Privacy Policy

1. Introduction

Taskwise ("we", "our", or "us") is committed to protecting your privacy and ensuring you have a positive experience when using our project management platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

2. Data Controller

For the purposes of the GDPR and other applicable data protection laws, the data controller is:

Taskwise
Email: privacy@taskwise.co.uk
Address: Taskwise, 25 Dunraven Terrace, Treorchy. CF42 6EL

3. Information We Collect

3.1 Information You Provide Directly

We collect information you provide when you:

• Create an account: Name, email address, password (encrypted), company name (optional)
• Use our services: Tasks, projects, timelines, notes, and other content you create
• Contact us: Name, email, and message content when you reach out for support
• Subscribe to our newsletter: Email address
• Make a purchase: Billing information processed securely through our payment provider

3.2 Information Collected Automatically

When you use our services, we automatically collect:

• Device information: Browser type, operating system, device type
• Usage data: Features used, actions taken, time spent in the application
• Log data: IP address, access times, pages viewed, referring URLs
• Cookies and similar technologies: See our Cookie Policy for details

3.3 Data We Store

4. Legal Basis for Processing (GDPR)

Under the GDPR, we process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to provide you with our services
• Legitimate Interests: Analytics, security, service improvement (where not overridden by your rights)
• Consent: Marketing communications, non-essential cookies
• Legal Obligation: Compliance with applicable laws and regulations

5. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send technical notices, updates, security alerts, and support messages
• Respond to your comments, questions, and customer service requests
• Monitor and analyse trends, usage, and activities
• Detect, investigate, and prevent fraudulent transactions and abuse
• Personalise and improve your experience
• Send promotional communications (with your consent)

6. Data Sharing and Disclosure

We do not sell your personal data. We may share your information with:

• Service Providers: Third parties who perform services on our behalf (hosting, analytics, payment processing)
• Legal Requirements: When required by law, legal process, or government request
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you have given explicit consent to share

6.1 Third-Party Service Providers

7. Your Rights Under GDPR

If you are located in the EEA, you have the following rights:

• Right of Access: Request copies of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your personal data ("Right to be Forgotten")
• Right to Restrict Processing: Request limitation of how we use your data
• Right to Data Portability: Request transfer of your data in a machine-readable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise these rights, contact us at privacy@taskwise.co.uk. We will respond within 30 days.

8. Cookie Consent

We use cookies and similar tracking technologies. When you first visit our website, you will be presented with a cookie consent banner allowing you to:

• Accept all cookies
• Accept only essential cookies
• Customise your cookie preferences

Essential cookies are necessary for the website to function and cannot be disabled. For full details, please see our Cookie Policy.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit (TLS/SSL) and at rest (AES-256)
• Regular security assessments and penetration testing
• Access controls and authentication requirements
• Employee training on data protection
• Incident response procedures
• Regular backups with secure storage

10. International Data Transfers

Your data may be transferred to and processed in countries outside the EEA. When we transfer data internationally, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Adequacy decisions where applicable
• Binding Corporate Rules for internal transfers

11. Children's Privacy

Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child without parental consent, we will delete it promptly.

12. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. When data is no longer needed, we securely delete or anonymize it.

13. Google User Data

Taskwise integrates with Google Calendar to help you synchronise calendar events with your project timelines. This section comprehensively discloses how we access, use, store, and share Google user data in accordance with the Google API Services User Data Policy, including the Limited Use requirements.

13.1 Data We Access

When you connect your Google account, we request access to the following scopes:

• Google Calendar (read/write): We access your calendar event data including event titles, descriptions, dates/times, attendees, and event status.
• User Profile (basic): We access your Google account email address and display name to identify your account within Taskwise.

We only request the minimum scopes necessary to provide the calendar synchronisation feature. You can review the specific permissions requested during the OAuth consent flow before granting access.

13.2 How We Use Google User Data

Google user data is used exclusively for the following purposes:

• Calendar Synchronisation: Displaying your Google Calendar events alongside your Taskwise tasks and timelines
• Event Creation: Creating Google Calendar events from Taskwise tasks when you explicitly choose to do so
• Conflict Detection: Identifying scheduling conflicts between calendar events and planned tasks
• Availability Awareness: Showing team member availability based on calendar data for capacity and scheduling views

We do not use Google user data for advertising, market research, profile enrichment, or any purpose unrelated to the core functionality described above. We also do not use Google user data to develop, improve, or train generalised/non-personalised artificial intelligence or machine learning models.

13.3 How We Store Google User Data

• OAuth Tokens: Your Google OAuth refresh and access tokens are stored encrypted (AES-256) in our database. These tokens are used solely to maintain your calendar connection and are never exposed to other users or third parties.
• Calendar Event Data: Calendar events are cached temporarily in memory during your active session to provide a responsive experience. Event data is not permanently stored in our database. When you end your session or disconnect your Google account, cached event data is discarded.
• No Offline Bulk Storage: We do not download or permanently store a copy of your entire Google Calendar. Data is fetched on demand when you access scheduling-related views.

13.4 How We Share Google User Data

We do not share, sell, or transfer your Google user data to any third parties, except:

• With your explicit consent: For example, if you choose to share a Taskwise timeline that displays calendar data with another team member.
• Infrastructure providers: Your encrypted data may transit through our cloud hosting provider as part of normal service delivery. Our hosting provider is contractually bound to appropriate data protection obligations and does not have access to decrypted data.

Google user data is never shared with advertising services, data brokers, or information resellers.

13.5 Limited Use Disclosure

13.6 Google Data Retention and Deletion

• OAuth Tokens: Retained only while your Google Calendar integration is connected; deleted immediately when you disconnect Google Calendar or delete your Taskwise account.
• Calendar Event Data: Used transiently during active sessions for sync and scheduling views, then discarded when your session ends or when you disconnect the integration.
• Deletion Requests: You can request deletion of Google-linked personal data at any time by contacting privacy@taskwise.co.uk. We process verified requests within 30 days, subject to legal obligations.

13.7 Revoking Access

You can disconnect your Google account from Taskwise at any time by:

• Going to Settings > Integrations in Taskwise and clicking "Disconnect" next to Google Calendar
• Revoking access via your Google Account permissions page

When you disconnect, we immediately delete your stored OAuth tokens and discard any cached calendar data. No Google user data is retained after disconnection.

13.8 Data Protection for Google Data

In addition to the security measures described in Section 9, we apply the following specific protections to Google user data:

• OAuth tokens are encrypted at rest using AES-256 and are never logged or included in error reports
• Calendar data is transmitted exclusively over HTTPS/TLS
• Access to Google user data within our systems is restricted to the authenticated user only
• We conduct regular reviews to ensure continued compliance with Google’s API Services User Data Policy

13.9 Google Data Transfer Limitations

We do not sell Google user data, and we do not transfer Google user data to third parties except where necessary to provide user-facing features you request, to maintain security and prevent abuse, or to comply with applicable law.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. For significant changes, we will provide additional notice via email or in-app notification.

15. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

Data Protection Officer
Email: privacy@taskwise.co.uk
Address: Taskwise, 25 Dunraven Terrace, Treorchy. CF42 6EL

You also have the right to lodge a complaint with a supervisory authority, particularly in the EU member state of your habitual residence, place of work, or place of alleged infringement.