Privacy Policy

Summary

We respect your privacy, value your trust, and take data collection seriously. We will not disclose your emails or private information to third parties for private gains. Beyond essential services, we use advanced tools like AI processing to enhance your user experience. We collect aggregate data (for example favorite color choices, geographic locations, or usage data) for features like Cloud Sync and the AI-enhanced services we offer. You can opt out of AI processing anytime via your account settings. We will promptly and permanently remove any information you no longer want shared upon request.

Privacy Policy

Appfluence values your right to control what information you do or do not want others to see. As technology advances and our services evolve, we incorporate tools such as AI processing to enhance user experience while preserving your privacy. By using Appfluence, you certify that you have read, understand, and agree with the provisions of this privacy policy.

Artificial Intelligence (AI) Processing

Appfluence utilizes Artificial Intelligence, specifically OpenAI’s services directly or via Azure, to process some requests. Examples include:

• Generating a project with tasks toward a user-defined goal.
• Expanding on a partially described task and suggesting subtasks.
• Suggesting use cases for Priority Matrix based on a user’s job title and industry.

Users can opt out of AI processing via their account settings page.

Information Appfluence Collects

Collected directly from you (during signup or use of Priority Matrix):

• Email address (account ID and communications)
• Name and job title (if provided)
• Project/task data you enter or upload (content, attachments, comments, delegations)
• Notification tokens / anonymized device IDs (only if you enable notifications)
• Usage and telemetry data tied to your account (e.g., app version, basic event logs)

Collected via third parties on your behalf:

• App store identifiers and purchase receipts from platform stores (Apple App Store, Microsoft Teams App Store) used to validate your license; Appfluence does not receive your card/billing details from these stores.
• Payment processor metadata from Stripe for web subscriptions (transaction status, last 4 digits, expiry month/year, billing name/email); Stripe processes full payment data—Appfluence systems do not store full card numbers or CVV.

Not collected or stored by Appfluence:

• Full payment card data or bank details (handled solely by Stripe/App Store providers).

How we use information we collect

• To offer our services: Email is used as the unique ID; data you upload powers our task, project, and priority management solution; relationships with other users enable delegations and notifications.
• To communicate about our services: With your consent we use your email and preferences to send relevant messages; you can opt out via email preferences.
• For research and development: Metadata is analyzed to improve experience, allocate resources, and inform future product development.
• To market and promote: With consent we may send product messages based on email, metadata, and preferences; opt out any time.
• For customer support: Usage data helps diagnose and resolve issues quickly.
• To protect legitimate interests and legal rights: We comply with lawful requests while preserving user privacy within reasonable means.
• For AI-enhanced services: Data you provide may run through AI processes as described; you may opt out in settings.

Lawful Basis for Processing (GDPR/UK GDPR)

• Contractual necessity: Account setup and authentication; storing and syncing project/task data; providing notifications you enable; customer support.
• Legitimate interests: Service reliability, security monitoring, fraud/abuse prevention, product improvement using aggregated/telemetry data (balanced against your rights; opt-out options provided where feasible).
• Consent: Marketing emails; AI processing (opt-out available in account settings); push notifications (device tokens); cookies/trackers where required.
• Legal obligation: Compliance with accounting, tax, and lawful requests from competent authorities.

Who We Share Data With

We do not sell personal data. We share only with essential service providers under contract to deliver the service:

• Cloud hosting and storage: AWS and Azure (compute, databases, backups).
• Email and messaging delivery: Transactional email/SMS providers for notifications you enable.
• Payment processing: Stripe (web), Apple App Store, Microsoft Teams App Store—full card data stays with these processors.
• Analytics/monitoring: Error and performance monitoring tools (minimized and access-controlled).
• AI processing (optional): OpenAI services directly or via Azure when you opt in to AI features.
• Legal/Compliance: Competent authorities when required by law and after appropriate review.

Data Access, Retention and Deletion

Users can access and export all their data via the account management console. We will honor deletion requests promptly and within one month. Data is stored in AWS and Azure data centers (primarily in the United States) and secured in transit and at rest.

Appfluence interfaces with OpenAI through its own platform or Azure for AI processing; these providers state they do not use customer data to train their models.

Appfluence retains user data while the account is active. An account is deemed inactive after three years with no activity and data is then scheduled for deletion after notice to the user. When a user removes their account or requests deletion, production data is deleted and only persists in RDS point-in-time recovery backups for up to 7 days before expiring.

Your Data Protection Rights

• Right to be informed
• Right to access
• Right to rectification
• Right to erasure
• Right to restrict processing
• Right to object to processing
• Right to data portability
• Right to avoid automatic decision-making
• Right to AI transparency (opt out via account settings)
• Right to lodge a complaint with a supervisory authority

If you believe that we have not addressed your concerns satisfactorily, you have the right to lodge a complaint with your local data protection supervisory authority. Below are contact details for supervisory authorities in key jurisdictions:

United Kingdom:

• Information Commissioner’s Office (ICO)
• Website: https://ico.org.uk

Ireland:

• Data Protection Commission (DPC)
• Website: https://www.dataprotection.ie

Germany:

• Federal Commissioner for Data Protection and Freedom of Information (BfDI)
• Website: https://www.bfdi.bund.de

France:

• Commission Nationale de l’Informatique et des Libertés (CNIL)
• Website: https://www.cnil.fr

Spain:

• Agencia Española de Protección de Datos (AEPD)
• Website: https://www.aepd.es

Italy:

• Garante per la protezione dei dati personali
• Website: https://www.garanteprivacy.it

Netherlands:

• Autoriteit Persoonsgegevens (AP)
• Website: https://autoriteitpersoonsgegevens.nl

For other EU member states, you can find your local supervisory authority at: https://edpb.europa.eu/about-edpb/about-edpb/members_en

Opinion Sharing

By emailing us, you allow us to share positive reviews, comments, and enthusiasm with others.

Eligibility

We do not knowingly solicit or collect information from children under 16. If we learn a user under 16 (or 16–18 without parental consent) has registered, we delete that information as quickly as possible.

Changes to Policy

If Appfluence changes its privacy policy, we will notify users by email or prominent in-app notice. This policy was last updated on January 15, 2026 (effective January 15, 2026 edition).

Missing Information

If we inadvertently failed to address certain privacy matters, please notify us and we will resolve it as soon as possible.

Subject Access Requests (SARs)

You have the right to request access to the personal data we hold about you. To submit a Subject Access Request, please email us at sars@appfluence.com. We will respond to your request within one month and provide you with a copy of your personal data in a structured, commonly used, and machine-readable format. If your request is complex or we receive multiple requests from you, we may extend the response time by up to two additional months, and we will inform you of this extension within one month of receiving your request.

Questions About Privacy

For any question, or to exercise any of your other privacy rights, such as deletion or to let us know your details are incorrect, please contact us at:

Email: dataprivacy@appfluence.com
Data Protection Officer: Pablo Diaz-Gutierrez
Mailing address:
Appfluence Inc
PO Box 8795
Emeryville CA 94662
USA