Privacy policy.

Pinnix is a daily planner run by Pinnix Ltd, the data controller for the personal data described here. Our details are at the end of this policy. This policy covers your personal Pinnix account. If your employer provides Pinnix through a Team plan, our separate Data Processing Agreement also applies to your work data, but your private board and anything you record about your health stay covered by this policy and are never shared with your employer (see section 4).

We collect only what we need to run the service:

• Your email address, so you can sign in and we can contact you about your account. Lawful basis: performance of our contract with you.
• Your name, if you choose to give it. Lawful basis: contract.
• Your date of birth, to confirm you are 18 or over, as Pinnix is for adults only. We keep it while your account is open. Lawful basis: our legitimate interest in keeping the service to adults.
• The tasks, plans and brain dumps you create, because that is the product. Lawful basis: contract.
• Usage signals, such as when you open the app and what you complete, so we can keep Pinnix working well and improve it. Lawful basis: our legitimate interest in running and improving the service, and, where you have chosen the features that rely on it, your consent.
• How you use Pinnix, to choose which emails to send you. We look at simple signals like whether you have created your first task, whether you have used a feature such as Break this down, and when you were last active, so the onboarding and setup emails we send fit where you are rather than being generic. This only shapes which email you receive; it makes no decision about you and changes nothing about your account or subscription. Lawful basis: our legitimate interest in helping you get value from a service you asked for. You can object to these emails at any time by emailing us.
• Your mobile number, if you choose to verify by text. If you verify by SMS instead of the email link, we send a one-time code to your mobile through our SMS provider and store your number as a verified contact point. We use it only to verify your account and for security, never for marketing. Verifying by text is always optional. Lawful basis: our legitimate interest in confirming real accounts and reducing fraud.
• Marketing emails, if you opt in. There is an unticked box at signup to receive the occasional tip and product update. If you tick it, we send those on the basis of your consent, and every one carries a one-click unsubscribe. You can withdraw at any time and it never affects the essential account emails you still need. We do not use any health or neurodiversity information to decide what marketing to send.
• Payment information, if you subscribe to a paid plan. Your card details are handled by our payment processor and are never seen or stored on our servers. Lawful basis: contract.

We do not collect anything we do not need, and we do not sell your data.

We rely on contract to run your account and deliver the service, legitimate interest to keep Pinnix secure and to improve it, consent for optional things such as marketing emails, marketing-site analytics cookies and any special-category data you choose to record, and legal obligation where the law requires us to keep certain records. You can withdraw consent at any time where consent is the basis.

4.1Pinnix lets you optionally record self-reported neurodiversity or health information, for example during onboarding, so the app can work better for you. Under UK GDPR this is special-category data and we treat it with particular care.

4.2We only ever record it with your explicit, separate consent, and only because you have chosen to give it. You do not have to.

4.3This information is private to you. It is held on your personal board and is never shown to an employer, a manager or anyone else, at any sharing setting, even on a Team plan. You can withdraw your consent and delete this data at any time.

We use a small number of trusted providers to run the service. We share only what each one needs, and only to deliver Pinnix to you. We describe them by the job they do rather than by name.

• Hosting, to store and run the application and your data.
• Payment processing, to take subscription payments securely (they handle your card details, we do not).
• AI task-breakdown, to break down and plan the tasks you ask it to. We send the title, description, labels and working-hours context of that task. We do not send your identity or your history, and the provider is contractually barred from retaining the text to train its models.
• Email delivery, to send your account, verification, onboarding and service emails, and, if you opt in, marketing emails. The lifecycle logic runs in-house; this provider only delivers the message.
• SMS delivery, to send the one-time code if you choose to verify your account by text. They receive only your mobile number and the code, to deliver it.
• Bot detection, a third-party security provider (Cloudflare Turnstile) that protects sign-up, sign-in and password reset from bots. When you use those pages it processes signals such as your IP address, browser and device characteristics and the site key, only to tell humans from bots and keep the service secure. It cannot identify you from those signals and sets no tracking cookies. Cloudflare explains the detail in its Turnstile privacy addendum.
• Error monitoring, to spot and fix faults. Passwords, tokens, emails and IP addresses are stripped out before any error report leaves our systems.
• Marketing-site analytics, on our public website only, and only if you accept cookies. We use Google Analytics to count page visits, and Microsoft Clarity to see how people move through the pages, including anonymised heatmaps and session replays with all typed input masked out. Microsoft acts as our processor for that analytics, and separately as its own controller where it uses one of its identifiers (MUID) across its own sites. Neither runs in the signed-in app. See Microsoft’s privacy statement.

We do not sell your data. The only sharing that touches advertising is one Microsoft Clarity cookie (MUID) that Microsoft may use across its own sites, which runs only if you accept analytics cookies and which you can decline. If we change or add a provider, we will update this policy, and Team customers receive advance notice under our Data Processing Agreement.

6.1Your Pinnix account data is stored on servers in the EU (Germany), which the UK recognises as providing an adequate level of protection. It is encrypted in transit and our backups are encrypted at rest.

6.2Two exceptions. The AI task-breakdown described in section 5 is processed by a provider in the United States, so the task text you send for breakdown leaves the UK and EU. And if you choose to verify by text, your mobile number and the one-time code are handled by our SMS provider, which may also process them outside the UK and EU.

6.3Those transfers are protected by an appropriate UK safeguard: the UK International Data Transfer Agreement (IDTA), or the UK Addendum to the EU Standard Contractual Clauses. We keep a record of the mechanism we rely on, and a transfer risk assessment where one is required.

6.4We do not transfer your data anywhere else outside the UK or EU without a valid safeguard in place first.

6.5Separately, on our public marketing website only and only if you accept analytics cookies, our two analytics providers (Google and Microsoft) process data in the United States. Those transfers are covered by the UK Extension to the EU-US Data Privacy Framework (the UK-US Data Bridge), with the UK Addendum to the EU Standard Contractual Clauses as a backstop. This applies to the public site, never to your signed-in account data.

We keep your data for as long as your account is active. If you close your account, we delete your personal data within 30 days, which also gives you a window to export anything you want to keep first. Routine encrypted backups are overwritten on their normal cycle and are not restored except for disaster recovery. Where the law requires us to keep certain records (for example, limited billing records for tax purposes), we keep only those, for only as long as required.

A verified mobile number is kept only while your account is active, and only for verifying your account and for security. One-time SMS codes are short-lived and deleted within 48 hours. We keep a dated record of your marketing choices, both when you opt in and when you unsubscribe, so we can show we acted on them.

Under UK GDPR you can:

• Access a copy of the personal data we hold about you.
• Port your tasks and plans, by exporting them in a standard format at any time.
• Rectify anything that is wrong.
• Erase your data by closing your account.
• Restrict or object to processing we base on legitimate interest, including the onboarding and setup emails and the profiling that selects them, in which case we will stop. You can also withdraw consent wherever we rely on it.

To exercise any of these, email hello@pinnix.app. We respond within one month, and usually much sooner. There is no charge for a reasonable request.

Pinnix uses essential cookies to keep you signed in. On our public website we also offer optional analytics cookies that load only if you accept them on the banner, and none of those run in the signed-in app. The full breakdown is in our cookie policy.

Pinnix is for adults. It is not intended for anyone under 18, and we do not knowingly collect data from children.

We protect your data with measures appropriate to its sensitivity, including: EU data residency, TLS encryption in transit, GPG-encrypted backups on-host and off-site, per-user data isolation, bcrypt password hashing and enforced two-factor authentication for administrator accounts, an append-only admin audit trail, and error monitoring that strips out personal data before any report is sent. No system is perfectly secure, but we take this seriously and keep our measures under review.

If we make a material change to this policy, we will tell you by email and update the date and version at the top. Earlier versions are available on request.

For any data request, complaint or question, email hello@pinnix.app. If you are not happy with our response, you can complain to the UK Information Commissioner’s Office at ico.org.uk.