01
Who we are and what this covers
Phantom Helix is a registered business name operated by Yuhao Jian (known publicly as Danny Jian), an Australian sole trader, ABN 52 512 969 796. In this policy, "Phantom Helix", "we", and "us" refer to that business.
This policy covers PhantomHelix.com, SIERRA Desktop and SIERRA Cloud, Phantom Agent, account services, billing, support, access requests, product email, and the newsletter. Helix organization collaboration is retired and no new Helix workspace is offered. This policy also covers historical records retained from that product. It describes current data practices rather than unshipped retention, residency, certification, or access controls.
We do not sell personal information. We do not use investigation content to train or fine-tune models, to evaluate or optimize models or prompts, or for general human quality review. A user-authorized review of one run for a specific support issue is treated as support, not as a secondary use of the investigation.
02
Information we handle
Account and access information
Email address, account identifiers, authentication records, organization, role, intended use, target categories, jurisdiction, expected volume, access-review status, policy version and acceptance time, and information you add to an access request.
Account data
Investigation information
Questions, targets, instructions, follow-ups, tool inputs and results, public-source extracts, model requests and responses, reports, graph nodes and edges, reviews, downloads, media, and generated files. This information may concern people who do not have a Phantom Helix account.
Customer content
Service and security information
Run identifiers, status, timing, limits, usage, errors, browser and device information, IP-derived abuse-prevention records, application logs, and content-free lifecycle telemetry.
Operational data
Billing and communications
Transaction and subscription records supplied by Stripe, support messages, transactional-email delivery records, and newsletter subscription information. Phantom Helix does not receive full card numbers or CVCs.
Business records
Where information comes from
We receive information directly from account users and customers, from their organizations, from public records and public websites, from customer-directed APIs and research sources, and from service providers that operate the product. Investigation information is often collected indirectly because the customer chooses the subject and purpose of the research.
03
How each product handles data
SIERRA Desktop
Local case files, graphs, and notes stay on the user's device by default. Data leaves the workspace when the user signs in to a cloud feature, invokes an external service, or otherwise chooses to transmit it.
Local by default
Phantom Helix account services
Phantom Helix stores account, authentication, access-grant, billing, usage, run, and operational records needed for hosted services. Historical records from the retired Helix organization-collaboration product may remain subject to applicable retention and security obligations, but no new organization workspace is offered.
Hosted account services
Phantom Agent
Phantom Agent stores the submitted investigation, intermediate service state, source and tool results, report, graph, assets, and operational metadata so the run can execute and its results can be displayed. Model and research-source requests are cloud processed.
Cloud processed
Cloud Invokers and capabilities
When a user runs a cloud-backed tool, the request fields used by that tool may be sent to its external API, website, registry, or data source. The receiver and country depend on the selected capability and may be outside Australia or the user's country.
User directed
Optional ChatGPT and MCP connections
If you connect Phantom Agent to ChatGPT or another MCP client, Auth0 handles the connected login. Auth0 receives your email, identity, login, and security information. We store the link between that identity and your Phantom Helix account to check access and let you revoke the connection.
The connected client sends your approved investigation question and requests to Phantom Agent. It can receive your Credit balance, run identifiers, progress, reports, source links, gaps, and warnings. ChatGPT handles this information under OpenAI's policies and your account controls. Other clients have their own policies. Connect only a client you trust with this information.
Revoking the connection in your dashboard blocks future tool calls. It does not cancel an investigation already started or remove data already returned to the client. You can cancel an active run in Phantom Agent. Client-side retention and deletion depend on that client's controls and policies.
04
Purposes and data-protection roles
We use information to provide and secure the service, authenticate users, execute requested investigations, display and share results, administer Phantom Agent access, process payments, send requested messages, prevent abuse, provide authorized support, comply with law, and maintain required business records.
B2B investigation content
For a professional customer's investigation content, the customer normally decides why and how the investigation is performed and acts as controller. Phantom Helix processes that content to provide the requested service and normally acts as processor. The customer is responsible for its authority, legal basis, notices, source terms, and decisions made from the results.
Phantom Helix business data
Phantom Helix acts as controller for account, authentication, billing, marketing, product-security, abuse-prevention, access-review, support, and required business records. Depending on applicable law, those activities rely on performing a contract, legitimate business and security interests, consent where required, or legal obligations.
05
Providers and international transfers
Core Phantom Agent hosting was last verified as primarily United States-based. Firebase Authentication is a Google-managed global service. Model requests and customer-directed research requests may be processed in the United States or other countries used by the selected provider or source. Phantom Helix does not promise Australian or EU data residency.
Core providers include Google Cloud and Firebase, Auth0, Ollama, Stripe, PostHog, Google reCAPTCHA, Upstash, Resend, and Mailchimp. Their purpose, data categories, location information, and policy links are listed in the Service Providers and Research Sources directory.
An external research source may operate as an independent controller under its own terms rather than as a Phantom Helix subprocessor. The directory distinguishes core service providers from sources selected to answer a research request.
06
Retention, sharing, and access
Retention and deletion
Retention differs by record and service. Investigation records are kept while needed to execute and present a run, support follow-up, and apply configured lifecycle settings, unless a user deletes an eligible terminal personal run earlier. Phantom Agent does not currently promise one fixed deletion period that removes every class of run record and derivative.
Security, access-review, support, billing, tax, and other required business records may be kept longer for their separate purposes. An account-wide self-service export and deletion workflow is not currently available; requests can be made using the contact details below.
Public sharing
A public result is created only when a user chooses to share a run. Anyone with the bearer link may be able to view the shared snapshot. Current share links default to 30 days and cannot exceed 90 days, and the owner may revoke access. Search-engine exclusion is requested but is not an access-control guarantee.
Support and privileged access
Routine support does not use investigation content. If content is needed to resolve a specific issue, the account user must explicitly authorize access to the identified run. Separate limited access may be required to investigate a security incident, comply with law, or protect the service and its users.
07
Website analytics, security, and email
Website Product help is for public product questions, not an investigation or account-support service. When free-text help is enabled, your question and up to three recent question-and-answer pairs are sent to Ollama Cloud; this is not local inference. Do not share case details or personal information. If an answer is too long, its draft may be sent back to Ollama Cloud once to shorten it. The conversation stays in browser memory and clears on refresh, when you clear it, or when you leave supported public pages. We do not save chat transcripts or include chat content in website analytics or session replay. Limited security and usage metadata is used to operate and protect the service; provider processing is described on our providers page.
Public-site analytics
Public marketing pages, including Try Phantom, may use PostHog to collect pseudonymous page views, interactions, browser, operating system, device and screen information, approximate IP-derived location, and session recordings. Raw client IP addresses are discarded by the PostHog project. Try Phantom also measures time spent in the foreground, stopping after 60 seconds without interaction; this is an estimate of engagement, not proof of reading. Recordings mask input values and exclude Product help conversations. The configured PostHog project region is deployment-specific. Blocking the analytics host or browser storage may prevent this collection.
Public pages
Private product routes
PostHog page views, automatic interaction capture, and session replay are disabled on private account, Phantom Agent, and legacy Helix routes, including access-request, run, report, graph, result, share, and invitation views. Access-request funnel events send only manual, content-free stages with bounded campaign, entry type, medium, creative, interface revision, requester-state, placement, and coarse failure metadata. When analytics is enabled, browser storage retains first-touch attribution until cleared and current attribution across navigation with a 30-minute inactivity window. The same anonymous analytics identifier and bounded attribution accompany same-origin investigation lifecycle requests. The private-route event contract excludes form fields, investigation content, page URL and referrer properties, and recordings. Investigation content is also excluded from dedicated lifecycle analytics.
Limited funnel only
Authentication and abuse prevention
Firebase generates and verifies one-time sign-in links, Resend delivers the branded login email, and Google reCAPTCHA and Upstash process browser, IP, risk, and hashed rate-limit identifiers for abuse prevention. Rate-limit state may expire within 24 hours; application and security logs follow separate operational retention.
Security use
Resend processes recipient addresses and message content to deliver login links, invitations, access notices, and run-status messages. If you enable PDF report delivery, the report also passes through Resend to your mailbox. We remember your choice for future investigations; deleting an investigation does not delete copies already delivered by email. Newsletter addresses and subscription status are sent to Mailchimp. Newsletter recipients can unsubscribe using the link in a message.
Service providers
08
Rights, complaints, and contact
Account users and customers
Depending on applicable law, you may request access, correction, deletion, restriction, objection, or portability of personal information. We may need to verify identity and authority and may retain information where law or another permitted purpose requires it.
People described in an investigation
The B2B customer is normally the controller for investigation content. Phantom Helix will route or assist with a properly scoped request where possible and lawful, without unnecessarily revealing another customer's investigation. Legal and regulator requests are handled separately.
Contact and complaints
Email support@phantomhelix.com or write to Privacy Contact, Phantom Helix, PO Box 6437, South Yarra VIC 3141, Australia. Please describe the account or data involved and the requested action. We will verify and respond within the timeframe required by applicable law.
If a concern is not resolved, you may be able to complain to the Office of the Australian Information Commissioner or the data protection authority that applies where you live. This policy does not claim that every privacy regime applies to every processing activity.
Changes
We update this policy when products, providers, or data practices materially change. The date above identifies the current published version.