Privacy Policy

1. Introduction

This Privacy Policy describes how Stipulate Inc. ("Stipulate," "we," "us," or "our") collects, uses, and shares information when you use our Slack application and related services (collectively, the "Service"). It also covers our website, including the forms and analytics tools described in Section 2.

By using Stipulate, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, do not use our Service.

2. Information We Collect

2.1 Information from Slack

When you install Stipulate in your Slack workspace, we collect:

• Workspace information (workspace ID, name)
• User information (user ID, name, email address)
• Channel information (channel IDs, names) for channels where Stipulate is added
• Message content from channels where Stipulate is added (to identify action items and project information)
• User interactions with Stipulate (slash commands, button clicks, form submissions)

2.2 Information You Provide

We collect information you provide directly through:

• Project creation and management
• Action item creation and updates
• Support requests and communications
• Account settings and preferences

2.3 Automatically Collected Information

We automatically collect certain information when you use our Service:

• Usage data (features used, frequency of use)
• Technical data (IP address, browser type, device information)
• Log data (access times, error logs)

2.4 Information from Website Forms

When you submit a form on our website, such as the early access form or the Roadmap Partner application, we collect the details you enter. Depending on the form, this includes:

• Contact details (name, work email, company, role)
• Company size
• Slack plan and Slack Connect usage
• Number of active customer channels
• Who will attend working sessions
• Where you heard about us, and any text you add to that answer
• Any note you add

We store each submission in our database (MongoDB Atlas) and send it to our team by email through Google Workspace.

Our forms also send first-touch attribution, which tells us how you first reached our website. When you arrive, we save these details in your browser's session storage and include them when you submit a form:

• UTM campaign parameters in the link you followed (utm_source, utm_medium, utm_campaign, utm_content)
• The referring page, as reported by your browser
• The path of the page where you landed

2.5 Website Analytics and Cookies

Our website asks for your consent through a cookie banner. If you accept, we load Google Analytics 4 and Microsoft Clarity, which use cookies to analyze website traffic. If you reject, these tools do not load.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our Service
• Analyze Slack conversations to identify action items and project information
• Send reminders and notifications about action items
• Provide the Manager Dashboard with project insights
• Respond to your support requests and communications
• Respond to requests you send through our website forms, such as early access requests and Roadmap Partner applications
• Understand how visitors find and use our website
• Monitor and analyze usage patterns to improve our Service
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations

4. AI Processing

Stipulate uses artificial intelligence (AI) to analyze Slack conversations and identify action items. Specifically:

• We use OpenAI's services to process message content from channels where Stipulate is added
• Message content is sent to OpenAI's API for analysis and action item extraction
• OpenAI processes this data in accordance with their own privacy policy and data processing agreements
• We do not use your data to train AI models
• OpenAI does not retain your data beyond the processing period required to provide the service

For more information about OpenAI's data practices, please visit OpenAI's Privacy Policy.

5. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

5.1 Service Providers

We share information with third-party service providers who perform services on our behalf:

• Slack: For core application functionality and user authentication
• OpenAI: For AI-powered action item identification and analysis
• MongoDB Atlas (AWS): For secure data storage in the United States
• Render: For application hosting and infrastructure
• Google: For website analytics through Google Analytics, if you accept cookies, and for delivering form submissions to our team through Google Workspace email
• Microsoft: For website analytics through Microsoft Clarity, if you accept cookies
• Google (YouTube): For showing episode videos on our podcast pages in YouTube's privacy-enhanced mode, which loads the video and its preview image from YouTube when you view an episode page

5.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

5.3 Business Transfers

If Stipulate is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

6. Data Security

We implement appropriate technical and organizational measures to protect your information:

• Data encryption in transit and at rest
• Secure data storage in MongoDB Atlas with AWS infrastructure
• Regular security assessments and updates
• Access controls and authentication mechanisms
• Workspace isolation to prevent cross-workspace data access

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

7. Data Retention

We retain your information for as long as necessary to provide our Service and fulfill the purposes outlined in this Privacy Policy:

• Active account data is retained while you use our Service
• When you uninstall Stipulate or your subscription ends, we delete your data within 14 days
• Some information may be retained longer if required by law or for legitimate business purposes (e.g., resolving disputes, enforcing agreements)
• Aggregated, anonymized data may be retained indefinitely for analytics and service improvement
• To contact us regarding your data deletion, email support@stipulate.work

8. Your Rights and Choices

You have certain rights regarding your personal information:

• Access: You can request access to the personal information we hold about you
• Correction: You can request correction of inaccurate information
• Deletion: You can request deletion of your information by uninstalling Stipulate from your Slack workspace
• Data Portability: You can request a copy of your data in a structured, machine-readable format
• Opt-Out: You can opt out of certain data collection by adjusting your Slack workspace settings or uninstalling the app

To exercise these rights, please contact us at support@stipulate.work.

10. Children's Privacy

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you become aware that a child has provided us with personal information, please contact us, and we will take steps to delete such information.

11. 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 at the top of this policy
• Sending a notification through Slack (for material changes)

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

12. Contact Us

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

For support inquiries, please visit our Support Page.