Privacy Policy

1. Introduction

Welcome to TaskWithAI (“we”, “us”, “our”, or “Company”). TaskWithAI is a product of Cloudifyapps Private Limited. We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at taskwith.ai (the “Website”) or use our multi-tenant project-management platform (the “Services”).

By accessing or using our Website and Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.

This Privacy Policy should be read in conjunction with our Terms of Service and Cookie Policy. Any limitation of liability stated in the Terms of Service also applies to claims relating to this Privacy Policy or our handling of your information, to the maximum extent permitted by law.

1.1 Our Role: Controller and Processor

Cloudifyapps Private Limited acts as the data controller (or, under the Digital Personal Data Protection Act, 2023 of India, the Data Fiduciary) for the account, billing, marketing and product-usage information that we collect directly from you for the operation of TaskWithAI. With respect to the data you and your workspace members create, upload or otherwise submit into a workspace (“Customer Content”), Cloudifyapps acts as a data processor (Data Processor) on behalf of the workspace owner, who is the controller of that data and determines its purposes and means.

1.2 Indian DPDP Act, 2023

We process personal data only for lawful purposes for which you have provided your consent or which are permitted under the Digital Personal Data Protection Act, 2023. You may at any time withdraw a consent you have previously given (where consent is the lawful basis), request access to, correction or erasure of your personal data, and lodge a grievance. The grievance officer / point of contact for DPDP-related requests is the Cloudifyapps Privacy Team at [email protected]. We will respond to verified requests within the timeframes prescribed by applicable law.

2. Information We Collect

We collect various types of information in connection with the Services we provide:

2.1 Information You Provide to Us

Account Information:

• Name, email address, phone number, and avatar
• Workspace (tenant) name, slug, industry, and timezone
• Authentication identifiers issued by our identity provider (Keycloak)
• Profile information and preferences (theme, date format, week start, notifications)

Billing Information:

• Billing address and business contact details
• Subscription plan, seat count, billing state, and invoice IDs
• Payment instrument details are handled by Razorpay and never reach our servers

Workspace Data:

• Projects, tasks, subtasks, comments, attachments, tags, and milestones
• Time logs, attendance clock-in/out records, leave requests, and holidays
• Custom statuses, priorities, task types, and roles
• Saved views, filters, and notification preferences

Communications:

• Messages you send us through support email or contact channels
• Customer-support tickets and correspondence
• Feedback, bug reports, and survey responses

2.2 Information Collected Automatically

Usage Data:

• Pages viewed, features used, and actions taken inside the workspace
• Time, frequency, and duration of your activities
• Search queries and navigation patterns

Device and Technical Information:

• IP address and approximate geolocation
• Browser type, version, and language settings
• Device type, operating system, and screen resolution
• Referral URLs and request timestamps

Cookies and Tracking Technologies:

• We use cookies and similar technologies as described in our Cookie Policy

2.3 Information from Third Parties

We may receive information about you from third-party sources, including:

• Identity provider (Keycloak) — your authentication identifiers and email-verification status
• Payment processor (Razorpay) — subscription status, invoice IDs, and payment confirmations
• Transactional email provider — delivery status of invitations and notifications
• Analytics providers that help us understand product usage

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 To Provide and Improve Our Services

• Create and manage your account, workspace, and team membership
• Provision and maintain a dedicated database and object-storage bucket per workspace
• Enable task management, Kanban boards, time tracking, attendance, and leave workflows
• Send invitations and notifications to your teammates
• Provide customer support and respond to your requests
• Improve product features, performance, and reliability

3.2 For Business Operations

• Process payments and manage subscriptions through Razorpay
• Send transactional emails (account notifications, invoices, billing updates)
• Monitor and analyse usage patterns and trends
• Detect, prevent, and address technical issues and security threats
• Enforce our Terms of Service and comply with legal obligations
• Maintain the security and per-tenant isolation of our platform

3.3 For Marketing and Communications

• Send product announcements about new features, updates, and offers
• Conduct market research and gather feedback

You can opt out of non-essential communications at any time by clicking the unsubscribe link in our emails or updating your notification preferences.

3.4 With Your Consent

We may use your information for other purposes with your explicit consent, which you can withdraw at any time.

4. How We Share Your Information

We may share your information in the following circumstances:

4.1 Service Providers

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

• Razorpay — payment processing and subscription management
• Keycloak — authentication, single sign-on, and account management
• Cloud Hosting — infrastructure providers for compute, database, and object storage
• Email Services — transactional email delivery for invitations and notifications
• Analytics — usage analytics to understand product performance

4.2 Within Your Workspace

Other members of your workspace can see content you create (tasks, comments, time logs, attendance records, leave requests) according to the role you have been granted. Owners and admins have broader visibility than members and viewers.

4.3 Business Transfers

If we are involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.

4.4 Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Valid legal processes (subpoenas, court orders, warrants)
• Governmental or regulatory requests
• Protection of our rights, property, or safety
• Investigation of fraud, security issues, or illegal activities
• Enforcement of our Terms of Service

4.5 With Your Consent

We may share your information for other purposes with your explicit consent.

5. Data Security

We implement appropriate technical and organisational security measures to protect your personal information:

• Encryption: Data transmitted between your browser and our servers is encrypted using SSL/TLS.
• Per-tenant Isolation: Each workspace runs in its own dedicated database and its own private file storage. Data of one workspace is not accessible to another.
• Access Controls: Role-based access controls limit who within your workspace can view and modify data.
• Authentication: Authentication is handled by Keycloak with secure password requirements and optional multi-factor flows.
• Monitoring: Continuous monitoring for security threats and operational issues.
• Backups: Regular backups to prevent accidental data loss.

Important — No Warranty of Security: While we use reasonable technical and organisational measures to protect your personal information, no method of transmission over the Internet, wireless network or electronic storage is 100% secure. We cannot and do not guarantee absolute security or that our safeguards will prevent every unauthorised access, breach, loss or alteration of data. To the maximum extent permitted by law, our liability arising from any security incident or data loss is subject to the disclaimers and the cap on aggregate liability set out in our Terms and Conditions.

6. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

6.1 Access and Portability

• Request access to the personal information we hold about you
• Receive a copy of your data in a structured, machine-readable format
• Export your workspace data through CSV/XLSX reports

6.2 Correction and Updating

• Correct inaccurate or incomplete personal information
• Update your account details through the Profile page
• Edit or remove content you have created (tasks, comments, attachments)

6.3 Deletion

• Request deletion of your personal information
• Delete your account and disassociate from your workspaces
• Workspace owners can cancel their subscription, after which the workspace and its data are scheduled for deletion

Note: We may retain certain information as required by law or for legitimate business purposes (for example, invoice records for tax compliance).

6.4 Objection and Restriction

• Object to processing of your personal information for certain purposes
• Restrict how we use your information
• Opt out of non-essential email communications

6.5 Withdraw Consent

Where we rely on your consent to process your information, you can withdraw that consent at any time.

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days.

7. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Active Workspaces: We retain your data while your subscription is active.
• Cancelled Subscriptions: After cancellation, we may retain workspace data for up to 30 days to allow recovery, after which it may be permanently deleted.
• Legal Requirements: We may retain information to comply with legal obligations (e.g. invoices, tax records), resolve disputes, and enforce agreements.
• Analytics Data: Aggregated and anonymised data may be retained indefinitely for analytics purposes.

8. International Data Transfers

TaskWithAI is operated from India and primary data storage is in India. If you access the Services from outside India, you acknowledge and agree that your information will be transferred to, stored and processed in India, and that you initiate that transfer by choosing to use the Services. India’s data-protection regime may differ from the one in your home jurisdiction. Your information may also be transferred to, stored or processed in other jurisdictions through our service providers (for example, content delivery networks or transactional email providers).

When we transfer your information internationally, we ensure appropriate safeguards are in place, including:

• Data-processing agreements with our service providers
• Standard contractual clauses where applicable
• Compliance with applicable data-protection regulations

9. Third-Party Links and Services

Our Services may contain links to third-party websites, services, or applications. We are not responsible for the privacy practices or content of these third parties. We encourage you to review their privacy policies before providing any personal information.

10. Children’s Privacy

Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately and we will delete such information.

11. California Privacy Rights (CCPA)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):

• Right to Know: Request information about the personal data we collect, use, and disclose.
• Right to Delete: Request deletion of your personal information.
• Right to Opt-Out: Opt out of the sale of personal information (we do not sell personal information).
• Right to Non-Discrimination: Not be discriminated against for exercising your privacy rights.

To exercise these rights, contact us at [email protected].

12. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR):

• Right to access, correct, and delete your personal data
• Right to restrict or object to processing
• Right to data portability
• Right to withdraw consent
• Right to lodge a complaint with a supervisory authority

Our legal basis for processing your information includes:

• Contract: Processing necessary to provide our Services.
• Consent: Where you have given explicit consent.
• Legitimate Interests: For business operations, fraud prevention, and service improvement.
• Legal Obligation: To comply with applicable laws.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by:

• Updating the “Last Updated” date at the top of this policy
• Sending you an email notification (if you have an account)
• Displaying a prominent notice on our Website or inside the app

We encourage you to review this Privacy Policy periodically. Your continued use of our Services after any changes constitutes your acceptance of the updated Privacy Policy.

14. Contact Us

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

Cloudifyapps Private Limited, India.
Email: [email protected]
Website: www.taskwith.ai

We will respond to all requests within 30 days.

By using our Services, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of your information as described herein.