Privacy Policy

This policy explains how Remembrance Codex Inc. handles information across the Remembrance Codex websites, Codex Intelligence Platform, applications, exploration calls, cohort, community, and related communications.

Effective and last updated August 17, 2026

1. Who is responsible for your information

Remembrance Codex Inc. (“Remembrance Codex,” “Company,” “we,” “us,” or “our”) determines why and how personal information covered by this policy is processed. Service providers such as HighLevel and Netlify process information on our behalf to provide the services we direct them to provide.

This policy applies to our websites, forms, scheduling pages, Codex Intelligence Platform, cohort and community experiences, calls, events, email and text communications, support, and related services (collectively, the “Services”). It does not govern third-party services you choose to use independently.

2. Information we collect

What we collect depends on how you interact with the Services.

Information you provide

• Contact and account information: name, email address, phone number, login or profile information, communication preferences, and similar identifiers.
• Application and scheduling information: appointment selections, availability, application answers, goals, mission or leadership themes, readiness to participate, and information you choose to share before an exploration call.
• Potentially sensitive reflections: information you voluntarily provide about nervous-system stress, emotional patterns, relationships or intimacy, personal transitions, spiritual beliefs, wellbeing, financial readiness, or other private circumstances.
• Platform and cohort content: prompts, text, documents, images, audio, video, voice input, journal-style reflections, community contributions, practices, feedback, and other materials you submit (“User Content”).
• Generated and profile information: AI-assisted responses, summaries, profiles, themes, metadata, and other outputs generated from your interactions. Outputs may be incomplete or inaccurate and are not treated as objective declarations about you.
• Communications: support requests, emails, text messages, call notes, survey responses, and feedback. If a call or session is recorded, we will provide notice and obtain any consent required by law.
• Transaction information: purchase, billing, and payment-status information. Full payment-card numbers are handled by the payment processor and are not intended to be stored by us.

Information collected automatically

• Device and network information: IP address, browser and device type, operating system, timestamps, requested pages, referring URL, and security or diagnostic logs.
• Usage information: features used, session events, performance, errors, approximate location derived from IP address, and interactions needed to operate, secure, and improve the Services.
• Cookies and similar technologies: essential, security, scheduling, form, preference, and attribution technologies used by us and our service providers. Affiliate or campaign identifiers may be forwarded through the opt-in flow so a referral can be credited.

Information from other sources

We may receive information from service providers, payment processors, affiliates or referral partners, community platforms, and integrations you direct us to use. Affiliates may receive referral or commission-status information, but they are not authorized to receive your private application answers, User Content, or sensitive reflections.

3. Why we use information

• To provide, personalize, maintain, and support the Services.
• To process opt-ins, schedule calls, evaluate mutual fit for the cohort, administer participation, and deliver requested communications.
• To generate responses and features you ask the Codex Intelligence Platform to provide.
• To operate the founding beta, preserve session continuity where you enable it, and evaluate reliability, safety, quality, and adherence to the Codex architecture. Beta evaluation may include authorized human review of prompts, outputs, application answers, ratings, and technical traces.
• To protect accounts, investigate abuse, enforce our terms, prevent fraud, and maintain safety and security.
• To troubleshoot, measure reliability, and improve usability using feedback and data that is aggregated or de-identified where reasonably possible.
• To maintain consent, unsubscribe, suppression, transaction, tax, and compliance records.
• To comply with law, respond to valid legal process, establish or defend legal claims, and protect rights and safety.

Where applicable law requires a legal basis, we rely on performance of a contract, steps you request before entering a contract, your consent, compliance with legal obligations, and legitimate interests that are not overridden by your rights. You may withdraw consent for future processing where consent is the basis, without affecting processing already completed.

4. AI processing and model training

• User Content may be processed by contracted infrastructure or AI service providers only to deliver, secure, monitor, or support the feature you requested, subject to their agreements with us.
• The Platform currently supports Anthropic commercial API models and company-controlled local models. A feature you choose may send text and relevant conversation context to the selected model endpoint. Where a participant connects or chooses a different provider, we will identify that provider or integration at the point of use.
• Founding-beta turns may be stored with inputs, outputs, ratings, safety findings, model and retrieval metadata, and technical traces for authorized quality, safety, and architecture evaluation. A memory-enabled feature may create a short rolling summary from prior exchanges to provide continuity. We will provide any separate sensitive-data consent required before these uses.
• We may use feedback you intentionally submit, and aggregated or de-identified information that cannot reasonably be linked back to you, to evaluate and improve the Services. We will not attempt to re-identify de-identified information.
• Content-level training or fine-tuning beyond what is necessary to provide your requested feature requires separate, affirmative permission that explains the proposed use.
• Cohort admission and other decisions with legal or similarly significant effects are not made solely by automated systems.
• Authorized personnel may review limited content when reasonably necessary for support, safety, abuse investigation, legal compliance, or a request you make. Access is limited to the purpose requiring it.

5. Sensitive information

Some application answers and User Content can reveal sensitive details. Provide only what you are comfortable sharing and what is relevant to the requested experience. Do not submit another person’s private information unless you have authority to do so.

We use sensitive information only to provide the Services, respond to you, support safety, evaluate mutual fit through human review, and meet legal obligations. We do not sell it, use it for behavioral advertising, or disclose it to affiliates for their own use.

The Services are spiritual reflection, education, embodied practice, and community experiences. They are not psychotherapy, medical care, psychiatric care, legal advice, financial advice, or crisis services.

6. When we disclose information

We may disclose information in these limited circumstances:

• Funnel and website providers: HighLevel, Inc. and LeadConnector LLC for forms, customer-relationship management, scheduling, email, SMS, and automations; and Netlify, Inc. for website hosting, deployment, and any Netlify form submission used on our sites.
• Platform and infrastructure providers: Railway Corporation for application hosting; Supabase, Inc. for authentication, databases, evaluation records, and participant memory; Anthropic, PBC for hosted AI inference; Eleven Labs Inc. for optional text-to-speech; and company-controlled local-model infrastructure and secure networking used to provide or evaluate the selected model experience.
• Browser services: if you use browser speech recognition, your browser or operating-system provider may process audio or a transcript under its own settings and terms. You can type instead.
• Other contracted providers: providers supporting verified payments, video meetings, community features, communications, security, or infrastructure. We will update this policy or provide a just-in-time notice when a new provider materially changes processing.
• Your direction or consent: when you ask us to connect a service, share information, or otherwise authorize a disclosure.
• Professional advisers: attorneys, accountants, insurers, auditors, and similar advisers subject to confidentiality duties.
• Legal and safety reasons: when reasonably necessary to comply with valid law or legal process, protect rights or safety, investigate fraud or abuse, or establish and defend legal claims.
• Business transactions: in a financing, merger, acquisition, reorganization, or sale of assets, subject to appropriate confidentiality and continued protection of the information under this policy or notice of materially different practices.
• De-identified information: information that cannot reasonably identify you, provided we do not attempt to re-identify it.

7. No sale or behavioral-advertising sharing

We do not sell personal information for money or other valuable consideration, and we do not share personal information for cross-context behavioral advertising. We do not disclose sensitive personal information for advertising. We may use first-party campaign, referral, and affiliate attribution to understand which invitation led you to us and to administer commissions.

If our practices materially change, we will update this policy and provide any notice, consent, or opt-out mechanism required before the new practice begins.

8. Email and text messages

Service and transactional messages may be sent when needed to administer an inquiry, appointment, account, purchase, or cohort participation. Marketing email and SMS require the consent or other lawful basis applicable to the message.

• You can unsubscribe from marketing email using the link in the message.
• You can reply STOP to opt out of marketing texts and HELP for assistance. Message and data rates may apply.
• Consent to marketing texts is not a condition of purchase.

We may keep a minimal suppression record so that we can honor an opt-out.

9. Retention and deletion

We retain personal information only for as long as reasonably necessary for the purpose collected, including to provide the Services, administer the relationship, honor your choices, maintain security and records, conduct the disclosed founding-beta evaluation, resolve disputes, and comply with law. The period depends on the type of information, sensitivity, relationship status, legal requirements, whether an evaluation record remains necessary, and whether the information is needed to establish or defend claims.

• Prospect and application records are retained while an inquiry or application is active and for a reasonable follow-up and recordkeeping period afterward.
• Account, cohort, User Content, generated information, evaluation turns, ratings, technical traces, and memory summaries are retained while needed to provide and evaluate the requested beta experience and thereafter only for legitimate operational, safety, legal, or user-requested archival purposes.
• Transaction and tax records may be retained for the period required by law.
• Consent, unsubscribe, and suppression records may be retained as needed to demonstrate and honor your choices.
• Backups and provider systems may retain residual copies until ordinary secure rotation or deletion processes complete.

When we grant a verified deletion request, we delete or de-identify covered information from active systems unless an exception applies. We may retain limited information when required by law, needed for security or fraud prevention, necessary to honor an opt-out, or required to establish or defend legal claims.

10. Security and incident response

We use administrative, technical, and organizational safeguards designed for the nature and sensitivity of the information, including access controls, account protections, encrypted transmission, provider security commitments, and procedures intended to limit unauthorized access. No system or transmission method is completely secure, and we cannot guarantee absolute security.

If a security incident affects your information, we will investigate and provide notifications to affected people, regulators, or others when required by applicable law.

11. Your rights and choices

Depending on where you live and subject to legal exceptions, you may have the right to:

• know or access the personal information we hold about you;
• correct inaccurate information;
• delete information;
• receive a portable copy of information you provided;
• withdraw consent or object to or restrict certain processing;
• opt out of marketing communications;
• appeal a decision on a privacy request; and
• exercise rights without unlawful discrimination.

To submit a request, email harmoni@remembrancecodex.com. We may need to verify your identity and authority before acting. You may use an authorized agent where applicable law permits it.

California and other U.S. state privacy rights

Where a state privacy law applies, you may have rights to know, access, correct, delete, and obtain a copy of personal information, and to opt out of sale, targeted-advertising sharing, or certain profiling. We do not sell personal information or share it for cross-context behavioral advertising. We honor legally valid browser-based opt-out signals where they apply to a practice we use.

European Economic Area, United Kingdom, and Switzerland

Where applicable, you may have rights of access, rectification, erasure, restriction, objection, portability, and withdrawal of consent, and the right to complain to your local supervisory authority. The Services are presently operated from the United States. Before offering covered Services in a jurisdiction that requires a cross-border transfer mechanism, we will implement and disclose the lawful mechanism that applies.

12. Children and age limits

The Services are intended only for adults age 18 or older. We do not knowingly collect personal information from children. If you believe a child has submitted information, contact us so we can investigate and delete it where required.

13. Third-party sites and community participants

Third-party sites and services have their own terms and privacy practices. In community or group settings, information you choose to share can be seen by other participants. We require participants to respect confidentiality, but we cannot guarantee another participant’s conduct. Do not post information you are unwilling to share with the relevant group.

14. Changes to this policy

We may update this policy as our Services, providers, or legal obligations change. We will post the updated version and revise the date above. If a change materially expands how previously collected personal information is used, we will provide additional notice and obtain consent where required before applying the new use.

15. Contact us

Questions, privacy requests, complaints, or concerns should be sent to:

Remembrance Codex Inc.
Attn: Privacy
254 Chapman Rd, Ste 208 #26653
Newark, DE 19702, United States
Email: harmoni@remembrancecodex.com