Build Better Teams — Privacy Notice

Last updated: 17 October 2026

What this covers

This notice explains how KnowThee SA (“we”, “us”), trading as LeaderInsight, handles personal data in Build Better Teams (“BBT”, the service at https://teams.leaderinsight.ai). It covers team leads who buy the service, team members they invite, and visitors to the public page. It says what we collect, who can see it (inside your team and at our end), which providers help us run the service, where the data is stored, how long we keep it, and how to exercise your rights under the EU General Data Protection Regulation (GDPR) and the Swiss Federal Act on Data Protection (FADP). It does not cover the separate LeaderInsight marketing website at www.leaderinsight.ai, which has its own policy.

1. Who is responsible

KnowThee SA, La Malaz 2a, 1164 Buchillon, Switzerland, registered in the commercial register of the canton of Vaud under UID CHE-319.673.303, is responsible for the personal data described here.

Privacy contact: feedback@leaderinsight.ai

We have not appointed a data protection officer, as none is legally required for our activities.

2. Our role

We provide BBT directly to each person who signs in. We act as the controller for the data described in this notice, including account, billing, survey, profile and chat data. We decide how the service works and who sees what; a team lead, or the organisation that buys BBT, cannot see individual answers. Business customers who need a data processing agreement can ask us for one.

3. What we collect

Account and sign-in. Your email address, your name (if you give it or if Google provides it), a profile photo link if you sign in with Google, the date your account was created, and the date you confirmed your email. We do not store passwords: you sign in with a one-time email link or with Google.

Team membership. The teams you lead or belong to, your role (team lead or member), invitations sent to your email address, their expiry and acceptance dates, which units the lead has launched, and the dates reminders were sent.

Team surveys. Your answers to the team questionnaires (Purpose & Mandate, Team Dynamics, Capabilities & Coordination, Handling Disagreement and the follow-up survey), the scores calculated from them, and any written comments.

Working styles. Your answers about how you prefer to work and what happens under pressure, and the “user manual” produced from them.

Peer Feedback. The ratings and written comments you give about teammates and yourself, the ratings and comments teammates give about you, and your private reflections and any commitment you choose to share.

Leadership Profile (optional). If you take the Big Five questionnaire: your answers, the time you spent on each part (used for a quality check), and the resulting profile. If you upload a Hogan or NEO-PI-R report instead, the scores we derive from it. You are asked to confirm, before you start, that you take part voluntarily and understand the profile is private to you (see section 6).

Documents you upload. The file name and the readable text of documents you add for your 1-on-1 AI coach (for example a CV or a personality report) with the paperclip in your private chat, or on the Take Psychometric Test page, split into passages for the coach to search. The app also writes one short summary of each document for your private coach (written to leave out contact details, pay, health and family details), deleted with the document. We do not keep the original file, except for Hogan or NEO-PI-R reports (see section 8).

Files shared in the team chat. The file itself, its name, size and type, its readable text (which the team AI coach reads), who shared it and when. Everyone on the team can open and download it. It is deleted when the person who shared it, or the team lead, removes it, or with the team’s data (section 10). For files shared before we started keeping the file itself (October 2026), we kept only the name and the readable text.

Chat messages. What you write in your private chat with your 1-on-1 AI coach, what you and your teammates write in the team chat, the AI coaches’ replies, who asked the team AI coach, @-mentions, and when you last viewed the team chat. While you have the team chat open, we briefly record that you are present so teammates can see who is online. We do not keep this presence record. To remember earlier conversations, the app also keeps short notes of what you told your private coach (designed to leave out health and family details); they are private to you, you can see, change or delete them under “What your coach has noted” in your private chat, and they are deleted with your account.

Team meetings. Notes typed during team meetings (stored without the author’s name), the team agreement, and personal commitments (stored with your name).

Payments. When you buy, Stripe collects your payment details. We receive and keep your email address, the Stripe checkout and customer references, the amount, the currency, the status (paid or refunded) and the date. We never receive or store your card number.

Usage data. We record which pages and features of the app you use, which buttons you press, and how long you spend on a page. This is linked to your account, stored in our own database in the EU (not with an analytics provider, and without cookies), and used to improve and support the service. We also record your screen-size range and device type (phone, tablet or computer), the point at which an unfinished questionnaire was left (not your answers), when a saved draft is resumed, and technical error reports with personal details removed. We look at it mainly in aggregate. It is never sold or shared.

Messages to us. What you send through the “Feedback / Contact us” form or by email, and any account deletion request (with your name, email and the request date).

Technical and security data. Session records that keep you signed in. Short-lived rate-limit records that stop abuse of sign-in, checkout and invitation emails; for sign-in and checkout these contain your IP address, and for sign-in your email address. Server logs, which may contain your email address or IP address when something goes wrong. Records of each AI request (team, feature, model, number of tokens, cost, status and time taken), which do not contain the content of your messages, answers or documents.

What we do not collect. We use no third-party analytics, advertising or tracking tools, and no such cookies. We do not ask about your health, and we do not collect political opinions: the questionnaires contain no questions about politics or voting, and answers given to two earlier voting-related items have been deleted.

4. Who can see your data

The service is designed so that people can answer honestly. This is what other people can see.

• Your team lead cannot see your individual survey answers, your Peer Feedback report, your private chat, your Leadership Profile or your private documents.
• Team survey reports, including the Handling Disagreement results, combine answers and appear only when the team lead shares the results (starting the team meeting also shares them), which needs at least 3 people to have responded. Answers given after the results are shared never change them. Written comments appear in team reports without names. In a small team, someone’s wording or the context can still make a comment recognisable, so please write with that in mind.
• Your Peer Feedback report is for you alone. It opens only after you have rated yourself and at least 3 teammates have rated you. It never shows who gave which rating or comment.
• Working styles are shared by name, by design. Once at least 3 team members have completed theirs, teammates who have also completed theirs can see each person’s manual.
• The team chat, team documents and team meeting records are visible to everyone on the team. Anyone on the team can open and download a file shared in the team chat. Meeting notes carry no names. Commitments carry the name of the person who made them.
• Your Leadership Profile, private documents and private chat are private to you. Your team, including your team lead, does not see them, not even whether you have completed the profile.
• The AI coaches read only what the person or team asking is allowed to see (see section 5).

At our end, access to the full database and to administrator backups is limited to two named people at KnowThee (our chief executive and our chief technology officer), and only for support, security, backups, billing, legal obligations and handling your requests. Three founders have an operations dashboard that shows account, team, activity, usage, payment and AI-cost information, and messages you send us. It shows no survey answers, reports or chat content. Every page view and action in that dashboard is recorded in an admin activity log (which founder, what, when, and the account or team concerned, never content), to keep our access accountable.

We do not sell your data and we do not share it with your employer beyond what the team features above show.

5. The AI coaches

BBT includes two AI coaches: a 1-on-1 AI coach in each person’s private chat, and a team AI coach in the team chat. To answer, the service sends the question and the relevant information to a large language model hosted in Microsoft’s Azure OpenAI Service, in Microsoft’s EU Data Zone, so the data is processed within the EU.

• Private chat: your own profile, your uploaded documents (the most relevant passages), your own scores, your own Peer Feedback report (once it has opened), your working-styles manual, your commitments, and your teams’ shared reports, meeting records and team chats (the last two weeks of each team chat you are a member of — what you can already read there).
• Team chat: team members’ names, combined team reports, released Handling Disagreement results, working-styles manuals, meeting records and team documents. It never includes anyone’s Peer Feedback report, Leadership Profile, private documents or individual survey answers.

We also use an Azure OpenAI model to turn document passages into search vectors (embeddings) so that the coach can find relevant parts.

Your content is not used to train AI models. Under Microsoft’s terms, Azure OpenAI does not use our prompts or outputs to train models and does not make them available to OpenAI. Microsoft may keep prompts and outputs for up to 30 days solely to detect and investigate abuse of its service, unless it has granted us an exemption from this monitoring.

The coaches’ answers are generated automatically and may be wrong or incomplete. They are for reflection only. They are not professional, psychological, medical, legal or employment advice. No decision with legal or similarly significant effect is made about you by automated means.

6. Sensitive information and your consent

A personality profile is not, in itself, a special category of data under the GDPR, but it is personal and we treat it as confidential. The Big Five questionnaire and uploading documents are optional. Before you start either, the app asks you to confirm, with a checkbox, that you are doing so voluntarily and that the result stays private to you. You can withdraw this consent at any time by deleting the document or your account.

Please do not upload, or write in the chat, information about your health or mental health, political opinions, religion, sex life, trade union membership or criminal matters, or anyone else’s. The service does not need it. If such information reaches us, we use it only to provide the service to you, and you can delete it or ask us to delete it.

When a safety filter stops a message. Microsoft’s content filter sometimes stops a message in the private chat, for example one that mentions self-harm. The app then replies with support information, and it notes on that turn what kind of reply it gave (for example “support information”), so your 1-on-1 AI coach can check gently how you are without seeing the stopped words. After 30 days that note is reduced to a neutral “filtered” mark. You can remove it at any time with Clear my private chat (Account & billing → Your data).

7. Why we use your data (legal bases)

Case studies (founding teams). If a founding team’s lead chooses so when creating the team, LeaderInsight may describe that team’s results in case studies: naming the team or company, or keeping it anonymous, as the lead chose. We never use or show anyone’s individual answers. The lead can change the choice at any time in Account & billing; withdrawing it stops any future use.

In Switzerland, we process personal data in line with the FADP principles (lawfulness, good faith, proportionality, purpose limitation, transparency and security).

8. Service providers

We use these providers to run BBT. They process data on our behalf under contracts that include data protection terms.

The web fonts on our pages are served from our own servers; your browser does not contact Google Fonts.

When you upload a Hogan or NEO-PI-R report, the file, your name and your email address are sent to our own LeaderInsight scoring engine, which runs privately in the same Azure environment and cannot be reached from the internet. It stores the file and the derived scores until you delete the document or your account. It is not a third party.

Stripe also acts as an independent controller for some payment data (for example fraud prevention), under its own privacy policy. So does Google when you sign in with a Google account.

9. International transfers

Our main systems, including the AI coaches, are hosted in the EU. Switzerland recognises the EU as providing adequate protection, and the EU recognises Switzerland.

Some providers (Stripe, Google, and Microsoft for support and some operations) may process data in the United States or elsewhere. Resend is a US company; it sends our emails from its EU region (Ireland), and any access to data from the United States is covered by the safeguards below. Where that happens, we rely on the EU–US Data Privacy Framework and the Swiss–US Data Privacy Framework for certified providers, and otherwise on the European Commission’s Standard Contractual Clauses with the Swiss addendum. You can ask us for a copy of the relevant safeguards.

10. How long we keep data

If a team lead removes you from a team, what you already contributed stays in that team’s record. If you delete your account, those contributions stay with the team but your name is removed from them (see section 12).

11. Security

The service is served only over HTTPS. The database does not accept connections from the open internet: it accepts them only from within Microsoft Azure’s network, always encrypted and with a password, and our own maintenance connections are opened for a named computer only for the time a change takes. Every page and data request checks who you are and what you are allowed to see. Sign-in cookies are secure and cannot be read by page scripts. Secrets are kept out of the code. The scoring engine has no public address. No system is perfectly secure. If a breach is likely to put you at risk, we will tell you and the relevant authority as the law requires.

12. Your rights

Under the GDPR and the Swiss FADP you can ask us to:

• tell you what data we hold about you and give you a copy (access);
• correct inaccurate data;
• delete your data;
• restrict or object to certain uses, including uses based on our legitimate interests;
• give you the data you provided in a machine-readable format (portability);
• withdraw any consent you gave, at any time, without affecting earlier use.

How to exercise them. Email feedback@leaderinsight.ai. We may need to confirm your identity. We answer within one month, and tell you if we need longer.

Doing it yourself. Under Account & billing → Your data you can:

• Download my data: a copy, in a machine-readable file, of the data you gave us and the data we hold about you. Feedback that teammates gave you is not in the file because it also belongs to them; you see it, as summarised for you, in your Peer Feedback report. If you want anything that is not in the file, write to us;
• Clear my private chat: delete your whole conversation with your 1-on-1 AI coach and what the coach noted from it.

Deleting your account. You can delete your account yourself under Account & billing → Delete my account. This immediately and permanently erases your private data:

• your account and profile;
• your Big Five profile and any vendor (Hogan or NEO-PI-R) profile, including its copy and the uploaded file in our scoring engine;
• your uploaded documents;
• your private chat with your 1-on-1 AI coach;
• your Peer Feedback report and your private reflections.

What stays with your team, without your name. Some things you contributed belong to the team’s shared record. They stay, but your name is removed from them. This is not full anonymisation: something you wrote may still mention you or be recognisable from its context. If you want a particular message or file removed, write to us (section 16) and we will look at it with the team’s interests in mind:

• survey answers already included in team reports (they were never shown with your name);
• ratings and comments you gave teammates in peer feedback, which stay in their Peer Feedback reports (they were never shown with your name);
• meeting notes (already stored without names);
• your team chat messages, which are shown as from “Former member”;
• files you shared in the team chat, which are shown as shared by “Former member”;
• your commitments, with your name removed.

Being removed from a team by its lead does not remove your name from your contributions; deleting your account does.

Payment records are kept for as long as accounting law requires (section 10). Deleted data remains in database backups until those backups expire (section 10). You can also delete an individual document at any time: open your private chat with the coach and remove it from “Your documents”.

Complaints. You can complain to the Swiss Federal Data Protection and Information Commissioner (FDPIC, www.edoeb.admin.ch) or to the data protection authority in the EU country where you live or work. We would appreciate the chance to fix it first.

13. Cookies and browser storage

We use only cookies that are strictly necessary for signing in and security. We use no analytics, advertising or tracking cookies, so we do not ask for cookie consent. These cookies are set only when you sign in, not when you simply visit the public page.

The app also saves a few things in your own browser’s storage (not cookies), which never leave your device: unfinished questionnaire drafts so you can resume, the in-app “Back” history, and whether you collapsed the side menu.

14. Age

BBT is for professional use by adults. You must be at least 18 to use it, and we ask you to confirm this when you first sign in. We do not knowingly collect data from children.

15. Changes

We will update this notice when the service changes. We will post the new version here with its date, and tell signed-in users by email or in the app about significant changes.

16. Contact

KnowThee SA, La Malaz 2a, 1164 Buchillon, Switzerland · feedback@leaderinsight.ai