Privacy Policy

1. Introduction

Welcome to TeamSuiteAI ("we," "our," or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our team management and collaboration platform, including our website at teamsuiteai.com and all related services, features, and tools (collectively, the "Service").

TeamSuiteAI is an AI-powered project management and team productivity platform that provides automated reporting, Kanban task management, real-time notifications, SLA tracking, analytics dashboards, and team collaboration tools. By accessing or using our Service, you agree to the collection and use of information in accordance with this Privacy Policy.

We encourage you to read this Privacy Policy in full. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service. We reserve the right to update this Privacy Policy at any time, and we will notify you of any material changes by posting the updated policy on this page with a revised "Last Updated" date.

2. Information We Collect

We collect information to provide and improve our Service. The types of information we collect fall into the following categories:

2.1 Information You Provide Directly

• Account Information: When you register for an account, we collect your full name, email address, company name, job title, and password. If you sign up through a third-party authentication provider (such as Google), we receive your name, email, and profile picture from that provider.
• Profile Information: You may optionally provide additional details such as a profile picture, phone number, timezone, and language preferences.
• Task and Project Data: When you create projects, tasks, and Kanban boards, we store the task titles, descriptions, assignees, due dates, status updates, labels, and comments you enter.
• Activity Logs and Reports: We collect your daily activity logs, work submissions, task completion records, and the automated reports generated from this data.
• Communications: When you contact our support team, participate in surveys, or communicate with us through any channel, we collect the content of those communications along with your contact details.
• Payment Information: If you subscribe to a paid plan, our third-party payment processor (such as Stripe) collects your billing details. We do not store full credit card numbers on our servers.

2.2 Information Collected Automatically

• Usage Data: We automatically collect information about how you interact with the Service, including pages visited, features used, actions taken (such as creating tasks or submitting reports), timestamps, session duration, and referral sources.
• Device and Browser Information: We collect your IP address, browser type and version, operating system, device type, screen resolution, and unique device identifiers.
• Log Data: Our servers automatically record information from your browser, including the web page you visited, your IP address, browser type, referring/exit pages, date and time stamps, and clickstream data.
• Cookies and Similar Technologies: We use cookies, web beacons, pixels, and similar tracking technologies to collect information about your browsing behavior. For more details, please refer to our Cookie Policy.

2.3 Information from Third Parties

• Integration Partners: When you connect TeamSuiteAI with third-party tools such as GitHub, Jira, Trello, or Slack, we receive data from those services as authorized by your integration settings. This may include repository data, issue statuses, pull request information, and channel messages relevant to project updates.
• Authentication Providers: If you log in through Google, Microsoft, or another single sign-on (SSO) provider, we receive authentication and profile information from that provider.
• Organization Administrators: If you are invited to a TeamSuiteAI workspace by a team administrator or super admin, they may provide your name and email address to send you an invitation.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To Provide and Maintain the Service: We use your data to operate your workspace, authenticate your identity, process your tasks and project data, generate automated reports, deliver real-time notifications, and provide all core features of the platform.
• To Improve and Optimize the Service: We analyze usage patterns to understand how teams use the platform, identify areas for improvement, develop new features, and optimize performance and reliability.
• To Personalize Your Experience: We use your preferences and usage data to customize your dashboard, report formats, notification settings, and overall experience within the platform.
• To Communicate with You: We send you service-related communications (such as account verification, password resets, and security alerts), product updates, and, with your consent, marketing communications. You can opt out of marketing emails at any time.
• To Ensure Security and Prevent Fraud: We use your data to detect, prevent, and respond to security incidents, fraud, and other harmful activity. This includes monitoring for unauthorized access, enforcing our terms of service, and protecting the integrity of the platform.
• To Comply with Legal Obligations: We may use your information to comply with applicable laws, regulations, legal processes, or enforceable governmental requests, and to establish, exercise, or defend legal claims.
• To Generate Analytics: We use aggregated and de-identified data to produce analytics, benchmarks, and insights about team productivity and platform usage. This data cannot be used to identify you or your team members individually.

4. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our Service. Cookies are small text files stored on your device that help us recognize you, remember your preferences, and understand how you use the platform.

We use the following types of cookies:

• Essential Cookies: Required for the Service to function properly, including authentication, security, and session management. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with the Service by collecting and reporting usage data. We use this information to improve our platform.
• Functional Cookies: Enable personalized features such as remembering your language preference, theme settings, and dashboard layout.
• Marketing Cookies: Used to track visitors across websites and display relevant advertisements. These are only set with your explicit consent.

For a detailed breakdown of the cookies we use, their purposes, and how to manage your cookie preferences, please refer to our dedicated Cookie Policy.

5. Data Sharing and Third-Party Services

We do not sell your personal information to third parties. We may share your information only in the following circumstances:

• With Your Consent: We share information when you explicitly authorize us to do so, such as when you connect a third-party integration or share a report via email or a secure link.
• With Service Providers: We work with trusted third-party vendors who perform services on our behalf, including cloud hosting (such as AWS), payment processing (such as Stripe), email delivery, analytics, and customer support. These providers are contractually obligated to protect your data and use it only for the purposes we specify.
• Within Your Organization: Depending on your role and the permissions set by your organization's administrators, certain information (such as your name, task assignments, activity logs, and reports) may be visible to other members of your team, project managers, and clients within the same workspace.
• For Legal Compliance: We may disclose your information if required by law, regulation, legal process, or governmental request, or when we believe disclosure is necessary to protect our rights, the safety of our users, or the public.
• In Business Transfers: If TeamSuiteAI is involved in a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or use of your personal information.

6. Data Security

We take the security of your data seriously and implement industry-standard measures to protect it. Our security practices include:

• Encryption in Transit: All data transmitted between your devices and our servers is encrypted using TLS 1.3, the latest and most secure transport layer protocol.
• Encryption at Rest: Your data is encrypted at rest using AES-256, one of the strongest block ciphers available, ensuring that even if physical storage were compromised, your data would remain unreadable.
• Access Controls: We enforce strict role-based access controls (RBAC) within our platform and within our organization. Only authorized personnel with a legitimate business need can access user data, and all access is logged and audited.
• Infrastructure Security: Our platform is hosted on enterprise-grade cloud infrastructure with built-in firewalls, DDoS protection, intrusion detection systems, and continuous security monitoring.
• Regular Audits: We conduct regular security assessments, vulnerability scans, and penetration testing to identify and address potential risks.
• Zero-Knowledge Backups: Our backup systems are strictly segmented to preserve team privacy, with point-in-time recovery capabilities for data resilience.

While we strive to protect your information, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to promptly addressing any security incidents and notifying affected users as required by applicable law.

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Active Accounts: While your account is active, we retain all your data including projects, tasks, reports, activity logs, and account information to provide the Service.
• Account Deletion: When you delete your account, we permanently remove your personal data within 30 days, except where we are legally required to retain certain records (such as financial transaction records for tax or accounting purposes, which we retain for 7 years).
• Backups: Data may persist in our encrypted backup systems for up to 90 days after deletion before being permanently purged. During this period, the data is inaccessible and not used for any purpose.
• Aggregated Data: We may retain aggregated, de-identified data indefinitely, as it cannot be used to identify you or your team members.

8. Your Rights

Depending on your location and applicable data protection laws, you may have the following rights regarding your personal information:

• Right to Access: You have the right to request a copy of the personal information we hold about you.
• Right to Rectification: You have the right to request correction of inaccurate or incomplete personal information.
• Right to Erasure: You have the right to request deletion of your personal information, subject to certain legal exceptions.
• Right to Restrict Processing: You have the right to request that we limit how we use your data in certain circumstances.
• Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format.
• Right to Object: You have the right to object to our processing of your personal information, including for marketing purposes.
• Right to Withdraw Consent: Where we rely on your consent to process your data, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days. We may ask you to verify your identity before processing your request to protect your privacy and security.

9. International Data Transfers

TeamSuiteAI is operated from the United States. If you access our Service from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate.

When we transfer personal data internationally, we implement appropriate safeguards to ensure your information receives an adequate level of protection, including:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Data processing agreements with all third-party service providers
• Encryption of data both in transit and at rest

By using the Service, you acknowledge and consent to the transfer of your information to the United States and other jurisdictions where our service providers operate, which may have different data protection rules than your country of residence.

10. Children's Privacy

TeamSuiteAI is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16 without verification of parental consent, we will take steps to delete that information promptly.

If you are a parent or guardian and believe that your child has provided us with personal information, please contact us at [email protected] so that we can take appropriate action.

11. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify you by email or through a prominent notice on our website.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of the Service after any changes to this Privacy Policy constitutes your acceptance of the updated terms.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: