Privacy notice

Zenboard is a workspace for people who run a creative business: their day, their clients, their documents and their money. Zenboard is provided by [Company legal name] (“Zenboard”, “we”, “us”). This notice explains how we handle personal information when you visit our website, use the Zenboard app, or use a page someone has shared with you through Zenboard, such as a client portal or a form.

We do not sell your personal information, and we do not use the content of your workspace to train artificial intelligence models of our own.

We collect only what we need to run Zenboard for you.

• Account information. Your name, your email address, and the details you use to sign in. If you set a password, our sign-in provider stores it in a protected, hashed form; we never see it.
• Settings and preferences. Your time zone, working hours, theme and the other choices you make in Settings.
• Your content. What you put into your workspace: tasks, projects, documents, notes, messages, forms and their responses, invoices and the payments you record, and the files you upload.
• Information about the people you work with. The names, email addresses and other details of clients and contacts that you add, and what they send through a page you share with them (see “Information about your clients” below).
• Connected services. If you connect Google Calendar, the calendar events we read and write to keep it in sync, and the access tokens that allow it. You can disconnect it at any time.
• Technical information. Your IP address, browser and device type, the pages and features you use, the times you use them, and error reports. We use this to keep Zenboard secure and working.
• Cookies. Small files that keep you signed in and remember your choices. Our cookie notice lists them.

Zenboard does not process card payments today. When you record a payment, we store what you enter, not anyone’s card or bank details.

• To provide the service. To create your account, store and show your workspace, and run the features you use.
• To keep your calendar in sync. When you have connected Google Calendar.
• To send you email. Sign-in links, notices about your account, alerts you turn on, and your morning digest if you choose to receive it.
• To run AI features. When you ask Zenboard’s AI features to do something, the content that request needs is sent to our AI provider to produce the answer, and the answer is returned to you.
• To keep {product} safe. To protect accounts, detect abuse and misuse, and investigate problems.
• To support you. To answer your questions and fix what goes wrong.
• To improve {product}. To understand, in aggregate, which features are used, so we can make them better.
• To meet our obligations. To comply with the law, and to establish or defend legal claims.

We share personal information only in these cases.

• Service providers. Companies that run parts of Zenboard for us, under contracts that limit what they may do with it:

• Supabase: Database, sign-in and file storage.
• Cloudflare: Hosting and content delivery for the app and this website.
• Resend: Delivery of the emails Zenboard sends you, such as sign-in links and your morning digest.
• Google: Google Calendar sync, only when you connect your calendar; and Gemini, which answers the requests you make of Zenboard’s AI features.

• The people you choose. When you share a client portal, a form or a document, the people you share it with see what you chose to share.
• For legal reasons. When the law requires it, or when it is necessary to protect the rights, property or safety of our users, the public or Zenboard.
• If the business changes hands. If Zenboard is merged, acquired or sold, your information may move with it, and this notice will continue to apply to it.
• With your consent. In any other case, only when you have asked us to or agreed to it.

We do not sell personal information, and we do not share it for targeted advertising.

When you add a client to Zenboard, share a portal with them, or publish a form, you decide what information about them goes into your workspace and why. For that information we act on your behalf, as your service provider: we store it and show it where you ask us to, and we do not use it for any purpose of our own.

You are responsible for having the right to add it and for telling the people concerned. If one of your clients asks us about their information, we will pass the request to you.

We keep your information for as long as your account is open. When you delete something, it is removed from your workspace. When you close your account, we delete your content from our active systems, and copies held in backups are removed as those backups expire. We keep some records longer where the law requires it, or where we need them to resolve disputes or enforce our terms.

Information travels between your device and Zenboard encrypted. Access to each workspace is enforced by the database itself, not only by the app, and a page you share can be switched off at any time. No system is perfectly secure; if you find a problem, please tell us at [privacy contact email].

• See, correct and export. You can see and change most of your information in the app, and export your workspace from Settings.
• Delete. You can delete content at any time, and close your account.
• Disconnect. You can disconnect Google Calendar and turn emails off in Settings.
• Cookies. You can change your cookie choice from “Cookie settings” at the foot of every page.
• Ask us. For anything you cannot do in the app, such as a copy of the information we hold about you, write to [privacy contact email].

We will need to confirm it is you before we act on a request, and we will answer within the time the law allows. We will not treat you differently for using your rights.

Depending on where you live, including California, Colorado, Connecticut, Virginia and other states, you may have the right to know what personal information we collect and how we use and share it; to get a copy of it; to correct it; to delete it; and to opt out of its sale, its sharing for targeted advertising, and profiling. We do not sell personal information, share it for targeted advertising, or use it for profiling that has legal or similarly significant effects. We treat a Global Privacy Control signal from your browser as a request to opt out.

You can make a request yourself or through an authorized agent. If we decline a request, you can appeal by replying to our answer; we will tell you the result of the appeal and how to contact your state’s attorney general if you disagree.

We process your information because it is necessary to provide Zenboard under our terms; because it is in our legitimate interests to keep Zenboard secure and to improve it, balanced against your rights; because you have consented, as with optional cookies or a connected calendar, which you can withdraw at any time; or because the law requires it.

You have the right to access, correct, delete or export your information, to object to or restrict how we use it, and to complain to your local data protection authority.

We and our service providers may process your information in the United States and in other countries, which may have different data protection laws from yours. Where the law requires it, we rely on appropriate safeguards, such as the standard contractual clauses approved for these transfers.

Zenboard is made for adults running a business. It is not directed to children under 16, and we do not knowingly collect their information. If you believe a child has given us information, contact us and we will delete it.

When we change this notice we will update the date at the top. If a change is significant, we will tell you in the app or by email before it takes effect.

[Company legal name], [Mailing address]. Email: [privacy contact email].