Privacy Policy for Team Toolbox

Last Updated: December 15, 2024

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").

Disclaimer: This is a template and not legal advice. You should consult with a legal professional to ensure compliance with all applicable laws and regulations.

1. Information We Collect

We collect information necessary to provide and improve our Service. This includes:

1.1 Discord Information

• User Information: Discord user ID, username, and server (guild) memberships
• Server Information: Server (guild) IDs, channel IDs, and role assignments
• Message Context: Message IDs and metadata for features like summaries and reminders (content is processed but not permanently stored)
• Usage Data: Command usage, feature preferences, and configuration settings

1.2 Google Workspace Integration

If you choose to connect your Google account, we will request your explicit consent to access specific data:

• Google Calendar: Read and write access to calendar events for notifications, RSVP functionality, and channel subscriptions
• Google Drive: Read access to files you search for or share through the bot
• Google Groups: Read and write access to group memberships for role-based automation (organization mode only)
• Basic Profile Information: Email address and name to identify your account
• Directory Information: User directory access for organization mode (administrators only)

We only access Google data based on the permissions you grant and for the explicit purpose of providing the requested feature. We do not share this data with third parties.

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

1.3 Notion Integration

• Page Access: Read access to Notion pages and databases you sync with Discord channels
• Webhook Data: Automated notifications when synchronized content changes
• Search Data: Queries and results when using Notion search features

1.4 Smart Chat Features

• Chat Summaries: Message content is processed by AI for summarization but not permanently stored
• Reminders: Reminder text, timing, and associated message references
• Keywords: User-defined keywords and notification preferences

1.5 Safe Spaces

• Anonymous Threads: Thread metadata and participation (identity is not stored unless explicitly shared)
• Privacy Controls: User preferences for anonymity and identity sharing

2. How We Use Your Information

We use the information we collect for the following purposes:

• To operate and maintain the Service and its features
• To provide AI-powered chat summaries and analysis
• To send notifications, reminders, and keyword alerts
• To sync and display content from integrated services (Google, Notion)
• To maintain Safe Spaces and protect user anonymity
• To authenticate your identity with third-party services
• To respond to your support requests and questions
• To improve and personalize the Service
• To ensure security and prevent abuse

3. Data Storage and Security

We store your data in a secure MongoDB database hosted on enterprise-grade infrastructure. We implement the following security measures:

• Encryption: Data is encrypted both in transit and at rest
• Access Controls: Strict access controls limit who can access your data
• Regular Backups: Automated backups ensure data integrity and availability
• Security Monitoring: Continuous monitoring for security threats and vulnerabilities
• Regular Audits: Periodic security audits and assessments

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

4. Data Sharing and Third Parties

We do not sell, trade, or otherwise transfer your personally identifiable information to outside parties. We may share information in the following limited circumstances:

• Service Providers: With third-party service providers (like Google, Notion, OpenAI) only to the extent necessary to provide the Service
• Legal Requirements: When required by law, court order, or government regulation
• Safety: To protect the rights, property, or safety of Team Toolbox, our users, or others
• Business Transfers: In connection with a merger, acquisition, or sale of assets (users will be notified)

5. Data Retention

We retain your data for the following periods:

• Account Data: Until you disconnect the bot or delete your account
• Configuration Settings: Until you change them or disconnect services
• Chat Summaries: Temporary processing only, not permanently stored
• Reminders: Until completed or canceled
• Safe Spaces: Thread metadata only, identity information deleted unless explicitly shared
• Logs: System logs are retained for 90 days for debugging and security purposes

6. Your Rights and Choices

You have the following rights regarding your personal data:

6.1 Access and Control

• View Your Data: Use dashboard commands to see what data we store about you
• Modify Settings: Change your preferences, keywords, and integration settings anytime
• Disconnect Services: Revoke access to Google, Notion, or other integrated services
• Delete Reminders: Cancel or modify your reminders

6.2 Privacy Controls

• Safe Spaces: Full control over anonymity and identity sharing
• Notifications: Granular control over what notifications you receive
• Data Sharing: Control what information is shared with team members

6.3 Data Portability and Deletion

• Export Data: Request a copy of your data in machine-readable format
• Delete Account: Request complete deletion of your account and associated data
• Partial Deletion: Remove specific data categories while keeping others

To exercise these rights, please contact us through our support channels or use the in-app commands where available.

7. International Data Transfers

Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including:

• Adherence to applicable data protection frameworks
• Contractual protections with service providers
• Compliance with Google's and Notion's data handling policies

8. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information.

9. AI and Automated Processing

We use AI and automated processing for the following features:

• Chat Summaries: AI analyzes message content to generate summaries (processed but not stored)
• Keyword Matching: Automated matching of user-defined keywords in messages
• Smart Notifications: Intelligent filtering to reduce notification spam

You have the right to opt out of automated processing and can disable AI features at any time.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date
• Sending notifications through Discord for material changes
• Providing at least 30 days' notice for significant changes

You are advised to review this Privacy Policy periodically for any changes. Your continued use of the Service after any changes indicates your acceptance of the updated policy.

11. Contact Us

If you have any questions about this Privacy Policy, your data rights, or our privacy practices, please contact us at:

• Email: [email protected]
• Support: Use the /support command in Discord
• Website: Dashboard Support

12. Specific Service Policies

12.1 Google Workspace Integration

For Google integrations, we also comply with:

• Google API Services User Data Policy
• Google Workspace data governance requirements
• Organization-specific data handling policies (for organization mode)

12.2 Safe Spaces Special Protections

Safe Spaces have additional privacy protections:

• No logging of user identities unless explicitly shared
• Enhanced anonymity controls
• Automatic data deletion when threads are closed
• No correlation of anonymous activities across different Safe Spaces