Your privacy
Cove is a space for personal reflection and optional community participation. Whether you choose to write, record voice notes or share something in The Commons, you are trusting us with information that is personal to you.
This Privacy Notice explains what information we collect, why we collect it, how we use it, and the choices available to you. We've written it in plain English because we think understanding how your information is handled should be straightforward.
If anything here is unclear, or if you have questions about how we handle your information, we'd be pleased to hear from you.
Our approach to privacy
Privacy influences every part of how Cove is designed, from the information we collect to the way AI features work and the choices available to you.
That means we aim to:
- collect only the information needed to provide and improve Cove;
- explain clearly why we collect it;
- give you meaningful control over your information;
- be transparent whenever AI is involved;
- protect your information using appropriate technical and organisational safeguards; and
- never sell your personal information.
As Cove evolves, we'll continue reviewing these principles to make sure they remain appropriate for the way people use the platform.
About Cove
Cove is part of SenaForma, a growing ecosystem of products and community spaces designed to support people living with long-term conditions.
Within Cove you can:
- keep private written or voice reflections;
- use optional AI-supported features to revisit those reflections;
- participate in The Commons if you choose to share with the wider community.
Most of what happens in Cove is private by default. Community features are always optional, and we'll make it clear whenever something is about to become visible to other people.
Cove and the wider SenaForma ecosystem
Your SenaForma account may allow you to access more than one SenaForma product over time. Sharing an account, however, does not mean information is automatically shared between products.
Each SenaForma product has a specific purpose and, where appropriate, its own Privacy Notice explaining how information is collected and used.
Where information needs to be shared between SenaForma products, we'll explain why it is necessary and, where required by law, ask for your permission beforehand.
Our aim is simple: one account should make moving between SenaForma spaces easier, while clear boundaries ensure you always understand how your information is being used.
Private reflections and The Commons
Your reflections remain private unless you actively decide to share them.
If you choose to publish something in The Commons, only the content you have chosen to share becomes visible to other members of the community. Before anything is published, we'll clearly indicate that it is about to become public.
You remain in control of what you share, when you share it and whether you choose to remove it later.
What information we collect
The information we collect depends on how you use Cove.
Account information
When you create an account, we may collect:
- your email address or another sign-in identifier;
- your display name;
- authentication and security settings;
- notification preferences; and
- account preferences.
Reflections
If you choose to write or record reflections, we may collect:
- written reflections;
- voice recordings;
- voice transcripts;
- optional AI-generated summaries;
- the date and time a reflection was created or edited.
Your original writing or recording always remains the primary record. AI-generated summaries are optional and never replace what you originally shared.
Community activity
If you participate in The Commons, we may collect:
- posts you publish;
- comments and replies;
- reactions; and
- moderation records where action is required to keep the community safe.
Technical information
Like most online services, Cove also collects limited technical information to help keep the platform secure and reliable.
This may include your browser type, device type, operating system, IP address, security logs, crash reports and performance information. Where possible, we minimise both the amount of technical information we collect and the length of time it is retained.
What Cove remembers
One of Cove's aims is to make returning conversations feel more natural. To do this, it may remember some of the people, places, activities or recurring topics you've mentioned previously so that you don't have to repeat yourself every time you visit.
This feature is designed to preserve context rather than draw conclusions about you. Cove does not create psychological profiles or attempt to determine who you are based on your reflections.
You can review, edit or remove remembered information at any time through the You section of your account.
Why we collect information
We collect information in order to:
- provide and secure your account;
- save your reflections;
- help reconnect conversations over time;
- operate The Commons;
- improve Cove;
- identify and resolve technical problems;
- protect the safety of the community; and
- comply with our legal obligations.
We will not collect information simply because it might become useful in the future.
AI and your reflections
Some features within Cove use artificial intelligence to support your experience.
Depending on how you use the platform, AI may help transcribe voice recordings, generate optional summaries or reconnect ideas you've previously shared.
These features are designed to support reflection rather than replace it. AI does not diagnose medical conditions, provide medical advice or determine what your experiences mean.
Whenever AI generates content, your original writing or transcript remains available, and you can choose whether to keep, edit or remove AI-generated summaries.
Your choices
You remain in control of your information throughout your time in Cove.
You can update your display name, change your password, manage notifications, review or edit what Cove remembers, delete reflections, remove community posts, request a copy of your information or close your account.
Where particular information cannot be deleted immediately because we are legally required to retain it, we'll explain why.
Your reflections belong to you
The experiences you record in Cove remain yours.
We store them so that you can revisit them over time and use features such as AI summaries or The Commons if you choose to do so. We do not claim ownership of your reflections simply because they are stored on our platform.
If you decide to delete your reflections or close your account, we'll remove your information in accordance with this Privacy Notice and any legal obligations that apply.
When we share information
We do not sell your personal information or allow advertisers to access your reflections.
We share information only where it is necessary to operate Cove, work with trusted service providers acting on our behalf, comply with legal obligations or protect the safety, rights or wellbeing of individuals where required by law.
Whenever another organisation processes information on our behalf, it must meet appropriate privacy and security standards.
Keeping your information safe
We use a combination of technical and organisational measures designed to protect your information against unauthorised access, accidental loss, misuse or disclosure. These measures include secure authentication, encrypted communications where appropriate, access controls and regular reviews of our security practices.
Although no online service can guarantee absolute security, we'll respond promptly to any security incident and, where required by law, notify affected individuals and relevant authorities.
How long we keep information
We keep information only for as long as it is needed for the purpose for which it was collected.
Account information is generally retained while your account remains active. Reflections remain available until you delete them or close your account, unless we're legally required to retain particular information. Technical logs are retained only for as long as reasonably necessary to maintain security and reliability.
Where information is no longer required, we'll securely delete it or anonymise it.
Children
Cove is currently intended for adults.
If we become aware that someone below the minimum age required to use Cove has created an account without the necessary permissions, we'll take reasonable steps to remove the account and associated information unless we're legally required to retain it.
Cookies
Cove uses cookies and similar technologies to keep the platform secure, maintain your session and understand how the service is used.
Some cookies are essential for Cove to function. Others help us improve the platform over time and are used only where you have given permission, where required by law.
Further information is available in our Cookies Notice.
Your rights
Depending on where you live, you may have rights to access, correct, delete or transfer your personal information, restrict or object to certain processing activities, withdraw consent where processing relies on consent, and lodge a complaint with the relevant supervisory authority.
We'll always try to resolve concerns directly and fairly, and encourage you to contact us if you have any questions about how your information is handled.
Contact us
If you have any questions about this Privacy Notice or how your information is handled, please contact us at hello@senaforma.com.
If your enquiry relates specifically to privacy or data protection, including "Privacy" in the subject line will help us direct it to the appropriate member of the team.
Legal information
Cove is provided by SenaForma, which acts as the data controller for the personal information described in this Privacy Notice.
We process personal information in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the European Union General Data Protection Regulation (EU GDPR).
Where personal information is transferred internationally, we will ensure appropriate safeguards are in place in accordance with applicable law.
This Privacy Notice applies specifically to Cove. You can also read the SenaForma Privacy Notice (link to follow), which explains our organisation-wide approach to privacy and data protection across the wider SenaForma ecosystem.