ENCODED Privacy Policy

Effective Date: November 15, 2025
Entity: ENCODED LLC, a Delaware limited liability company (“ENCODED,” “we,” “our,” or “us”)

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ENCODED respects your privacy and is committed to protecting it. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website, mobile and web applications, journals, and related programs (collectively, the “Services”).

By using ENCODED, you agree to this Privacy Policy. If you do not agree, please do not use the Services.

1. Information We Collect

We collect and process information to personalize your experience, enhance your training outcomes, and maintain the security of the ENCODED ecosystem.

a. Information You Provide

We collect information that you voluntarily share, including:

  • Account details: name, email, mailing address, phone number, and login credentials.

  • Payment information: processed securely through third-party providers such as Stripe. ENCODED does not store full credit card numbers.

  • Journal entries and reflections: written, audio, or digital entries you create through the ENCODED Journal, app, or website.

  • Frequency Mapping data: responses, assessments, and personal insights entered during your Activation or membership experience.

  • Community participation: posts, messages, or contributions you make in ENCODED community spaces (e.g., The Grid, group chats, or member discussions).

  • Support communications: messages or files shared with our support team.

b. Information Collected Automatically

When you use ENCODED, we automatically collect certain technical data to improve the system:

  • Device information (browser type, IP address, operating system, screen size, etc.)

  • App and website usage data (pages visited, actions taken, duration of sessions)

  • Log data and diagnostic reports (for security, performance, and analytics)

  • Cookies and similar technologies (used to remember preferences and personalize experiences)

c. Information from Third Parties

We may receive data from trusted partners such as:

  • Payment processors (e.g., Stripe, PayPal)

  • Shipping or fulfillment partners (for physical products)

  • Authentication or single sign-on providers (e.g., Google)

  • Affiliate or trainer partners authorized by ENCODED

2. How We Use Your Information

ENCODED uses your data responsibly to create meaningful and measurable transformation. Specifically, we use your information to:

  • Deliver and personalize the ENCODED experience.

  • Process payments, ship products, and manage your membership.

  • Generate AI-assisted insights and recommendations based on your journal entries and training activity.

  • Communicate with you regarding updates, account notifications, and new releases.

  • Analyze patterns to improve our products and ensure stability, accuracy, and performance.

  • Protect the integrity and security of the Services.

  • Comply with legal, financial, or regulatory obligations.

We do not sell, trade, or rent your personal information to third parties.

3. How We Share Information

We share limited information only when necessary to operate or improve the Services:

  • Service Providers: Trusted partners who process payments, host data, deliver products, or support customer service.

  • Technology Platforms: Tools used for secure data storage, communication, or analytics.

  • Community Platforms: If you voluntarily participate in group discussions (e.g., The Grid, or Slack/WhatsApp if applicable).

  • Legal Requirements: When required by law, subpoena, or to protect the safety and integrity of our users and company.

  • Business Transfers: In the event of a merger, acquisition, or sale, your data may be transferred as part of the transaction.

All third parties are bound by confidentiality and data protection agreements consistent with this Policy.

4. AI and Personalization

ENCODED uses artificial intelligence and algorithmic analysis to enhance your experience through:

  • Summarizing journal entries for reflection and insights

  • Identifying frequency patterns to recommend training paths

  • Generating personalized Frequency Reports and suggested routines

We treat AI outputs as private reflections — they are generated solely for your use.

  • Your journal and behavioral data are encrypted in transit and at rest.

  • AI models operate on secure, restricted-access servers.

  • No public AI system is trained on your private data.

  • You can request deletion of all stored entries and associated AI outputs at any time.

5. Your Rights and Choices

Depending on your location, you may have rights under laws such as GDPR (Europe) and CCPA (California). These include:

  • Access: Request a summary or export of your stored personal data.

  • Correction: Update or fix inaccuracies in your information.

  • Deletion: Request removal of your data and journal entries (“Right to be Forgotten”).

  • Portability: Receive an export of your data in a structured, machine-readable format.

  • Restriction: Limit how your data is processed or used.

  • Objection: Withdraw consent for marketing or analytics use.

To exercise your rights, contact support@encoded.ai.
We will respond within applicable legal timeframes (generally 30 days).

6. Data Retention

We retain your information:

  • For as long as your membership is active, and

  • As needed to provide ongoing Services, fulfill legal obligations, and resolve disputes.

Once your account is deleted or inactive for an extended period, data is anonymized or securely deleted unless required for compliance.

7. Data Security

We use industry-standard security measures to safeguard your information, including:

  • End-to-end encryption (TLS 1.2+) for data in transit

  • AES-256 encryption for stored data

  • Role-based access controls and audit logging

  • Firewalls, multi-factor authentication, and intrusion detection systems

While no system is completely immune to risk, ENCODED continuously monitors and updates its security infrastructure to protect your data from unauthorized access, alteration, or misuse.

8. International Data Transfers

ENCODED is headquartered in the United States. If you access the Services from another country, your data may be transferred to and stored on servers in the U.S. or other jurisdictions.
We ensure all transfers comply with applicable data protection standards, including contractual safeguards where required (e.g., Standard Contractual Clauses).

9. Children’s Privacy

ENCODED is intended for adults (18+).
We do not knowingly collect personal data from children. If a parent or guardian believes a minor has submitted information, please contact us, and we will promptly delete it.

10. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or laws.
When updated, we will post the revised version with a new effective date.
Significant changes will be communicated by email or in-app notification.

11. Contact Us

If you have questions, requests, or concerns about this Privacy Policy or how your information is handled, please contact:

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📩 support@encoded.ai
 📍 ENCODED LLC
 108 Lakeland Ave, Dover, Kent County, Delaware 19901

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