reminders for me", or use "Stop reminders from" for one adult. You can’t delete or change a reminder another adult set.
• You can also text STOP (or STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT, OPT OUT or REVOKE) as a message by itself. Theia then stops texts and reminder calls to that number and sends one message to confirm. Reminders your Family Adults set for you then come by email. If you text Theia again later, texts and reminder calls to that number start again.
• Text HELP for help, or email support@asktheia.com. You can also email us to stop texts or calls to your number, and we will do so promptly.

Your mobile information. We do not sell or rent your mobile phone number, and we do not share it or your consent to receive texts with third parties for their marketing or promotional purposes. We will not share your opt-in to receive Theia’s texts with any third party for purposes unrelated to providing you with Theia. Our service providers, including our texting, calling, hosting and database providers, and the mobile carriers, Apple and other networks that carry the messages, process your number and messages to provide the Service, as described in Our service providers. Our calling provider may also use call data, including the audio of reminder calls, for its own purposes, such as preventing fraud and improving its services, as described in Some providers keep rights of their own.

Delivery. Mobile carriers are not liable for delayed or undelivered messages. We try to deliver every reminder on time, but we can’t guarantee delivery. If Theia can’t deliver a reminder the way chosen for it, by you or by the Family Adult who set it, it may try another way that is set up for you: a text or a call to your linked number, or an email. For example, a reminder chosen as a text or an email may come as an automated call.

Keep your phone safe. Text messages are not end-to-end encrypted between you and Theia. Theia, our texting provider and, for SMS and RCS, the mobile carriers and other networks that deliver them can read them. Theia treats texts from your linked number as coming from you, and text messages can be faked (spoofed). If you lose your phone or give up your number, text UNLINK from it or sign out of Theia on all devices, which disconnects your linked numbers.

Reminder calls. Calls are not recorded. You can press 1 to snooze a reminder or 2 to dismiss it. To stop reminder calls, delete or change the reminder, unlink your number, text STOP to Theia’s number or email support@asktheia.com. For reminders your Family Adults set for you, which you can’t delete or change, turn off "Family can set reminders for me" or stop reminders from one adult. Unlinking your number, texting STOP or emailing us stops calls to that number, and those reminders then come by email.

Information about childrenLink to this section: Information about children

Theia accounts are for adults. You must be 18 or older to create a Theia account. Children may not create their own Theia accounts. If we learn that someone under 18 has created an account, we will close it and delete its information, except what we must keep by law.

Information parents give us. Parents can add details about their children, such as names, nicknames, grade and birth month and year (or full date of birth, given to fill a form), and Theia works with the parent’s emails, messages and files, which often mention children. Theia uses this information only to provide the Service to the parent and, when a child is on the children list of a family the parent is in, to the other adults in that family, who see the child’s first name and school, who added the child, and the family items about the child, and to a person invited to that family, who sees the child’s first name and school before deciding whether to join (see Family). It is part of the parent’s content, and the parent can review, correct or delete it. When an adult joins a family, Theia adds each child on its list to that adult’s own children list with the child’s first name and the school the family’s list shows for the child, and keeps that school in the adult’s memory as the child’s school, unless the adult says it is a child already on their list; a child added after they joined is added the same way only if they say yes. That entry and its school belong to that adult as their own information, and they stay in the adult’s list and memory if either of them later leaves the family or the parent deletes their account.

When a parent links a child’s phone number or email address. A parent can add a child’s phone number or email address so that Theia can text, call or email the child with reminders the parent sets up. It works like this:

1. The parent confirms from their own Theia account (on the web, or by text from the parent’s linked number) that they are the child’s parent or legal guardian, and approves messages to that number or address.
2. Calls to a child’s number need a separate approval from the parent.
3. Theia sends a code to the child’s phone or email address. A code to a child’s phone is sent by our provider Twilio.
4. The parent gives Theia that code to finish setting it up.
5. The child can text STOP to Theia’s number at any time.

Reminders from the parent’s family. If the child is on the children list of a family the parent is in, every other adult in that family can text the child’s phone number with reminders, and call it if the parent allowed calls, without further approval from the parent. They never see the number, and they can’t reach the child’s email address. The child sees their name in each reminder they set.

Children can’t chat with Theia. If a child’s linked number texts Theia one-to-one, Theia sends one short reply saying it can’t chat with children, and doesn’t store the message. It keeps only what it needs to handle STOP and HELP. A child’s messages in an iMessage group with Theia in it are kept like any other member’s once a Theia user in the group says Yes (see Texts to Theia).

What we collect from or about a child for these features:

• the child’s phone number or email address, which the parent gives us;
• replies to reminders, such as STOP, HELP or keypad presses during a reminder call, and delivery status.

How we use it. We use a child’s information only to deliver the reminders the parent set up, or that another adult in the parent’s family set up as described above, handle STOP and HELP requests, and keep the Service safe. We keep it only as long as these purposes need, as described below.

Who handles it.

• The other adults in a family the parent is in can set reminders for the child’s phone number, as described above, but never see the number.
• Our texting provider, Linq, carries texts to and from a child’s number, together with mobile carriers and, for iMessage, Apple.
• For a reminder call to a child, our speech provider, ElevenLabs, turns the reminder into audio, and our calling provider, Twilio, places the call.
• Twilio also sends and checks the code that confirms a child’s phone number.
• Our email provider, Resend, sends reminder emails to a child’s email address.
• Our database and hosting providers, Supabase and Google Cloud, store and process it.

These providers handle it to provide these features for us. As described in Some providers keep rights of their own, ElevenLabs’s terms let it use content to improve its services, and Twilio’s terms let it use the data of the calls and texts it handles, including the audio of a reminder call and a child’s phone number, for its own purposes, such as preventing fraud and improving its services, and use data it has de-identified or aggregated for any purpose.

What we never do. We do not sell children’s information, use it for advertising, make it public, or use it to train AI.

How long we keep it.

• Theia doesn’t store messages a child sends to Theia one-to-one, apart from what it needs to handle STOP and HELP.
• A child’s phone number or email address, and the delivery records and keypad presses for reminders sent to it, are kept while it is set up. When the parent removes it, we delete them within 7 days.
• If a child texts STOP, we keep a record of the number so that we don’t text it again, for as long as we need to respect that choice.

Parents’ choices. A parent can:

• ask us to show them the information we have collected from their child;
• ask us to delete it;
• stop reminders to their child by removing the child’s number or email address, or by having the child text STOP. This stops reminders from everyone who set them, including the other adults in the parent’s family;
• stop only the other adults’ reminders, by taking the child off the family’s children list (the owner can take off any child, and a member a child they added) or by leaving the family (or, as its owner, ending it);
• withdraw approval for calls to the child’s number, which stops calls from everyone.

To do any of these, email support@asktheia.com from the email address on your Theia account. We will check that you are the parent who linked the number before acting. We don’t require a child to give more information than Theia needs.

Contact for questions about children’s information: Secure Data Solutions LLC, San Francisco, California; mailing address: 30 N Gould St #66905, Sheridan, WY 82801, USA; support@asktheia.com.

If you believe a child has given us information without a parent’s approval, email support@asktheia.com and we will delete it.

Health informationLink to this section: Health information

Family emails and messages often include health information, such as doctor’s appointments, medications or school health forms. Theia uses it only to provide the features you ask for, such as cards and reminders, and to fix problems, keep Theia secure and comply with the law. If you are in a family, health items about a child on the family’s children list, such as appointments, medicines and school health forms, and health information in other family emails and messages that aren’t about you or a child on your own children list, such as a class health notice, are family items: every adult in the family sees them, with the emails and attachments behind them (see Family). Health items about you stay Only you unless you share them or turn on "Share my personal items too". We don’t sell it, use it for advertising or use it to train AI. Our Consumer Health Data Privacy Policy explains in more detail how we handle this information and the rights you have, including under Washington’s My Health My Data Act and Nevada law.

Theia is not a health care provider or a medical records service.

How long we keep informationLink to this section: How long we keep information

Our rule: your content stays until you delete it. Theia keeps your content, files, family details and history until you delete them or ask us to delete them. We don’t delete your content on a schedule, because Theia is meant to remember things for you. When you delete something in Theia, we delete it from our systems right away. When you ask us by email to delete something, such as your account, we delete it within 7 days after we confirm your request.

• Pausing or removing doesn’t delete. Pausing or removing a Google account, removing a WhatsApp account, or unlinking your phone number, stops Theia from collecting new information, and unchoosing a WhatsApp chat stops Theia from keeping its new messages. It doesn’t delete what Theia already saved.
• Deleting elsewhere doesn’t delete in Theia. If you delete an email in Gmail, Theia’s copy stays until you delete it or ask us to. The one exception is a WhatsApp message deleted for everyone while Theia is reading its chat, whose words Theia clears.
• Deleting a file doesn’t delete what was made from it. When you delete a file, Theia deletes the file and its reading, but cards Theia made from it stay until you ask us to delete them.
• Leaving a family doesn’t delete. Leaving a family, being removed from one or ending one deletes nothing. Your Family Adults stop seeing your items, but what they already received can’t be recalled (see Family).
• Answers already given stay. Deleting an item, or your account, doesn’t change earlier answers Theia gave your Family Adults in their chats with Theia, which can quote that item and stay in their accounts.

Our service providers keep some information for their own periods, as shown in Our service providers.

Your choices and rightsLink to this section: Your choices and rights

What you can do in TheiaLink to this section: What you can do in Theia

• Update your profile, family details, preferences and reminders.
• Delete items where Theia offers that option, such as files and photos in your library, reminders, contacts and preferences. They are deleted right away.
• Disconnect Gmail or Google Calendar, and remove Theia’s access in your Google Account.
• Unchoose WhatsApp chats, or remove a WhatsApp account.
• In Family: choose who sees each of your items, keep a sender’s mail to yourself, turn "Share my personal items too" or "Family can set reminders for me" on or off, stop reminders from one adult, and leave a family (or, as its owner, remove a member or end the family). You can’t delete an item a Family Adult shares with you.
• Turn off daily or weekly summary emails, set quiet hours, or turn off internet search.
• Unsubscribe from product news emails using the link in any such email. You will still get emails you need, such as sign-in emails and reminders you set.
• Text STOP, HELP or UNLINK, as described in Text messages and phone calls.

Requests you can makeLink to this section: Requests you can make

Wherever you live in the United States, you can ask us to:

• Access: tell you what personal information we have about you, and give you a copy in a common electronic format that you can move to another service;
• Correct: fix information that is wrong;
• Delete: delete your account, or specific information such as emails, conversations, messages or files;
• Withdraw consent: stop processing you agreed to, such as a Connected Account.

We give these rights to everyone who uses Theia in the United States, whether or not a particular state’s law applies to us.

How to ask. Email support@asktheia.com from the email address on your Theia account, or tell us the phone number linked to it. We will confirm your request comes from you, for example by asking you to reply from that email address or to confirm a code sent to your linked number. We may ask for more information if we can’t confirm who you are.

When we’ll respond. We complete deletion requests within 7 days after we confirm them, and respond to other requests within 45 days. If we need more time, we will tell you why, and we may take up to 45 more days. Requests are free. We may decline a request, or charge a reasonable fee, only if it is clearly unfounded, excessive or repetitive, and we will tell you why. We never charge for your first two requests in any 12 months.

What deleting your account does. We delete your account and your content, including files, family details, conversations and what Theia created from them, from our systems within 7 days after we confirm your request. If you are in a family, the deletion first ends any family you own and takes you out of the others, without sending anyone a message. Your Family Adults then stop seeing your items. What they already received can’t be recalled, and earlier answers Theia gave them in their chats with Theia, which can quote your items, stay in their accounts. Deleted information leaves any backup copies within 30 days. We also ask our service providers to delete it where they are able to; some keep copies for the limited periods shown in Our service providers. We may keep a small amount of information when we need it: records of your opt-outs so we don’t contact you again, records of consents, records needed for security, fraud prevention or legal obligations, and basic records that an item was deleted, without its content. From Family, we keep the records described in How long we keep information: family invites with the invited email addresses, the family log without your identity, and, for each adult who was in a family with you, a hashed form of your email addresses and phone numbers. A child’s first name and school that another adult’s children list received when they joined a family, or said yes to that child, stay in that adult’s list and memory, which belong to that adult.

Authorized agents. Someone you authorize can make a request for you. We will ask for your signed permission and may ask you to confirm your identity with us directly. A parent can make requests about their child’s information.

Appeals. If we deny your request, in whole or in part, you can appeal by replying to our decision or by emailing support@asktheia.com with the subject "Appeal". We will respond to your appeal within 45 days and explain our decision. If we deny your appeal, we will tell you how to contact your state attorney general. For example, Connecticut residents can file a complaint at https://portal.ct.gov/AG/Common/Complaint-Form-Landing-page (opens in a new tab).

No discrimination. We won’t treat you differently for using your privacy rights.

Information for California residentsLink to this section: Information for California residents

This section describes the personal information Theia collects using the categories in the California Consumer Privacy Act. Theia collects the categories below for the purposes described in How we use information. It discloses them for those purposes to the kinds of service providers listed, and otherwise only as described in Who we share information with. If you use Family, the information in your family items and in the items you share, which can include identifiers, customer records, education information, information about children and sensitive personal information such as health information, is also disclosed, at your direction, to your Family Adults, as described in Family. Your first name and the first names and schools of the children on a family’s children list are also disclosed to a person invited to that family, as described in Invites and joining.

We don’t sell or share (for cross-context behavioral advertising) personal information, and we have no actual knowledge of selling or sharing the personal information of anyone under 16. We use sensitive personal information only to provide the Service you ask for, fix problems, keep the Service secure and comply with the law, so we don’t offer a separate right to limit its use. We don’t share personal information with other companies for their own direct marketing. If you are under 18 and live in California, you can ask us to remove content you sent to Theia by emailing support@asktheia.com, although removal may not be complete where others have kept copies.

Information for residents of other statesLink to this section: Information for residents of other states

Nevada: we don’t sell covered information. You can still send an opt-out request to support@asktheia.com, and we will honor it.

Connecticut, Colorado, Virginia and other states with privacy laws: you have the rights described in Requests you can make, including the right to appeal. We don’t sell personal data, use it for targeted advertising, or use it for profiling that leads to legal or similarly significant decisions about you. We do not collect, use or sell personal data to train large language models.

Do Not Track and Global Privacy ControlLink to this section: Do Not Track and Global Privacy Control

Theia doesn’t track you across other websites and doesn’t use targeted advertising. Because there is no common standard for "Do Not Track" browser signals, Theia doesn’t change what it does when it receives one; there is no cross-site tracking for it to turn off. We treat a Global Privacy Control signal as a request to opt out of the sale or sharing of your personal information. We don’t sell or share it, so nothing else changes.

How we protect informationLink to this section: How we protect information

We use safeguards such as these:

• Encryption in transit: connections between your browser and Theia, and between Theia and our providers, use encryption (HTTPS/TLS). Theia connects to its database only over encrypted connections with a verified certificate.
• Encryption at rest: our database and file-storage providers encrypt the information they store. Theia also encrypts Google access credentials itself before storing them, and encrypts remembered website sign-ins with keys held in Google Cloud’s key management service.
• Separation between accounts: our servers and database check that each request belongs to the right account and reaches only that account’s own information and the items shared with it through Family, and the Theia app can’t read our database directly.
• Limited access: our servers use restricted database accounts, and only a small number of authorized people can access user information.
• Private files: your files are kept in private storage. Download links expire after a few minutes.
• Abuse limits: Theia limits how often codes, sign-ins and messages can be attempted, and checks that messages from our texting, calling and email providers really come from them.
• Care with AI: Theia treats the words in emails and files as information, not as instructions, and checks answers before sending them.

No system is perfectly secure, and we can’t promise that your information will never be accessed without permission. Your content is not end-to-end encrypted: Theia’s systems and our service providers can read it in order to process it. Theia reads the text and pictures in files you upload so it can use them, but it doesn’t run them as programs and doesn’t scan them for viruses, so only open files from sources you trust.

You can help: use a strong password that you don’t use elsewhere, keep your phone locked, and text UNLINK or sign out everywhere if you lose a device linked to Theia.

If a security breach affects your personal information, we will notify you and the authorities as the law requires.

Where we process information and who Theia is forLink to this section: Where we process information and who Theia is for

Theia’s main systems are in the United States: our database runs on Amazon Web Services in the eastern US (through Supabase), our API servers run on Google Cloud in the eastern US, and files are stored by Cloudflare in eastern North America. Some background systems, such as reminder scheduling, may run on computers our team operates, which connect to our database over encrypted connections. Some service providers may process or temporarily store information in other countries (for example, Google may cache AI requests in any country where it has facilities), and our personnel and these systems may access or process information from outside the United States to operate and support Theia. Reminders can also go to phone numbers outside the United States that you add, so those texts and calls pass through carriers in other countries.

Theia accounts are offered only to residents of the United States who are 18 or older. Children can use only the features a parent or legal guardian sets up for them, as described in Information about children. Theia is not directed to people outside the United States.

Changes to this policyLink to this section: Changes to this policy

We may update this policy as Theia changes or the law changes. We will post the new version here with a new "Last updated" date. If a change is material, we will tell you by email and in Theia at least 30 days before it takes effect, unless the law requires it sooner.

We won’t make a material change to how we use information we have already collected, such as using it for AI training or sharing it in new ways, unless you give your affirmative consent. You can ask us for earlier versions of this policy at support@asktheia.com.

Contact usLink to this section: Contact us

Secure Data Solutions LLC

San Francisco, California

Mailing address: 30 N Gould St #66905, Sheridan, WY 82801, USA

• Help, account and privacy requests: support@asktheia.com
• Legal notices: legal@asktheia.com
• General questions: contact@asktheia.com

If you have a concern about your privacy, please contact us first, and we will try to resolve it. If you have a Theia account, disputes between you and us are handled as described in the dispute resolution section of our Terms of Service.

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