Privacy notice

What we handle

• Account data: name, email, role, language, a hashed password (never the password itself), profile photo if added, sign-in times.
• Content the customer's people create: team feed posts, tasks and comments, team and group chat messages, files and photos, Second Brain documents and questions.
• Direct messages between two people. Only those two people can read them; we do not read them and the AI never does.
• Billing data: company details, plan, invoices. Card details are handled by the payment provider, not stored by us.
• Technical data: security logs, error reports (with message text and personal data removed), and limited usage counts per company.
• For client accounts: the client's contact name and email and their chat with the customer, including the messages the client writes and the automatic answers written back in that chat (always marked as automatic).
• Unanswered client questions: when a client asks Second Brain something the shared documents could not answer, we keep the text of that question for 90 days so the customer can add a document. It is visible only to the customer's owners and admins and carries no client name.

Why we use it

• To provide the service the customer asked for (contract).
• To keep it secure and prevent abuse, and to find and fix errors (our legitimate interest).
• To bill and meet accounting duties (legal obligation).
• To tell owners about the service: billing notices, changes, and trial reminders. We do not send advertising.

AI

ChatToTask sends messages from the team channel, and from groups where it is switched on, to an AI model to decide whether a message is a task. Second Brain sends a question and the relevant excerpts of the customer's uploaded or connected documents to an AI model to write an answer.

Client chats: where the customer's plan includes the automatic assistant and the customer has shared at least one document with that client, the client's message (and up to the last five messages of the same chat, for context) is sent to an AI model together with excerpts of the documents shared with that client, to write an answer. Every such answer is marked as automatic, shows which document it came from, and the client can ask for a person at any time. Nothing else is read: not the team's chats, not other clients' chats, and not documents that were not shared with that client. If the documents do not answer the question, the message goes to the customer's team.

Where the customer connects its own system through the Nobe API (Pro plan), a client's message (its text, the client company's name, the language and the chat id; no contact name, email or phone) is also sent to that system, which the customer chose and controls, so that it can answer first. The customer is responsible for that system.

Taskmaster can learn from your team's corrections: when someone makes a task from a message it skipped, or deletes a task it made, that message (after our filter removes codes, passwords, names and phone numbers) may be shown to the AI as an example for your company only. We keep the fact of the correction (which message, which task, what kind, who and when), not a copy of the text, for 90 days. The owner can reset this at any time, and the reset is recorded (who and when).

Direct messages are never sent. Door codes, lockbox codes, Wi-Fi passwords and guest names or phone numbers are never sent, in any of these cases. Documents in folders the customer restricted are never read.

[INFO MISSING: the AI provider's terms we rely on (no training on our data, retention period, region) and the exact wording to use here.]

Who else handles data (sub-processors)

• Supabase: database, file storage and realtime, Frankfurt (EU).
• Vercel: hosting the app, Frankfurt (EU).
• OpenAI: the AI model for ChatToTask, Second Brain and the client chat assistant. [INFO MISSING: processing region and the transfer safeguard.]
• A system the customer connects itself (API and webhooks, Pro): not our sub-processor; the customer chooses it and answers for it.
• Stripe: payments, once switched on. [INFO MISSING: Stripe region and transfer safeguard]
• Email delivery provider, once switched on. [INFO MISSING: provider and region.]
• Error and uptime monitoring, if used: no message text, document text or personal data is sent to it.

How long we keep it

• The customer's content: as long as the customer's account exists. When a company is deleted, everything is removed after the 30-day grace period.
• The assistant's answers in a client chat are chat messages: they are kept as long as that chat. The quiet and "asked for a person" state of a chat is kept as long as the client exists.
• Second Brain question records: question fingerprints are kept 90 days, not the question text. The one exception is a client's question the shared documents could not answer: its text is kept for 90 days (owners and admins only, no client name).
• Security and billing records: as long as the law or a real security need requires. [INFO MISSING: periods.]
• Backups: overwritten on the provider's schedule. [INFO MISSING: backup retention.]

Rights

People can ask for access to, correction or deletion of their personal data, and to object or restrict. Because the customer controls its own content, requests about that content go to the customer's owner first; we help them. Requests about account and billing data: [INFO MISSING: contact email].

People can complain to the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon) or the authority in their own country.

Security

• A company's data is never visible to another company; this is enforced in the database, not only in the app.
• Passwords are hashed; sign-in sessions are random and stored only as hashes; there is a limit on sign-in guesses.
• Uploaded files are private and served only to signed-in people of the same company.
• Sensitive items such as door codes are encrypted at rest.
• Backups are taken and checked before every database change.

Cookies

We use only the cookie that keeps a person signed in, and a setting for the chosen look and language. No advertising or tracking cookies.

Transfers outside the EU

[INFO MISSING: whether any provider processes data outside the EU/EEA and which safeguard applies (for example standard contractual clauses).]

Contact

[INFO MISSING: contact email]