Privacy Policy

Last updated: 4 November 2026

Who we are

Sarai is a to-do and planning app made by SHEP MEDIA LTD, a company registered in the United Kingdom (company number 17199108). In this policy, “we” and “us” mean SHEP MEDIA LTD. You can contact us at darryn.shepherd@shepmedialtd.net.

What Sarai keeps on your phone

Everything you put into Sarai is saved only in the app’s own storage on your device. This includes your tasks, events, checklists, notes, due dates, reminders, spaces, focus areas, settings and your Ask Sarai chat. We do not have a copy of it.

It stays there until you delete it in the app, clear the app’s data, or uninstall Sarai. You can clear your Ask Sarai chat at any time with the New chat button. If you lose your phone or uninstall the app, we cannot get your tasks back for you, which is why Sarai lets you save your own backup.

Your calendar

If you choose to connect your calendar, Sarai asks for permission to read the calendars on your phone. This can include Google and Outlook accounts that are already set up on the phone. Sarai reads events for today and the next month so it can show them alongside your tasks.

Sarai only reads your calendar. It never adds, changes or deletes events by itself, and your events stay on your phone, except when you use these AI features:

• Plan my day includes the names, start times and lengths of today’s events, so the plan can fit around them.
• Ask Sarai includes the names and times of your events for the next 14 days, so it can answer questions like “What’s on tomorrow?”.

When Ask Sarai suggests an event, you can tap Phone calendar. This opens your phone’s own calendar app with the details filled in, and you choose whether to save it there. Sarai does not need permission to change your calendar for this.

You can disconnect in Sarai’s settings, or remove the permission in your phone’s settings, at any time.

Reminders and notifications

When you set a reminder, Sarai asks your phone to show a notification at that time. Reminders are scheduled on your phone itself and work without an internet connection. Sarai may ask for permission to send notifications and to schedule alarms so reminders arrive on time. You can change these permissions in your phone’s settings.

Backups

Sarai can make a backup of your data, but only when you tap “Save a backup”. Your phone’s share menu then opens and you choose where it goes, for example Google Drive or your own email. That service handles the backup under its own privacy policy. We never receive your backups.

AI features: Brain dump, Plan my day and Ask Sarai

Sarai has three optional features that use AI. They only run when you use them, and you can use everything else in Sarai without them.

• Brain dump. When you tap “Sort it into tasks”, Sarai sends the text you typed, the names of your spaces, and the names of your open tasks (so it can spot tasks you already have), together with today’s date and time.
• Plan my day. When you tap “Plan”, Sarai sends your tasks for today and any overdue ones (name, space, date, time, due date, the start of any note, and how long ago each was added), the names, start times and lengths of today’s events, including events from your phone’s calendar, and today’s date and time.
• Ask Sarai. When you send a message, Sarai sends it together with the last few messages of your chat (up to 12), the names of your spaces, a short summary of your planner (the names, spaces, dates, times and due dates of overdue and undated tasks, and of your tasks and events for the next 14 days, including events from your phone’s calendar), and today’s date and time.

This goes over an encrypted connection to our own small server, which is hosted by Netlify, Inc. (USA). Our server passes it, through Netlify’s AI Gateway, to Anthropic PBC (USA), which runs the Claude AI and sends back an answer, suggested tasks or a suggested plan. Nothing is added to Sarai or changed until you check the suggestions and tap Add or Use this plan.

• We do not keep it. Our server does not save what you send or the answer. Netlify’s AI Gateway does not store it either. Like any web host, Netlify may keep basic technical logs, such as your IP address and the time of the request, for a short time to keep the service secure.
• Anthropic processes it on our behalf. It automatically deletes this data within 30 days, unless its safety systems flag a request as breaking its usage policy or the law requires it to be kept longer. Anthropic does not use it to train its AI models.
• Please don’t put things you wouldn’t want sent off your phone, such as passwords or bank details, into a brain dump or a message.

Web search in Ask Sarai

For questions about things that change, such as opening times, news or local information, Ask Sarai may search the web. The AI writes a short search, which Anthropic runs through its search provider. The search is set to the United Kingdom; your exact location is not used. The pages it used are listed under the answer. If you tap one, it opens in your web browser, and that website’s own privacy policy applies.

Keeping Ask Sarai safe

• Safety check. Before Ask Sarai answers, the AI quickly checks your latest message so it can turn down harmful requests and respond with care if someone seems to be in distress. We only record that a message was turned down or flagged, never what it said.
• Reporting a reply. If you tap Report on a reply, we receive that reply and the reason you chose, so we can review it and improve Sarai. Your own messages are not sent. Reports are kept for up to 90 days.

You can read more about how we keep Ask Sarai safe, and how to complain, on our safety page.

Sarai’s AI can make mistakes. Please check anything important, such as times, health information or advice.

Sarai Plus (subscription)

Ask Sarai is part of Sarai Plus, a monthly subscription you can buy in the app. If you subscribe:

• Google Play handles the payment, the free trial, renewals, refunds and cancelling, under the Google privacy policy. Google tells us that a subscription was bought and when it renews or ends, and may share your order details (such as the date, price and your country) with us in Google Play Console. We never receive your card or bank details.
• Purchase token. Google Play gives Sarai a purchase token, a long code that proves the subscription was bought. Sarai keeps it on your phone and sends it with each Ask Sarai message, so our server can check with Google Play that your subscription is active.
• What our server keeps. Only a one-way scrambled version (a hash) of the token, whether the subscription is active and when it ends, so we don’t have to ask Google every time; and how many Ask Sarai messages were sent with it this month, for the fair-use limit (600 messages a month). This isn’t linked to your name or email. The check is deleted 60 days after it was last used, and monthly counts after 3 months.

You can cancel at any time in Google Play: open the Play Store, tap your profile picture, then Payments and subscriptions › Subscriptions.

How we count use of the AI features

Each AI feature costs us money every time it is used. To keep Sarai affordable and plan our prices, our server keeps a small record each time an AI feature is used. It contains:

• which feature was used and the date;
• how much text went to and from the AI, how many web searches were made, and the estimated cost;
• a random ID that Sarai creates on your phone. It isn’t linked to your name, email or phone, or to the ID used for app updates. It lets us see how many people use the AI features without knowing who they are.

It never includes what you typed or the answers. These records are stored by Netlify (USA). After 60 days the random IDs are removed and only the totals are kept.

Information that leaves your phone

Apart from the AI features described above, which only run when you use them, Sarai does not send your tasks, events or notes anywhere. A small amount of technical information is sent when the app connects to the internet:

• App updates. When you open Sarai, it checks with our app-update provider, Expo (650 Industries, Inc., USA), for a newer version of the app. This request includes the app version, the type of phone software, and a random installation ID that is created by the app and is not linked to your name, email or phone. Like any internet connection, it also shows your IP address. This is used only to deliver updates.
• Google Play. If you install Sarai from Google Play, Google may collect information about your installation under its own privacy policy. Google may share anonymous, combined statistics with us, such as how many people have installed the app and whether it has crashed.

What we do not do

• We do not ask you to create an account.
• We do not show adverts or use advertising IDs.
• We do not use third-party analytics or tracking tools in Sarai. The only counting we do is the AI usage count described above.
• We do not collect your location, contacts, photos or files.
• We do not see or store your payment details. Google Play handles all payments.
• We do not sell or rent your information. We only pass the text described in “AI features” to the companies that run those features for us, and only so they can give you an answer.
• We do not use your tasks or messages to train AI models.

Our legal basis

Under UK data protection law (the UK GDPR), we rely on your consent for the calendar and notification permissions, which you can withdraw at any time. When you use an AI feature, we process the text you send because it is needed to give you the feature you asked for. We rely on our legitimate interests for the technical information sent when Sarai checks for updates, for the safety check and reports (keeping Sarai safe), and for counting use of the AI features (keeping Sarai working and affordable). If you subscribe to Sarai Plus, we check your subscription because it is needed to provide the service you paid for (our contract with you).

Where information is processed

Expo, Google, Netlify and Anthropic may process the information described above in the United States. These companies use recognised safeguards, such as the UK International Data Transfer Addendum or the UK–US data bridge, to protect information transferred out of the UK.

Age

Sarai is designed for adults aged 18 and over. It is not meant for children, and we do not knowingly collect information from them.

Your rights

You have the right to ask what information we hold about you, and to ask us to correct or delete it. Because your data stays on your phone and we do not hold an account for you, we usually hold nothing that identifies you. To delete everything Sarai has stored, delete your tasks and chat in the app, or uninstall it. We do not keep what you send to the AI features, and our usage and subscription records cannot be linked to you, so there is usually nothing for us to delete. Purchase records are held by Google Play; you can see them in your Google account. If you have any questions, contact us at darryn.shepherd@shepmedialtd.net.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

Changes to this policy

If we change how Sarai handles information, for example if we add syncing between devices or change how the AI features or Sarai Plus work, we will update this page and change the date at the top before the change takes effect.