Privacy Policy

This Privacy Policy describes how Team Toolbox ("we," "us," or "our") collects, uses, and discloses your information when you use our Discord application and associated services (collectively, the "Service"). By using the Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect only the information needed to provide the features you use. This includes:

1.1 Discord Information

• User information: your Discord user ID, username, and the servers (guilds) you share with Team Toolbox
• Server information: server IDs, channel IDs, and role assignments needed to run enabled features
• Message context: message IDs and metadata for features like summaries and reminders. Message content is processed only when a feature requires it (for example, when you request a summary) and is not permanently stored
• Configuration: the features you enable, preferences, and settings you configure

1.2 Google Workspace Connection

If you choose to connect a Google account, we request your explicit consent for only the scopes the features you use require:

• Google Calendar: access to calendar events for notifications, one-click RSVPs, and channel subscriptions
• Google Drive: access to files you preview, search for, or share through the Service, and to create meeting-notes documents
• Google Groups & Directory: access to group memberships for role-based automation (Workspace Mode only, configured by an administrator)
• Basic profile: your email address and name to identify the connected account

We access Google data only based on the permissions you grant and only to provide the requested feature. We do not use it for advertising and we do not sell it.

Google API Services User Data Policy: Team Toolbox's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

1.3 Notion Connection

• Page & database access: read access to the Notion content you preview or sync with Discord channels, scoped to what your Notion account can see
• Sync data: the pages and channels you connect, so synced channels can stay up to date

1.4 Canva Connection

• Design previews: access to the Canva designs and brand kits whose links you share, so we can render previews and palettes
• Notifications: collaboration events (such as access or approval requests) that we relay to Discord

1.5 Built-In Tools

• Chat Summaries: message content is sent to Google's Gemini Flash-Lite — the efficient, low-power "lite" tier of the Gemini model family — to generate a summary on request. It is processed transiently, not permanently stored, and never used to train AI models
• Reminders: the reminder timing and a reference to the message you set it on
• Keywords: the words, phrases, roles, or members you choose to watch, and your notification preferences
• Voice Meetings: meeting audio is processed to produce a live transcript and notes, which are written to a Google Doc in the connected account's Drive. We do not retain the audio after the meeting ends
• Server Tips: the channel, cadence, and any custom tips or categories you configure

1.6 Safe Spaces

• Anonymous threads: thread metadata and participation. A participant's identity is not stored unless they explicitly choose to reveal it
• Privacy controls: your preferences for anonymity and identity sharing

2. How We Use Your Information

We use the information we collect to:

• operate, maintain, and secure the Service and the features you enable
• generate chat summaries and send notifications, reminders, and keyword alerts
• preview, search, and sync content from connected services (Google, Notion, Canva)
• produce voice-meeting transcripts and notes
• maintain Safe Spaces and protect participant anonymity
• authenticate you with third-party services you connect
• respond to your support requests and prevent abuse

3. AI Processing

Team Toolbox uses Gemini Flash-Lite — the efficient, lower-power "lite" tier of Google's Gemini model family — to generate chat summaries, and processes voice-meeting audio to produce transcripts and notes. We chose this tier because it does the job well while using meaningfully less compute (and energy) than larger models. For both AI features:

• No AI training: we do not train, fine-tune, or improve any AI models, and your messages, meeting audio, and other content are never used for that purpose by us or by Google
• Transient processing only: content is sent to Gemini solely to generate the response you requested (a summary, a transcript) and is not retained by us afterward
• On request only: AI processing happens only when you or your team explicitly trigger it (running a summary command, starting a recorded meeting) — we don't run AI over your messages in the background

Google's own handling of data sent to Gemini via its API is governed by Google's Gemini API Additional Terms of Service, under which data submitted through paid API usage is not used to train Google's models.

4. Data Storage and Security

Your configuration data and connection tokens are stored in a secured MongoDB database. We take reasonable measures to protect it, including:

• Encryption: data is encrypted in transit, and sensitive credentials such as OAuth tokens are encrypted at rest
• Access controls: access is limited to what is required to operate the Service
• Data minimization: we store only what a feature needs to function

No internet-based service is 100% secure, and we cannot guarantee absolute security.

5. Data Sharing and Third Parties

We do not sell, trade, or rent your personal information. We share information only in these limited circumstances:

• Service providers: with the third-party services you connect (such as Google, including Gemini AI for summaries, Notion, and Canva) and our hosting and database providers, only to the extent needed to run the Service
• Legal requirements: when required by law, court order, or valid government request
• Safety: to protect the rights, property, or safety of Team Toolbox, our users, or the public
• Business transfers: in connection with a merger, acquisition, or sale of assets, in which case we will notify you

6. Data Retention

• Account & configuration data: kept until you disconnect the Service, remove it from your server, or request deletion
• Chat summaries & meeting audio: processed transiently and not permanently stored
• Reminders: kept until they fire or you cancel them
• Safe Spaces: identity information is not retained unless explicitly shared
• Operational logs: retained for a limited period for debugging and security, then discarded

7. Your Rights and Choices

You are in control of your data:

• Manage settings: change your preferences, keywords, and connections any time from the web dashboard
• Disconnect services: revoke Google, Notion, or Canva access whenever you like
• Delete your data: remove Team Toolbox from a server, or contact us to request deletion of your data
• Access & portability: contact us to request a copy of the data we hold about you

Depending on where you live, you may have additional rights under laws such as the GDPR or CCPA. Contact us to exercise them and we'll help.

8. International Data Transfers

Your data may be processed in countries other than your own, including the United States. Where it is, we rely on the safeguards and data-handling commitments of our service providers (such as Google and Notion) to protect it.

9. Children's Privacy

The Service is not directed to children under 13 (or the minimum age required by Discord in your country), and we do not knowingly collect their personal information. If you believe a child has provided us information, contact us and we will delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we'll update the "Last updated" date above and, for material changes, give reasonable notice through Discord or the website. Your continued use of the Service after changes take effect means you accept the updated policy.

11. Contact Us

Questions about this policy or your data? Get in touch:

• Email: [email protected]
• Help & support: teamtoolbox.app/help