Your processes. Your organisation’s control.

Who is responsible

Fox by the Lake Ltd, trading as Skulk, operates the service. Your organisation decides which work to document, who may access it and whether AI processing or external sharing is allowed. Ask your organisation first about its procedures or your access. Skulk handles account, security and support information to operate the service.

For privacy enquiries, contact compliance@foxbythelake.email. The general privacy policy explains rights, lawful bases, international transfers and how to raise a concern.

What you choose to record or upload

Submitted material can include documents, screenshots, selected-window video, action descriptions and optional narration or transcripts. We also store extracted text, guide versions, review questions, approvals, analysis and agent drafts. Account, membership, connection and audit information supports access control and operation.

The desktop recorder requires a local start action. Connecting it does not start recording. Choose the windows needed for the task, pause for private activity and review the material before submitting. Raw keystroke logging and clipboard collection are not part of the recorder. Automatic masking can miss sensitive information; review remains necessary.

Who can see submitted work

Organisation administrators can inspect submitted organisation content. Managers and staff use department and folder permissions. Drafts and approved guides have separate lifecycles. Support access to customer content requires a named, time-limited customer grant; a general platform role is not routine content access.

Permissions apply to guides, source images, downloads, search and connected retrieval. Audit records identify actions and actors without copying the procedure body into application logs. Do not include confidential material in a support email.

AI processing and ChatGPT

When your organisation enables AI drafting or analysis, the relevant source evidence is sent to the configured AI service to prepare the requested result. AI can make mistakes. A manager must review a procedure before publication; an agent draft does not execute business actions.

Sharing approved guides with external AI is a separate organisation choice. A ChatGPT connection also needs your consent to its requested scopes and current permission to the selected guides. Approving an SOP alone does not enable external sharing.

Optional identity sharing can disclose your verified work email to the connected client for workspace domain restrictions. Existing connections do not automatically gain this permission. Disconnecting prevents future authorised retrieval; information already disclosed in a chat or downloaded cannot be recalled.

Service providers and location

The service uses Vercel for application hosting, Supabase for database, authentication and private storage, Resend for service emails, and OpenAI for configured AI processing. Apple checks the Mac installer during notarisation; that submission contains the app package, not your SOP library.

UK hosting is used for the configured Processes storage and processing infrastructure. This is not a promise that every supplier, support operation or connected AI service processes data only in the UK or EU. Provider contracts, applicable safeguards and your organisation’s agreement govern those arrangements. Ask Skulk for the arrangements relevant to your organisation before submitting regulated or especially sensitive information.

Retention and deletion

Encrypted local capture material is eligible for cleanup after confirmed upload or its configured expiry; cleanup runs when the companion is running. The default local expiry is seven days. Closing the app can delay cleanup.

Processing-source retention defaults to 30 days after approval and can be configured by the organisation. Illustrations retained in approved guides follow the guide’s lifecycle. Legal holds can prevent deletion. Live-content deletion and removal of derivatives run through queued cleanup rather than an instantaneous erase.

The Processes backup job expires completed source snapshots after 35 days, retaining the newest complete snapshot until a successor completes. Encrypted deletion journals are retained for 120 days so a restore can honour later deletions. Provider database backups have their own expiry; these job settings do not establish a provider-wide deletion deadline or a recovery guarantee.

Get help or exercise your rights

For procedure content or staff records controlled by your organisation, contact its administrator. For account information, a privacy request or a concern about Skulk’s handling, email compliance@foxbythelake.email. We may need to verify your identity and involve the responsible organisation. Do not send passwords, authenticator keys or confidential SOPs with an initial enquiry.