The short version
- We collect what we need to run Organizer Buddy: your account details, the content your workspace creates, basic usage data and billing details (handled by Stripe).
- The projects, cards, comments and files in your workspace belong to you. We process them on your behalf and only to provide the service.
- Every workspace has its own isolated database. We never sell your personal information or use your workspace content for advertising.
- We use Google Analytics on our marketing website to understand visits. Where the law requires it, it runs only if you agree.
- You can access, correct, export or delete your personal information. Email [email protected] and we'll help.
Who we are and what this policy covers
Organizer Buddy is a project management service operated by WebStuff LLC, a Florida limited liability company with its mailing address at PO Box 915881, Longwood, FL 32791, United States ("Organizer Buddy," "we," "us" or "our").
This Privacy Policy explains how we collect, use, share and protect personal information when you:
- visit our website at organizerbuddy.com (the "Site");
- create or use a workspace, including workspaces at *.organizer.biz addresses and custom domains connected to Organizer Buddy (the "Service"); or
- contact us for sales, support or any other reason.
This policy should be read together with our Terms of Service. Words that are defined in the Terms, such as "Customer," "Workspace" and "Customer Content," have the same meaning here.
Our role: controller and processor
Data protection laws distinguish between a business that decides why and how personal information is used (a "controller" or "business") and one that handles it on someone else's instructions (a "processor" or "service provider").
- Account, billing, Site and usage information. We are the controller of the information we collect to create and manage accounts, bill Customers, operate and secure the Service, and run the Site.
- Customer Content. For the projects, cards, comments, checklists, files and other content that users put into a Workspace, the Customer that owns the Workspace is the controller and we act as its processor. We process Customer Content only to provide the Service, following the Customer's instructions as described in our Terms and, where applicable, our Data Processing Addendum.
Business Customers that need a Data Processing Addendum (DPA) for GDPR, UK GDPR or US state privacy law purposes can request one at [email protected].
Information we collect
Information you give us
- Account information: your name, email address, password (stored only in hashed form), profile photo if you add one, and your role in a Workspace (owner, admin, member or guest).
- Workspace information: your Workspace name, the organizer.biz subdomain you choose, any custom domain you connect, your plan, and your settings.
- Customer Content: everything you and your teammates create or upload, such as projects, cards, ticket IDs, due dates, tags, notes, checklists, comments, @mentions, baton handoffs, client directory entries and file attachments.
- Invitations: when you invite a teammate or client guest, you give us their name and email address so we can send the invitation.
- Billing information: billing contact name, email, billing address, tax ID if you provide one, and your plan and payment history. Card and bank details are entered directly with our payment processor, Stripe. We receive only limited details such as card brand, last four digits and expiry date. We never see or store your full card number.
- Communications: messages you send us, such as support requests, sales inquiries, feedback and survey responses, including your name, email address, subject, message and any attachments you submit through our Contact form.
Information we collect automatically
- Usage information: the features you use, the pages and screens you view, actions you take (such as creating a card or passing a baton), and timestamps.
- Device and log information: IP address, browser type and version, operating system, device identifiers, referring URLs, and error and diagnostic logs.
- Approximate location: country, region or city inferred from your IP address. We do not collect precise geolocation.
- Cookies and similar technologies: see Cookies and analytics below.
Information from others
- Workspace owners and teammates may add information about you, such as your email address when inviting you, or your name in cards and comments.
- Stripe tells us whether a payment succeeded or failed, along with limited payment details.
- Google Analytics gives us aggregated reports about how visitors reach and use the Site.
We do not intentionally collect sensitive personal information (such as health, biometric or government ID data), and we ask that you not store it in Organizer Buddy unless you have a lawful basis and appropriate safeguards to do so.
How we use information
We use personal information to:
- Provide the Service: create and host Workspaces, authenticate users, deliver notifications, inbox items, handoffs and @mentions, store and serve files, and connect custom domains.
- Process payments: bill subscriptions and storage overages, send receipts and invoices, and handle failed payments, plan changes and cancellations.
- Provide support: respond to questions and troubleshoot problems. We access Customer Content for support only when you ask us to or when it is needed to fix a problem you reported.
- Keep the Service safe: monitor for abuse, fraud, spam and security incidents, and enforce our Terms.
- Improve the Service: understand which features are used, fix bugs and plan improvements, mostly using aggregated or de-identified data.
- Communicate with you: send service and account messages (these can't be turned off while you have an account) and, where permitted, product updates and marketing emails, which you can unsubscribe from at any time.
- Meet legal obligations: keep tax and accounting records, respond to lawful requests, and establish, exercise or defend legal claims.
We do not use Customer Content to serve advertising, and we do not sell it. We do not use Customer Content to train artificial intelligence or machine learning models. We do not make decisions based solely on automated processing that have legal or similarly significant effects on you.
Legal bases for processing (EEA, UK and Switzerland)
If you are in the European Economic Area, the United Kingdom or Switzerland, we rely on the following legal bases:
| Purpose | Legal basis |
|---|---|
| Creating your account, providing the Service, billing, support | Performance of a contract with you, or steps you ask us to take before entering one |
| Security, fraud prevention, abuse monitoring, service improvement, B2B communications | Our legitimate interests in running a secure, reliable and useful service, balanced against your rights |
| Google Analytics and other non-essential cookies; marketing emails where consent is required | Your consent, which you can withdraw at any time |
| Tax, accounting and responses to lawful requests | Compliance with a legal obligation |
| Customer Content | We process it as a processor for the Workspace owner, who is responsible for its own legal basis |
How long we keep information
- Customer Content is kept for as long as the Workspace exists and is within its Plan's limits.
- Downgrades. When a Workspace moves from a paid Plan to Free, we email the Owner and a 3-day grace period begins. If the Workspace is still over Free plan limits after 3 days, over-limit projects, file attachments and client or Guest data are permanently deleted, as described in Section 5 of our Terms.
- Inactive Free Workspaces may be deleted after 12 months without a sign-in. We email the Owner at least 30 days beforehand.
- Deleted Workspaces and data. When a Workspace owner deletes a Workspace, when data is deleted after a downgrade or for inactivity, or when a Workspace is terminated under our Terms, the affected database records and files are removed from our production systems within 30 days and from backups within 90 days, unless the law requires us to keep them longer.
- Deleted items. Individual cards, comments and files that you permanently delete are removed from production immediately and from backups on the same backup cycle.
- Account information is kept while your account is active and deleted or de-identified within 30 days after you close it. If you leave a Workspace, content you created there stays with that Workspace, because it belongs to the Workspace owner.
- Billing records are kept for as long as tax and accounting laws require, generally up to seven years.
- Server logs are kept for up to 90 days, unless they are needed longer to investigate a security incident.
- Google Analytics data is kept for 14 months, the retention period set in our Google Analytics account.
How we protect information
We use administrative, technical and physical safeguards designed to protect personal information, including:
- a separate, isolated database for every Workspace, so one Customer's data is never stored alongside another's;
- encryption in transit (HTTPS/TLS) across the Site, the Service and custom domains, and encryption at rest for databases and file storage;
- hashed passwords, role-based access within Workspaces, and restricted, logged staff access to production systems;
- regular backups, dependency updates and security monitoring.
No system is perfectly secure. If a security breach affects your personal information, we will notify affected Customers and, where required, regulators and individuals, without undue delay and as required by law.
International data transfers
Organizer Buddy is based in the United States, and we and our service providers may process personal information in the United States and other countries whose data protection laws may differ from those where you live.
When we transfer personal information out of the EEA, UK or Switzerland, we use a lawful transfer mechanism, such as the European Commission's Standard Contractual Clauses (and the UK Addendum or Swiss equivalents), or a recipient's certification under the EU-U.S. Data Privacy Framework and its UK and Swiss extensions. You can request a copy of the relevant safeguards at [email protected].
Your privacy rights
Depending on where you live, you may have some or all of the following rights over your personal information:
- Access / know: ask what personal information we hold about you and get a copy.
- Correction: fix inaccurate information. You can update most account details yourself in your profile.
- Deletion: ask us to delete your personal information, subject to legal exceptions.
- Portability: receive your information in a structured, commonly used, machine-readable format.
- Objection and restriction: object to processing based on legitimate interests, or ask us to limit processing.
- Withdraw consent at any time, where we rely on consent. This does not affect processing that already happened.
- Opt out of marketing emails (use the unsubscribe link), and of any "sale," "sharing" or targeted advertising under US state laws. We do not sell, share or use personal information for targeted advertising.
- Complain to your local data protection authority. In the EEA, you can find yours on the European Data Protection Board website; in the UK, it is the Information Commissioner's Office.
How to make a request
Email [email protected] with the subject "Privacy request." To protect your information, we will verify your identity, usually by confirming the email address on your account. We respond within the time required by law, typically within 30 days (GDPR) or 45 days (US state laws), and we will tell you if we need more time.
- Authorized agents. Where the law allows, you may use an authorized agent. We may ask for signed permission and verify your identity directly.
- Appeals. If we decline your request, you can appeal by replying to our decision with "Appeal" in the subject. If you are not satisfied with the outcome of an appeal, you may contact your state Attorney General.
- No discrimination. We will not deny you service, charge you a different price or give you a lower quality of service because you exercised your privacy rights.
Additional information for US residents
This section supplements this policy for residents of California and other US states with comprehensive privacy laws (including Colorado, Connecticut, Virginia, Utah, Texas, Oregon and others). In the past 12 months we have collected the following categories of personal information, for the business purposes described in How we use information:
| Category | Examples | Disclosed for a business purpose to |
|---|---|---|
| Identifiers | Name, email address, IP address, account ID | Hosting, email and payment providers |
| Customer records | Billing name and address, limited payment card details | Payment processor |
| Commercial information | Plan, subscription and purchase history | Payment processor |
| Internet or network activity | Usage data, Site analytics, logs | Hosting and analytics providers |
| Approximate geolocation | Country or city inferred from IP address | Hosting and analytics providers |
| Professional information | Workspace name, role, work content you choose to add | Hosting and file storage providers |
| Inferences | None. We do not build profiles about you. | Not applicable |
We collect this information from you, your devices, your Workspace owner and teammates, and our service providers. We do not sell or share personal information (as those terms are defined under California law), including for people under 16, and we do not use or disclose sensitive personal information for purposes that would require offering a right to limit. Retention periods are described in How long we keep information.
Children's privacy
Organizer Buddy is a business tool and is not directed to children. We do not knowingly collect personal information from anyone under 16, and you must be at least 16 (and old enough to form a binding contract where you live) to use the Service. If you believe a child has given us personal information, contact [email protected] and we will delete it.
Changes to this policy
We may update this Privacy Policy from time to time. We will post the updated version on this page and change the "Last updated" date above. If we make material changes, we will notify Workspace owners by email or in the Service at least 30 days before the changes take effect, unless the change is required sooner by law.
Contact us
If you have questions about this Privacy Policy or how we handle personal information, contact us:
Attn: Privacy
PO Box 915881
Longwood, FL 32791
United States
Email: [email protected]
Visitors from the EEA, UK and Switzerland. We do not currently offer the Service specifically to people in these regions. If you are located there, you can exercise your rights or raise any concern directly with us at [email protected], and you may also contact your local data protection authority.