Privacy Policy
Effective September 6, 2026
What we collect
Account data: your name and email, via our sign-in provider (WorkOS). Workspace data: content from sources your workspace explicitly connects, which today can include Gmail messages (read-only), Slack messages (read-only), GitHub repositories and issues, meeting audio transcribed from calls you send the assistant to, invoices and payments, and expenses or bank-statement rows you add. Billing data: handled by Stripe; card numbers never touch our servers. Usage data: standard logs needed to run and secure the service.
How we use it
To provide the product to your workspace: indexing your data, answering your questions with citations, generating summaries and drafts, computing financial statements, and running agents you approve. Processing includes sending relevant excerpts to third-party AI model providers under agreements that prohibit training on your data (zero-data-retention endpoints where offered). We do not sell personal data, and we do not use your workspace data to train models for anyone else.
Google user data
If your workspace connects Gmail, we access it read-only to index messages for your workspace's own search and answers. Castan's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google data is never used for advertising and never transferred except as necessary to provide the features you see, to comply with law, or as part of a merger with equivalent commitments.
Meeting recordings
The meeting assistant joins calls visibly under the Castan name and announces why it is there. Transcripts are stored in your workspace and shared only through links your workspace creates. Recap pages are unlisted (unguessable links) and excluded from search engines. A call marked as an interview is different: it is recorded for the interviewer's notes only, nothing from it enters the workspace's shared memory or its search index, no task, promise or share link is created from it, and the notes are deleted 90 days after the call.
Storage and security
The application and the database run in the European Union (Netherlands and Germany) with per-workspace isolation enforced at the database layer (row-level security), encryption in transit, and encryption at rest. Some processing happens with subprocessors outside the EU: language-model processing (Anthropic, United States) and meeting capture (Recall.ai, in the region configured for our account). Those transfers rely on the EU-US Data Privacy Framework where the provider is certified and on Standard Contractual Clauses otherwise. OAuth tokens are stored server-side, encrypted, and never exposed to browsers. Access by our personnel is limited to operating the service and debugging with your consent. Our security page describes the controls in detail.
Retention and deletion
Workspace data is retained while the workspace is active. Removing a source from Connections stops new ingestion and deletes at once what that connection brought (messages, threads, meetings, tasks, documents and their search index; people, companies and imported books stay, as the removal screen states). You can request deletion of the entire workspace by writing to hello@castan.ai from the owner's address, and we complete it within 30 days, backups included. When a workspace is deleted, its invites, memberships and content go with it.
Subprocessors
Current subprocessors: Railway (application hosting, EU), Neon (database, EU), Cloudflare (DNS, and encrypted backup storage where enabled), WorkOS (authentication), Stripe (payments), Recall.ai (meeting capture infrastructure), OpenAI (text to speech for the meeting assistant's spoken answers, United States), Anthropic (language model processing), Google (embeddings where configured), Resend (transactional email, EU), FGO (fiscal invoicing for our own invoices to you) and, on the public website only, PostHog (cookieless visit counting, EU) where enabled. We will maintain this list as it changes.
Your rights
Depending on where you live you may have rights to access, correct, export or delete personal data. Workspace owners can exercise these for workspace data; individuals can contact us directly. We respond within the timelines the applicable law sets.
Who is responsible
The controller for account data and the processor for workspace data (your company is its controller) is the company identified below. Questions or requests: hello@castan.ai. Material changes to this policy are announced in the product or by email before taking effect.
- Operator
- OCULI OMNIUM SRL, societate cu răspundere limitată (SRL)
- Registration
- CUI 52198491 · Registrul Comerțului J2025054313009 · capital social 200 lei
- Registered office
- Intr. Gheorghe Simionescu 19 Ap. B26
- Contact
- hello@castan.ai
- VAT
- The company is not registered for VAT (small-enterprise exemption, art. 310 Cod fiscal), so prices are final and include no VAT.
- Licences
- None required for this activity. The service is delivered online; there are no delivery costs.
- Consumers
- Complaints go to hello@castan.ai first. If we cannot settle one, you may turn to ANPC (Bd. Aviatorilor 72, București, 021 9551, anpc.ro) and to its alternative dispute resolution service, SAL: reclamatiisal.anpc.ro.
- Businesses
- Business customers are not consumers; the consumer remedies and the right of withdrawal do not apply to them.
