Privacy Policy

Last updated: October 25, 2026

This Privacy Policy explains what information TaskSense collects, why we collect it, how it's used, and the choices you have. We've kept this plain-English and practical.

1) Who this policy applies to

This policy applies to TaskSense on:

• the TaskSense website (web app),
• the iOS app,
• the Android app,
• and the connections you choose to turn on (such as calendars, Slack, Telegram, WhatsApp, email to TaskSense, and AI agents).

"TaskSense," "we," "us" refers to the company/individual operating TaskSense.

Contact: hello@tasksense.me
Website: https://tasksense.me

2) What we collect

A) Account information (authentication)

When you create an account or sign in, we collect and process:

• email address,
• display name (either provided by you or derived from your email),
• profile photo URL (if available from Google/Apple or if you set one),
• authentication identifiers (like your Firebase user ID).

How login works in TaskSense:

• Email + password sign-in is supported.
• Google Sign-In is supported.
• Apple Sign-In is supported.
• If you sign up with email + password, we require email verification before granting full access.
• Passwords are not stored by TaskSense. They're handled by Firebase Authentication (Google).

B) Profile details you optionally add

In your profile, you can optionally provide:

• company, position (and "custom" position),
• industry (and "custom" industry),
• organization size,
• country.

We may use your country to target announcements. When you set your country, the app also saves your device's timezone, which reminders and quiet hours use.

C) Your TaskSense content

TaskSense is a productivity app, so the main thing we store is the content you create, such as:

• workspaces,
• lists and sections,
• tasks (title, status, completion, starred status),
• due dates and optional time-of-day,
• priority,
• notes,
• subtasks,
• recurrence settings,
• reminders settings,
• visibility settings (private/public within a shared context),
• activity history (e.g., edits, completion, assignments),
• comments and related metadata (e.g., mentions, reactions, reply threading),
• file attachments you add to tasks (images, PDFs, text files, and Office documents),
• custom background images you upload to personalize the app (paid plans).

About uploaded files: attachments and background images are stored in Google Cloud Storage in the United States. Images you upload are automatically re-encoded before storage, which permanently removes hidden metadata (including EXIF data such as GPS location) from the stored copy. Uploads count toward the attachment and storage allowances of your plan.

D) Collaboration information

If you collaborate with others, we store data needed to make that work:

• workspace membership (roles like owner/admin/member, status, and how you joined),
• invitations (workspace and list invitations),
• "shared with" lists (user IDs who have access),
• teams (team name, color, description, members, the coordinator, and which tasks are given to a team and who takes them),
• a profile card with your display name, email, and photo (if available), which signed-in TaskSense users can see when you collaborate with them or when they invite you by email.

When someone invites you by email, we check whether that address belongs to a verified TaskSense account.

E) Notifications and preferences

We store:

• in-app notifications you receive (and their status: unread/read/archived),
• notification preferences (like which types you want),
• reminder settings and "quiet hours" preferences,
• timezone (used for reminders and quiet hours calculations).

F) App activity / presence signals (lightweight)

To make notifications smarter (for example: don't send a push if you're actively using the app), TaskSense updates:

• last active time (timestamp),
• online/in-foreground state.

G) Device + technical data (depends on platform)

Depending on platform and your settings, we may process:

• device and app info (basic runtime info),
• IP address and general network info (typical for web + APIs),
• diagnostic data.

Mobile push notifications (iOS/Android): If you enable push notifications, Firebase Cloud Messaging (Google) processes:

• push registration tokens (APNs/FCM tokens),
• basic device identifiers needed for delivery,

and we associate these tokens with your TaskSense user ID (so the right device gets the right notifications).

Browser notifications (web): If you turn on browser notifications in Settings, your browser's push subscription is stored with your account the same way. Signing out removes it from that browser.

H) Analytics, error monitoring, and surveys

• Firebase Analytics (Google) records app usage events on the web and in the apps, such as app opens, sessions, and in-app purchases, with basic device and app version details.
• PostHog records product analytics (which features are used), errors, and, when session replay is enabled, recordings of how the app was used, which can include what was on screen. PostHog data is linked to your account (your user ID, email, and name).
• PostHog also shows occasional in-app surveys. Answering is optional, and your answers are linked to your account.

We use these tools to fix problems and improve TaskSense. We do not sell this data.

I) Ads (Android app only)

In the Android app, you can choose to watch a short ad to unlock a Pro feature until you leave the app. TaskSense on iOS and the web shows no ads. Ads are served by Google AdMob, which may collect your device's advertising ID, IP address, and ad interactions to deliver and measure ads. Where the law requires consent (for example in the EEA and the UK), personalized ads are shown only with your consent.

J) Purchases and subscriptions

• On iOS and Android, subscriptions are bought through Apple's App Store or Google Play, which process your payment. RevenueCat manages these subscriptions for us: it receives your TaskSense user ID and your purchase and subscription status, never your card details.
• For web subscriptions sold by us directly (from 22 October 2026), card payments are processed by MyFatoorah, our payment provider. You enter your card on MyFatoorah's secure form; we never receive your full card number or security code. MyFatoorah keeps your card as a token so we can charge your renewals, and gives us the card's brand, last 4 digits and expiry date, your payment status, and a one-way fingerprint of the card. Settings and your receipts show only the card's brand and last 4 digits. We keep that fingerprint, linked to the account that used it, so each card gets only one free trial; it cannot be turned back into the card number.
• Web subscriptions bought through Paddle (our web checkout until October 2026) were sold by Paddle as merchant of record, and Paddle also bills their renewals. For those, we receive your subscription status and your Paddle customer and subscription IDs, never your card details.
• We keep a record of each payment and subscription change (plan, amount, currency, date, and the payment provider's reference) for our accounts and taxes.

K) Support requests

When you contact us through the in-app support panel or the contact form on our website, we store your message, your contact details, and our replies so we can help you. The website form uses Cloudflare Turnstile to check that a person, not a bot, sent it.

L) Google Calendar (optional connection)

If you connect Google Calendar, TaskSense requests permission only to create and manage its own "TaskSense" calendar in your Google account (scope: calendar.app.created). We use this access solely to show your TaskSense tasks as events on that calendar. We never read, modify, or delete your other calendars or events.

We store the OAuth refresh token on our servers, encrypted at rest, together with the identifiers of events we created. We do not use Google user data for advertising, and we do not sell or share it.

You can disconnect at any time in Integrations, which revokes our access and deletes the stored token, or revoke access from your Google Account at https://myaccount.google.com/permissions. Deleting your TaskSense account removes all stored Google data.

TaskSense's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

M) Outlook Calendar (optional connection)

If you connect Outlook, Microsoft asks you to let TaskSense read and write your calendars (Calendars.ReadWrite), because Microsoft offers no narrower permission. TaskSense only creates, updates, and deletes events in its own "TaskSense" calendar, to show your tasks there, and reads your list of calendars only to check that its calendar still exists. It never reads or changes events in your other calendars.

We store the refresh token on our servers, encrypted at rest, together with the identifiers of events we created. Disconnecting in Integrations deletes the stored token and those identifiers; you can also remove TaskSense's access in your Microsoft account settings. Deleting your TaskSense account removes all stored Microsoft data.

N) Other connections you can turn on

• Email to TaskSense: emails you send or forward to your personal TaskSense address are received through Brevo and turned into tasks. On Pro and Team plans, an AI step (via OpenRouter) can suggest tasks from the email first; you can turn this off in the Email to TaskSense settings.
• Slack and Telegram: if you link an account, we store the link (your Slack or Telegram user ID, and for Slack your workspace ID and the access token TaskSense uses there). Messages you send to TaskSense there become tasks. If you link Slack, we can also send your TaskSense notifications to you as Slack direct messages, which you can turn off.
• WhatsApp: if you link WhatsApp, we store the link: the ID WhatsApp gives your account for TaskSense, your phone number, and your WhatsApp profile name. Messages you send to the TaskSense number become tasks in your account; we keep the task, not a copy of the message. WhatsApp is operated by Meta, which carries those messages under its own terms.
• AI agents and automations: personal access tokens let tools you connect (such as Claude Code, Codex, Cursor, Zapier, or Apple Shortcuts) read and change your tasks as you. We store only a hashed form of each token, plus a log of requests for security and support. Those tools handle the data they receive under their own terms. You can revoke a token at any time.
• Sharing from other apps: text or links you share into TaskSense from another app are handed to TaskSense on your device and become tasks in your account.

3) How we use your information

Provide the service

• Create and manage your account
• Sync your tasks/lists/workspaces across devices
• Enable collaboration features, teams, and invitations
• Run the AI features you choose to use (such as Auto-Prioritize, Organize, Arrange, templates, subtask breakdown, voice transcription, and email review)

Run reminders and notifications

• Create in-app notifications
• Send push notifications on mobile and in your browser (if enabled). No pushes are sent during your quiet hours (based on your saved timezone); reminders that fall inside them arrive when they end.
• Schedule reminders using server-side jobs for accurate timing

Keep things secure

• Detect abuse or suspicious behavior
• Enforce access controls (e.g., only workspace members can access workspace data)

Improve the product

• Debug issues, fix crashes, and understand performance bottlenecks (e.g., via PostHog)
• Understand feature usage trends (e.g., via PostHog and Firebase Analytics)

Communicate with you

• Send service announcements (in-app, push, or email), for example about new features or critical changes
• Send product emails such as welcome tips, trial reminders, monthly digests, and feature announcements (you can unsubscribe from marketing emails at any time)

4) Where your data is stored

TaskSense uses Firebase and Google Cloud as its backend, including:

• Firebase Authentication
• Cloud Firestore database
• Cloud Functions, Cloud Tasks, and Cloud Run (for reminders, notifications, integrations, AI agents, and cleanup jobs)
• Cloud Storage for Firebase (uploaded files: attachments and background images)
• Firebase Hosting (for the web app)

Your account data and content are stored in Cloud Firestore in Google Cloud's me-central2 region (Dammam, Saudi Arabia). Uploaded files are stored in the United States, and our server code runs in the United States. Data is encrypted in transit and at rest.

5) How we share information

We share information only as needed to run TaskSense:

A) With service providers (processors)

We use trusted vendors to operate the app:

• Google Firebase and Google Cloud (authentication, database, file storage, server functions and scheduled jobs, hosting, push notifications via Firebase Cloud Messaging, and analytics)
• Apple and Google (Apple/Google sign-in when you choose it, and in-app purchases through the App Store and Google Play)
• RevenueCat (manages in-app subscriptions on iOS and Android)
• MyFatoorah (card payments for web subscriptions sold by us from 22 October 2026; it stores your card for renewals)
• Paddle (payment processing for web subscriptions bought through Paddle, as merchant of record)
• Brevo (transactional and product emails, such as digests and feature announcements, and receiving the emails you send to your TaskSense address)
• AI providers (via OpenRouter): when you use an AI feature, such as Auto-Prioritize, Organize, Arrange, templates, subtask breakdown, voice transcription, or email review, the relevant task text, email text, or audio is sent to the AI provider to generate the result. TaskSense does not store your voice recordings. We do not use your content to train AI models.
• PostHog (product analytics, error tracking, in-app surveys, and session replay when enabled)
• Google AdMob (rewarded ads in the Android app)
• Cloudflare (bot protection on our website's contact form)
• Microsoft, Slack, Telegram, and Meta for WhatsApp (only when you connect them)

These providers process data under their own terms and security standards.

B) With other users (when you collaborate)

If you join shared workspaces/lists or teams, or send/receive invitations, other users may see:

• your display name,
• your email,
• your profile photo (if available),
• your teams and the work given to you through them,
• and shared content you collaborate on (tasks, comments, activity, and file attachments on shared tasks; files are served via secure tokenized links available to people who can see the task).

C) For legal and safety reasons

We may disclose information if we believe it's reasonably necessary to:

• comply with law or legal process,
• protect users, prevent fraud/abuse,
• enforce our terms or respond to safety/security issues.

D) Business transfers

If TaskSense is involved in a merger, acquisition, or sale of assets, user information may be transferred as part of that deal.

We do not sell your personal information.

6) Cookies, local storage, and offline data

TaskSense uses cookies, local storage / IndexedDB (and similar browser/app storage) to:

• keep you signed in,
• remember your settings,
• cache data for performance,
• support offline-friendly behavior,
• measure usage (PostHog and Firebase Analytics keep an identifier in cookies or local storage).

If you want to clear this, you can:

• sign out,
• clear your browser storage,
• or uninstall the mobile app.

7) Data retention

We keep your information only as long as needed to provide TaskSense.

Typical retention patterns in the product:

• Your tasks/lists/workspaces remain until you delete them or delete your account.
• Archived notifications are deleted after 30 days and read notifications after 90 days. Unread notifications are kept until you read or archive them.
• Uploaded files (attachments and custom backgrounds) are deleted when you remove them, and all files you uploaded are deleted when you delete your data or your account.
• Voice recordings are sent for transcription and are not stored by TaskSense.
• We keep encrypted database backups for disaster recovery for up to 98 days, and deleted files stay recoverable for 7 days, so data you delete is fully gone within those times.
• Payment and subscription records are kept as long as accounting and tax law requires, even after you delete your account. When a web subscription ends or you delete your account, we ask MyFatoorah to delete the saved card. The card fingerprint used for the one-trial rule is kept so the same card cannot start another free trial.

We may retain limited technical logs for security and debugging for a reasonable period.

8) Your choices and controls

A) Access, update, export

You can:

• update your profile information in the app,
• export your data (TaskSense provides a JSON export of your user profile + lists + tasks + activity + notifications).

B) Delete data or delete your account

TaskSense provides options to:

• delete all your TaskSense content (tasks/lists/activities/notifications/uploaded files) while keeping your account, or
• delete your account. Our server then deletes your sign-in, your content and uploaded files, your notifications, your connections (calendars, Slack, Telegram, WhatsApp, and agent tokens), and your profile card, and retires your TaskSense email address.

Security note: Account deletion may ask you to sign in again first if you haven't signed in recently.

C) Notifications

• On iOS/Android, you can enable/disable push notifications via system settings.
• On the web, you can turn browser notifications on or off in Settings.
• In-app notification preferences and quiet hours can be adjusted inside TaskSense.

D) Email communications

• Account emails, such as email verification and password resets, are sent through Firebase.
• Product emails, such as welcome tips, trial reminders, monthly digests, and feature announcements, are sent through Brevo. Every marketing email has an unsubscribe link, and you can turn digests off in Settings.

E) Connections and ads

• You can disconnect calendars, Slack, Telegram, and WhatsApp, and revoke agent tokens, at any time in Integrations.
• On Android, watching an ad is always your choice, and you can reset or delete your advertising ID in your device settings.

9) Security

We use industry-standard protections provided by Firebase, Google Cloud, and our app architecture, including:

• encrypted transport (HTTPS),
• encryption at rest (Google Cloud's default encryption),
• access control via Firebase Auth + Firestore security rules,
• separation between users/workspaces.

No system can be 100% secure, but we work to protect your data and minimize access.

10) International users

TaskSense stores and processes data in Saudi Arabia and the United States (see section 4), and our providers may process data in other countries. If you are in a region with data protection laws (like the EEA/UK), you may have additional rights.

11) Children's privacy

TaskSense is not intended for children under 13 (or the minimum legal age in your country). We do not knowingly collect personal information from children.

12) Changes to this policy

If we update this policy, we'll change the "Last updated" date and may provide an in-app notice for significant changes.

13) Contact us

If you have questions, requests, or privacy concerns:

• Email: hello@tasksense.me
• Support: support@tasksense.me
• Website: https://tasksense.me

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