Confidentiality & Data Handling

A note before we begin

Thank you for agreeing to take part in the Periscope testing phase. Before you upload a meeting transcript, we want to be completely transparent about what happens to your data, how we protect it, and the choices you have. This is not a formal NDA — it's a plain-English commitment from us to you about how your information will be handled.

If anything here is unclear, please reply to your invitation email and we'll talk it through before you submit anything.

1. Who we are

Periscope is an AI-based meeting-analysis tool developed by Team Up Business Ltd, registered in England and Wales, with its business address at Jerome House, Churchill, North Somerset, BS25 5NG. Team Up is the Data Controller for any personal data you provide during the testing phase, in accordance with the UK GDPR and the Data Protection Act 2018.

2. What we'll ask you for

When you submit through our private web form, we collect:

• Your name

• Your organisation's name

• Your email address

• A short description of the meeting (type, approximate size of group, approximate date)

• The meeting transcript itself, uploaded as a document, text file, PDF or similar static file

The submission form is hidden from our public website navigation and excluded from search-engine indexing — it is accessible only via the private URL we share directly with you.

3. What we'll do with your transcript

Periscope is an AI-based tool that applies the Polaris Formula — our proprietary scoring model — to analyse your meeting transcript and produce a meeting-effectiveness report. The report covers areas such as Effective Start, Psychological Safety, Decision-Making Quality, Clarity and Effective Close.

Specifically, we will:

1. Run the transcript through Periscope manually during the testing phase (it is not yet a real-time automated tool).

2. Generate your AI-assisted report and email it back to you, usually within 24 hours, along with a short covering summary.

3. Invite you to a brief debrief conversation (or email exchange) so you can tell us how well the report reflects what actually happened in your meeting.

4. Retain a copy of your report, and a fully anonymised version of your transcript, in our internal research and benchmarking library. This anonymised data helps us validate and refine the Periscope AI model on an ongoing basis. This is part of the value exchange we ask of testing-phase participants, and by submitting you are agreeing to this use.

We will not use your transcript for any purpose other than producing your report and improving the Periscope AI model. We will not share, sell, or publish your transcript or report with any third party.

4. Anonymisation — what it means and what it doesn't

The Periscope tool automatically anonymises speaker names in the output report. The analysis looks at patterns of contribution (sharing, asking, challenging, etc.) rather than tying behaviours to named individuals.

Once your report is finalised, we go a step further: we produce a fully anonymised version of your transcript and report — stripped of speaker names, organisational identifiers and other personal data — which is the only version retained for research, analysis and benchmarking purposes (see Section 7).

Please note:

• The raw transcript file you upload is held in its original form (with names) while we run the analysis, because the tool needs the speaker structure to attribute contributions correctly.

• Once the report has been generated and the anonymised version produced, the raw transcript is deleted from active use (see Retention, below).

• Anonymisation applies to the output and to the long-term retained data — not to the raw input. If you would prefer to redact names yourself before uploading, you're welcome to.

5. Your responsibility for sensitive content

Periscope is designed for routine team meetings — for example, regular team huddles, weekly check-ins, quarterly business reviews and leadership meetings. It is not intended for confidential, board-restricted, M&A, HR-sensitive, legally privileged or otherwise highly sensitive sessions.

Because we cannot know in advance what your transcript contains, the responsibility for ensuring that the meeting you submit is appropriate to share — and that you have the authority within your organisation to share it — sits with you, the submitter. If in doubt, please choose a different meeting or redact sections before uploading.

6. How we protect your data

We take the security of your data seriously, and we want to be open about the technology and people that sit behind the form:

• Submission channel. The web form sits on our Squarespace site over an encrypted (HTTPS) connection. The page is hidden from navigation and from search-engine indexing, accessible only via a non-guessable URL shared privately with you.

• Where files are stored. Squarespace stores uploaded files — including the documents, text files and PDFs you submit — in Tier III data centres in the United States, on Squarespace's own private cloud network. Tier III is an industry standard for data-centre resilience, providing redundant power, cooling and connectivity with a high availability rating.

• How files are delivered. Once stored, static files are assigned a private URL and cached on Squarespace's global Content Delivery Network (CDN). This means copies of static assets may be served from regional CDN edge servers closest to the person accessing them. The CDN is used to deliver content efficiently; it does not change who controls or owns the data.

• Redundancy and availability. Squarespace uses redundant servers and automatic failover. If a primary service fails, traffic switches to a backup, which means your data remains available and isn't lost in the event of a single-server outage.

• Form submission routing. Submissions from the form are routed to a named Team Up inbox so that we are notified the moment a transcript arrives. We do not route submissions into third-party spreadsheets, Google Drive folders, or marketing platforms.

• Who can access your data. Only the small Team Up testing team — George Karseras, Graham Oddey and Suzanne Davis — and Peter Kerr of Earn the Right, who is contracted to Team Up to run the Periscope analysis during the testing phase, can access your transcript. Each person is bound by confidentiality obligations.

• No onward sharing. Your transcript is not shared with any third party, sold, or made available to other clients.

• No third-party AI training. Your transcript is not used to train any third-party AI model (for example, OpenAI, Anthropic, Google or Microsoft consumer models). The Periscope AI model is operated internally by Team Up, and only fully anonymised data is used to validate and refine it (see Section 7).

6a. International data transfers

Because Squarespace's primary data centres are located in the United States, and because static files are cached via a global CDN, your data will be transferred outside the United Kingdom when you submit it.

We rely on the following safeguards, as required by UK GDPR Article 46:

• Squarespace's Data Processing Addendum (DPA) incorporates appropriate legal safeguards for international data transfers out of the UK. Their framework relies on the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses (SCCs), providing contractual protection equivalent to UK standards. The current contractual terms are accessible via Squarespace Legal.

• Encryption in transit (HTTPS/TLS) between your browser, the Squarespace platform and the CDN.

• Access controls so that only authorised Team Up personnel and Peter Kerr (under contract) can retrieve the original file from the Squarespace back-end.

When a transcript is no longer needed, we delete it from the Squarespace site and empty the trash. Squarespace then fully purges deleted files from its CDN within a short grace period (typically a few weeks). During this short window the file is no longer visible on our site, and the direct file URL is never shared outside the Team Up testing team.

If you would prefer not to have your transcript transferred to the US via Squarespace at all, please let us know before submitting and we will arrange a UK-only alternative (for example, a direct email submission to a UK-hosted inbox).