Legal · draft
Privacy policy
Draft of 2026-10-22, prepared for review. Not in effect.
1. Who is responsible
[Legal entity name and address — to confirm] is the controller for the data of people who create UpVoiced accounts (“team members”) and of visitors to this website. For the people who use a customer’s feedback board, widget or emails (“end users”), the customer is the controller and UpVoiced is its processor; their privacy notice applies, and ourdata processing agreement governs what we do.
2. What we collect
Team members
- Name, email address and sign-in data, handled by our sign-in provider Clerk.
- Workspace settings, branding and the content you create.
- Billing details for paid plans are collected by Paddle, our reseller; we receive the plan, status and a customer reference, not your card.
- Product analytics in the dashboard: pseudonymous events such as “board created”, linked to a random-looking ID, never to your name or email address.
End users of a customer’s board
- Email address (to sign in and to receive the notifications they choose).
- Name and avatar if they provide them or the customer sends them through single sign-on.
- Their posts, votes, comments and follows.
- A salted hash of their IP address, kept for 30 days, to limit abuse.
Portals and the widget load no analytics and no third-party cookies. A first-party session cookie is set only when someone signs in.
Website visitors
- Anonymous visit counts without cookies (on upvoiced.com also by Ahrefs Web Analytics); with your permission, an anonymous ID and how you first found us, stored in your browser. See thecookie notice.
- If you request early access: your email address, stored by UpVoiced after you confirm it through the link we send. Our analytics never receive the address.
3. Why we use it (legal bases)
- To provide the service you signed up for (contract).
- To keep the service secure and prevent abuse (legitimate interest).
- Dashboard analytics, to improve the product (legitimate interest; we honour Do Not Track).
- Cookieless website visit counts (legitimate interest; none with Do Not Track, Global Privacy Control or after “No thanks”).
- Website analytics storage and early-access emails (consent, which you can withdraw).
- Invoices and tax records (legal obligation, handled by Paddle).
4. AI features
AI features are switched off today. When we switch them on, only the text of posts and changelog entries is sent to the AI provider, with names and email addresses removed, using the provider’s zero-retention option where it offers one. We will update this policy first.
5. Who we share data with
We use the following sub-processors. We do not sell personal data.
| Provider | What for | Data | Location | Status |
|---|---|---|---|---|
| Cloudflare, Inc. | Hosting of the portal, widget, dashboard and website; content delivery; DNS; storage of uploaded images and logos | All content served or uploaded, request metadata including IP addresses | Global network; storage location [to confirm] | In use |
| [Server hosting provider — to confirm] | Servers that run the UpVoiced API, background jobs and database | All workspace and end-user data stored by UpVoiced | Helsinki, Finland (EU) [production location to confirm] | In use |
| Clerk, Inc. | Sign-in and accounts for workspace team members (not for your end users) | Team members’ names, email addresses and sign-in data | United States | In use |
| Resend (Plus Five Five, Inc.) | Sending sign-in codes, notifications and update emails | Recipient email addresses and email content | United States | In use |
| PostHog, Inc. | Product analytics for the dashboard and this website; never on portals or the widget | Pseudonymous identifiers and usage events, without IP addresses or location | United States | In use |
| Ahrefs Pte. Ltd. (Ahrefs Web Analytics) | Cookieless visit counts for this website only (upvoiced.com); never on portals, the widget or the dashboard | Page path and campaign tags, page title, referring page, screen size and browser language; the IP address and browser type, which Ahrefs uses for country/city and a daily-salted visitor count and states it does not store | Singapore (company); processing location [to confirm] | Planned, no data yet |
| Grafana Labs | Operational monitoring: error logs and request traces | Technical logs; URLs, query strings, client addresses and user fields are removed first | [to confirm] | In use |
| Paddle.com Market Limited | Reseller and merchant of record for paid plans: checkout, payments, invoices and tax | Billing contact, payment and tax details (collected directly by Paddle) | United Kingdom | Planned, no data yet |
| Anthropic, PBC | AI suggestions such as triage and changelog drafts (switched off today) | Post and changelog text, with names and email addresses removed | United States | Planned, no data yet |
| Google LLC (Places API) | Importing public reviews as testimonials (not built yet) | Business names and public review text | United States | Planned, no data yet |
6. How long we keep it
- Account and workspace data: while the workspace exists.
- Deleted workspaces: 30 days, then permanently removed, including uploaded files.
- End-user deletion requests: anonymised within 24 hours.
- Hashed IP addresses: 30 days. Email delivery records: 90 days.
- Early-access addresses: until you unsubscribe, using the link in every email.
7. Your rights
Under the GDPR and Brazil’s LGPD you can ask to access, correct, export or delete your data, object to processing, and withdraw consent. End users can export and delete their data themselves from the profile page of the board they used. Team members can delete their workspace in its settings. For anything else, contact us at [privacy contact — to confirm]. You can also complain to your data protection authority.
8. International transfers
Some sub-processors are in the United States. [Transfer mechanism, for example the EU Standard Contractual Clauses or the EU–US Data Privacy Framework, to confirm per provider.]
9. Security
How we protect data is described on our security page.
10. Children
UpVoiced is a business tool and is not directed at children.
11. Changes
We will post changes here and email workspace owners about material ones.