What we keep, and what we don't.
Last updated 8 September 2026.
Sorted is an assistant for your family chat. This page says exactly what it stores, where, for how long, and who can see it. It is written from the code that runs the service, and it is kept in step with it.
Who is responsible
[LEGAL ENTITY NAME], [REGISTERED ADDRESS] (the "controller"). Contact: hello@sortedbot.com.
What we store, and why
| Data | Why | How long |
|---|---|---|
| Your family roster: the first name, chat user id and (optionally) email of each member | To know who may talk to the assistant, address you by name, and invite you to events | Until you remove the member or delete the family |
| A short rolling window of the recent conversation (the last 20 turns) | So the assistant can follow the thread of what you are asking | Older turns are deleted automatically as new ones arrive |
| Reminders, lists, routines, the facts you ask it to remember, your address book, the family profile | This is the product: what you asked it to keep | Until you delete each item, or delete the family |
| Your home town and timezone | Weather, travel times and dates in your local time | Until changed or deleted |
| A Google Calendar connection (a refresh token) and which calendars you chose, if you connect one | To read your availability and add events where you told it to | Until you disconnect in Google or delete the family |
| Email drafts you asked it to write, and whether a reply arrived | To send with your approval and to tell you when someone writes back | Up to 21 days after sending for reply tracking; drafts until deleted |
| Emails sent to your family's own address, if you claim one | Turned into calendar dates and reminders; the message itself is not stored | Read once, then discarded |
| Usage metadata: how many assistant runs, token counts, timing, estimated cost — never the content | To meter your plan and to keep the service affordable | 90 days |
| A log of errors and corrections ("you got that wrong"), with a short snippet of the request that caused it | To fix mistakes; a nightly pass turns them into behaviour lessons | Until resolved, then kept as resolved in your family's own database |
| Your plan and, if you subscribe, your Stripe customer and subscription ids | To know what you are entitled to | For the life of the subscription and our accounting obligations |
What we do not keep
- Voice notes. Transcribed inside our own cloud account (Cloudflare Workers AI) and discarded. The audio never goes to a third-party transcription service and is never stored.
- Photos. Shown to the assistant for the one message you sent them with, then discarded. Only the text of what it read (dates, numbers) is kept, if you asked it to.
- Card details. Payments are handled entirely by Stripe on Stripe's own pages. We never see or store a card number.
- Prompts and replies as logs. Our operational logs record that something happened and whether it failed, never what was said.
- Your personal email inbox. The assistant reads only mail sent to its own family address, never your accounts.
Where it lives
Each family has its own isolated database, created and kept in the European Union (Cloudflare Durable Objects with EU jurisdiction). Families cannot see each other's data, and a family's Google connection is never shared with any other family.
Who else sees it
| Provider | What they receive | Why |
|---|---|---|
| Anthropic (the AI model) | The current message, the short conversation window, and your remembered facts, for the moment of answering | To generate the reply. Our account has zero data retention: nothing is stored on their side after the response. |
| Cloudflare | Everything above, encrypted at rest, in the EU | They host the service |
| Telegram | Your chat messages | It is the chat app you chose. Bot messages on Telegram are not end-to-end encrypted. |
| Calendar reads and writes you authorised | Only if you connect a calendar; you can revoke it in your Google account at any time | |
| Open-Meteo, OpenStreetMap, OSRM | A place name or coordinates | Weather, geocoding and driving times. No personal data is sent. |
| Stripe | Your name, email and billing address; your card, which we never see | Subscriptions and VAT |
We do not sell data, show ads, or use tracking. This website sets no cookies and loads nothing from third parties.
The model does not learn from you
The assistant "remembers" only what you explicitly ask it to, as plain facts you can list and delete. The AI model is never trained on your family's data.
Your rights, and the commands that give you them
- See it: ask the assistant what it remembers, or use
/lists,/reminders,/routines,/usage. - Correct or delete a piece: ask it to forget a fact, a contact, a reminder. It does so immediately.
- Delete everything: send
/deleteand confirm. Every table, setting, connection and pairing for your family is erased at once. There is no undo. - Disconnect Google: from your Google account's third-party access page, or with
/delete. - Export: email hello@sortedbot.com and we will send a copy of your family's data within 30 days.
- You also have the right to complain to your data-protection authority (in the UK, the ICO).
Children
The assistant is used by adults on behalf of a household. Children are mentioned by name in reminders and facts because parents put them there; the service does not create accounts for or communicate with children.
Legal basis
Performing the contract you have with us (providing the assistant and any subscription), and our legitimate interest in keeping the service reliable and affordable (usage metadata and error logs). Calendar and email access rest on your explicit consent, which you can withdraw at any time.
Changes
If this policy changes in a way that matters, the assistant will tell you in your chat. The date at the top is the version you are reading.