Legal
Privacy Policy
What we collect, why, where it goes, and how long we keep it. The retention periods below are the ones actually configured in the system, not aspirations.
Last updated 10 September 2026
1. Who we are
Oceanus Systems is the data controller for the personal data described on this page. We are based in the United Kingdom, and this policy is written against the UK GDPR and the Data Protection Act 2018.
You can reach us about anything on this page at info@oceanussystems.com.
2. What this policy covers
Two different things, and it is worth separating them because they collect very different amounts of data:
- This website. Live now. The only personal data it collects is what you type into the contact form.
- The Oceanus AI apps (desktop and mobile). Not yet publicly released. They are front ends to a multi-agent system, and they are the reason most of this policy exists.
3. The website
If you submit the contact form we collect your name, email address, the interest you selected, and your message. We use it only to reply to you. The lawful basis is legitimate interests (Article 6(1)(f)) — you asked us to get in touch, and replying is what you would expect.
The message is delivered by email through Amazon Simple Email Service and arrives in our own mailbox. We keep it for as long as the conversation is useful and then delete it.
This site sets no analytics or advertising cookies. There is no tracking pixel, no advertising network, and no third-party analytics running on it. If that ever changes we will ask for consent first, and this page will say so before it does.
4. The apps: what the system collects
The apps are thin clients. Almost nothing is processed on your device — the work is done by a coordinated set of agents running on AWS in eu-west-2 (London). That means most of what you give the app leaves the device, and we would rather say so plainly than bury it.
| Data | Why | Kept for | Lawful basis |
|---|---|---|---|
| Account identifier | Email, display name and an opaque user ID. Sign-in, and binding tasks and approvals to a person — the approval gate is meaningless without an identity. | Life of account + 30 days | Art 6(1)(b) contract |
| Authentication tokens | Session and refresh tokens — never your password. Held in the device Keychain or Android Keystore. | Token lifetime | Art 6(1)(b) contract |
| Device identifier | An install-scoped UUID we generate. Not an advertising ID — the apps request neither IDFA nor GAID. | Life of the install | Art 6(1)(f) legitimate interests |
| Task prompts and instructions | The free text you give Kronos. This is the product. It is unbounded — you can put anything in it, and we cannot prevent that. | 7 days, enforced by a database TTL | Art 6(1)(b) contract |
| Agent responses | What the model sends back, so we can show it to you. | 7 days server-side | Art 6(1)(b) contract |
| Photos and files you attach | Receipts, design references, screenshots. Only the items you pick — the apps use the system picker and never read your whole library. | 7 days, with the task | Art 6(1)(b) contract |
| Approval and audit records | Every action an agent took and every spend decision you made. This trail is a core part of the product. | Indefinitely | Art 6(1)(f) legitimate interests, and Art 6(1)(c) where a legal obligation applies |
| Push token | So we can tell you an agent finished, or that a spend approval is waiting. | Life of the install | Art 6(1)(a) consent |
| Location, if you allow it | Only for features that need it — a local-search grid centre, or travel time on a calendar event. | 7 days, with the task | Art 6(1)(a) consent |
We do not sell personal data, we do not share it with advertisers, and we do not use it to build advertising profiles.
5. AI models, and what they do with your data
Your task prompts and any attached images are sent to large language models through AWS Bedrock. Today that is Amazon Nova; Anthropic Claude is also enabled for the system and may serve your requests.
Bedrock processes this data as our processor and does not use it to train foundation models. Your prompts are not used to train anyone's model.
6. Voice
Speech out. When Kronos speaks, the text of the reply is sent to Amazon Polly, which returns audio. Only text is sent, and it is not retained there.
Speech in. The mobile app does not currently capture voice input at all. On the desktop app, the optional "Hey Kronos" wake word uses your browser engine's built-in speech recognition, which in Chrome-based engines sends audio to Google for transcription while it is listening. We are calling that out specifically because it is the one part of the voice stack that sends audio to a third party, it is off unless you turn it on, and you should know that before you do.
7. Who else touches your data
Agents act on your behalf against real third-party services. Which ones depends entirely on what you ask for and which integrations you connect. Broadly:
- AWS — our infrastructure processor for everything above.
- Email and messaging providers (such as Google or Microsoft) — only if you connect an account and ask an agent to send or read mail on your behalf.
- Payment and accounting services (such as Stripe or HMRC) — only if you use the bookkeeping features. We never handle raw card numbers.
- Apple and Google — for push notification delivery, if you enable notifications.
Each connected integration is one you choose to add, and you can disconnect it.
8. Your rights
Under UK data protection law you can ask us to give you a copy of your data, correct it, delete it, restrict or object to how we use it, or hand it to another provider. Where we rely on consent — notifications and location — you can withdraw it at any time, in the app's settings or your device settings, without affecting what we did before you withdrew it.
One honest limit: the audit trail exists so that what an autonomous agent did to your accounts and your money can be reconstructed afterwards. Where we are required to keep those records, or need them to establish or defend a legal claim, we may keep them after other data is deleted, and we will tell you if that applies.
Email info@oceanussystems.com and we will respond within one month. If you are not satisfied you can complain to the Information Commissioner's Office at ico.org.uk.
9. Where your data is held
Primary storage and processing is in AWS eu-west-2 (London). Some model inference is routed to other AWS regions within Europe to reach model capacity. Where a third-party service you have connected is based outside the UK, that transfer relies on the UK International Data Transfer Agreement or an adequacy decision.
10. Children
Oceanus AI is not intended for children, and we do not knowingly collect data from anyone under 18.
11. Changes to this policy
The system this describes is under active development. When what we collect changes, this page changes with it and the date at the top moves. If a change materially affects you we will tell you rather than relying on you re-reading this page.
See also our Terms of Service.