Privacy Policy

Refill is for people 18 and older. It is not directed to children, and we do not knowingly collect information from anyone under 18. Refill is not currently available to visitors in the EU/EEA, EFTA states, and is access-gated by approximate location.

Account information. When you sign up we use Clerk and Google sign-in to authenticate you. We receive your email address and a basic profile (such as your name) from the sign-in provider.

Content you create. The coworkers (personas) you invent, their personality settings, your chat messages, and the short memory notes we keep so your coworkers remember you across sessions.

Usage and device data. Basic product analytics (pages and actions, via PostHog), error and performance diagnostics (via Sentry), and your approximate location and IP, which we use for the regional access gate and to limit abuse. We also store your time zone so the morning message arrives at the right hour.

Anonymous play. You can start playing before you create an account. In that case we tie your office to a temporary anonymous session stored in a cookie, until you sign up to keep it.

To provide the Service: create your AI coworkers and generate their replies, remember your office across days, and deliver the daily morning message.

To keep the Service safe and working: prevent abuse, enforce regional availability, debug errors, and understand which features people use.

To contact you: the morning message email and essential account or service emails. You can turn off the morning message in Settings.

We do not use AI to make decisions about you — no scoring, profiling, or automated judgments. The AI only generates characters and their messages.

To generate your coworkers and their messages, we send the persona descriptions you write, your chat messages, and the memory notes to our AI provider, Anthropic, which runs the Claude models. Anthropic processes this to return a reply. We send only what is needed to generate the experience.

We don't sell your personal information. We share it with vendors who help us run Refill, only as needed to provide the Service:

• Anthropic — AI generation (Claude models).
• Clerk and Google — sign-in and authentication.
• Neon — database hosting.
• Vercel — application hosting and delivery.
• Resend — sending email.
• PostHog — product analytics.
• Sentry — error and performance monitoring.

We keep your account and content while your account is active. When you request deletion (Settings → Delete my account), we schedule your data for permanent erasure after a short grace period, after which it is removed from our systems. Backups and provider logs may persist for a limited additional period before they cycle out.

You can request a copy of your data and ask us to delete it. In Settings you can request a data export and delete your account. Depending on where you live, you may also have rights to access, correct, or restrict processing of your information, and to object to it. To exercise any of these, use Settings or email us at refill.work@sapiensq.com.

We protect your data in transit with encryption, scope every database query to your account so users can't see each other's offices, and limit access to production systems. No method of storage or transmission is perfectly secure, but we work to protect your information.

We and our providers may process your information in countries other than where you live, including the United States. Where required, we rely on appropriate safeguards for these transfers.

We may update this policy as Refill evolves. When we make material changes, we'll update the date above and, where appropriate, notify you in the app or by email.

Questions about your privacy? Email refill.work@sapiensq.com.