How we handle submitted material.

When you fill in the enquiry form on the homepage we receive what you typed: your name, your work email, and, if you chose to give them, your organisation, your role, the session or event, its date, a link to a keynote video, what the audience needs from the conversation, and your preferred next step.

Alongside that, the request itself carries the page you came from, your browser’s user agent string, and a country derived from your connection. We do not store your IP address and we do not set any cookies. There is no analytics script, no advertising pixel and no chat widget on this site.

To reply to you, and to work out whether a Provoq pilot makes sense. That is the whole of it. Your address does not go onto a mailing list, it is not used for marketing that you did not ask for, and it is never sold or shared for anyone else’s marketing.

The form asks for a link. It does not accept file uploads, so nothing is transferred to us at the moment you submit: what we store is the URL you typed, as text, in the same row as the rest of your enquiry.

A session recording usually contains the voice of a speaker who is not you, and often an audience as well. Please only send us a link you are entitled to share. If the recording is private, unlisted or under an embargo, say so in the message and we will treat it accordingly.

Once we have the link, we watch what it points to. To show you what Provoq would have done in that room we may also download the audio, transcribe it, and write notes against the transcript. That copy exists to answer your enquiry and nothing else: it is never published, never shown to another customer, never used as a demo or a case study without your written agreement, and never used to identify or profile anyone speaking in it.

We delete the downloaded audio, the transcript and our working notes within 30 days of sending you our reply, or sooner if you ask. A speaker in the recording can ask us to delete it too — see section 9.

Provoq is designed to learn. Your moderator teaches it their voice before the event, and after a session it takes in which questions felt natural and which ones opened the conversation up, so the next session is better than the last. That means something about how your moderator works is kept between sessions rather than discarded at the end of each one.

This is about a moderator’s own style, not about the speakers they interview.

A moderator’s profile is held in our own database, kept inside your organisation’s own account, and used only to prepare that moderator’s sessions. It is not pooled with other customers’ profiles and it does not inform anything anyone else sees. It is kept for as long as the moderator is working with us and deleted within 30 days of the account ending.

A moderator can ask at any time to see what their profile holds, to have the learning switched off, or to have the profile deleted on its own without losing the rest of their account. Write to hello@provoq.ai.

Your enquiry is stored in a database table that is locked to the public: row-level security is on with no access policies, so the site’s own browser-side key cannot read or write it. Only the server-side function that receives the form can write to it, and only a holder of the private service key can read it.

A copy of each enquiry is also emailed to Joe Davis so that nothing is missed.

The read key and that mailbox are held by the small team working on Provoq, and by nobody else. Anyone who needs access in order to do the work is bound by a written confidentiality agreement first. We do not show the contents of an enquiry, or any session you send us, to investors, advisers or anyone else outside that team, and we do not use your name or your organisation’s as a reference without asking you. If you want to know who holds access on the day you write, ask and we will tell you.

Four third parties touch this site or your enquiry.

Analysing a session needs more than a website. Turning a recording into moments and suggestions involves a speech-to-text service and a large language model, both run by third parties on servers in the United Kingdom, the European Union or the United States.

We only use suppliers whose business terms bar them from training on what we send and from keeping it beyond what delivering the service requires, and we turn off any retention setting that is on by default. We will name the specific suppliers, and tell you where each one processes data, on request — ask before you send us a session and we will answer in writing. If we change a supplier for work already under way, we will tell you rather than assume the answer still holds.

Section 4 describes the one kind of learning we do: a moderator’s own profile, built from their own sessions, used only for them.

Beyond that, nothing. We do not use your enquiry, your recordings, your transcripts or the analysis we produce to train or fine-tune a model, and none of it reaches a model that another customer’s work touches. Our suppliers are under terms that forbid them training on it either, and where a supplier offers training or retention as a default we switch it off before sending anything.

If that ever changes, we will ask you first. It will not happen by way of an updated policy page.

Nothing in the database deletes itself, so the deleting is done by hand, on this schedule:

Any of these will go earlier if you ask.

Email hello@provoq.ai from the address you used, or tell us the address you used, and ask us to delete it. You can ask for a copy of what we hold about you in the same way. You do not have to give a reason.

We will also delete it on the request of a speaker in a recording you sent, if they contact us and can identify the session.

We will acknowledge within five working days and finish within 30 days. Deleting means all of it: the database row, the notification email and any reply thread, the downloaded audio, the transcript and our working notes. Where a supplier still holds a copy, we instruct them to delete it too and confirm to you once they have. If a backup is the only place something survives, we say so and it goes when that backup rotates — within 90 days at the outside — and it is not touched in the meantime.

Write to hello@provoq.ai. A person reads it.