Last updated: Aug 15, 2021
The privacy of your data — and it is your data, not ours! — is a big deal to us. In this policy, we lay out: what data we collect and why; how your data is handled; and your rights to your data. We promise we never sell your data: never have, never will.
What we collect and why
Our guiding principle is to collect only what we need. Here’s what that means in practice:
Identity & access
When you sign up for jot.works, we ask for your email address and that's it. That’s just so we can log you in, and we can send you invoices, updates, or other essential information. We’ll never sell your personal info to third parties, and we won’t use your email address in marketing statements without your permission either.
The passwordless authentication that you use to sign in to jot.works is provided by one of our subprocessors. See the section "When we access or share your information" for more information.
When you browse our marketing pages or applications, your browser automatically shares certain information such as which operating system and browser version you are using. We track that information, along with the pages you are visiting, page load timing, and which website referred you for statistical purposes like conversion rates and to test new designs. We may track specific link clicks to help inform some design decisions. These web analytics data are tied to your IP address and user account if applicable and you are signed into our Services.
The privacy-conscious analytics that jot.works uses is provided by one of our subprocessors. See the section "When we access or share your information" for more information.
Cookies and Do Not Track
We do use persistent first-party cookies to log you in, and keep you logged in, to our website. Cookies are also used in our analytics. A cookie is a piece of text stored by your browser to help it remember your login information, site preferences, and more. You can adjust cookie retention settings in your own browser. To learn more about cookies, including how to view which cookies have been set and how to manage and delete them, please visit: www.allaboutcookies.org.
At this time, our sites and applications do not respond to Do Not Track beacons sent by browser plugins.
When you write jot.works with a question or to ask for help, we keep that correspondence, including the email address, so that we have a history of past correspondences to reference if you reach out in the future.
We also store any information you volunteer like surveys. Sometimes when we do customer interviews, we may ask for your permission to record the conversation for future reference or use. We only do so if you give your express consent.
Information we do not collect
We don’t collect any characteristics of protected classifications including age, race, gender, religion, sexual orientation, gender identity, gender expression, or physical and mental abilities or disabilities. You may provide these data voluntarily, such as if you include a pronoun preference in your email signature when writing into our Support team.
We do not collect any biometric data.
When we access or share your information
Our default practice is to not access your information. The only times we’ll ever access or share your info are:
To provide products or services you’ve requested. We do use some third-party services to run our applications and only to the extent necessary process some or all of your personal information via these third parties. Below are a list of our subprocessors:
- Netlify. Cloud services provider.
- Digital Ocean. Cloud services provider.
- Magic Link. Passwordless authentication service.
- Sanity. Content management system.
- PostHog. Analytics provider.
- Sentry. Error reporting software.
- Papercups. Marketing support software.
- Fastmail. Support email provider.
Having subprocessors means we are using technology to access your data. No jot.works human looks at your data for these purposes unless an error occurs that stops an automated process from working and requires manual intervention to fix. These are rare cases and when they happen, we look for root cause solutions as much as possible to avoid them from reoccurring.
To help you troubleshoot or squash a software bug, with your permission. If at any point we need to access your account to help you with a Support case, we will ask for your consent before proceeding.
To investigate, prevent, or take action regarding restricted uses. Accessing a customer’s account when investigating potential abuse is a measure of last resort. We have an obligation to protect the privacy and safety of both our customers and the people reporting issues to us. We do our best to balance those responsibilities throughout the process. If we do discover you are using our products for a restricted purpose, we will report the incident to the appropriate authorities.
When required under applicable law.
- If we get an informal request from any person, organization, or entity, we do not assist.
- If we are audited by a tax authority, we may be required to share billing-related information. If that happens, we only share the bare minimum needed such as billing addresses and tax exemption information.
Your rights with respect to your information
At jot.works, we apply the same data rights to all customers, regardless of their location. Currently some of the most privacy-forward regulations in place are the European Union’s General Data Protection Regulation (“GDPR”) and California Consumer Privacy Act (“CCPA”) in the US. jot.works recognizes all of the rights granted in these regulations, except as limited by applicable law. These rights include:
- Right of Access. This includes your right to access the personal information we gather about you, and your right to obtain information about the sharing, storage, security and processing of that information.
- Right to Correction. You have the right to request correction of your personal information.
- Right to Erasure / “To be Forgotten”. This is your right to request, subject to certain limitations under applicable law, that your personal information be erased from our possession and, by extension, all of our service providers. Fulfillment of some data deletion requests may prevent you from using jot.works services because our applications may then no longer work. In such cases, a data deletion request may result in closing your account.
- Right to Complain. You have the right to make a complaint regarding our handling of your personal information with the appropriate supervisory authority. To identify your specific authority or find out more about this right, EU individuals should go to https://edpb.europa.eu/about-edpb/board/members_en.
- Right to Restrict Processing. This is your right to request restriction of how and why your personal information is used or processed, including opting out of sale of personal information. (Again: we never have and never will sell your personal data.)
- Right to Object. You have the right, in certain situations, to object to how or why your personal information is processed.
- Right to Portability. You have the right to receive the personal information we have about you and the right to transmit it to another party.
- Right to not be subject to Automated Decision-Making. You have the right to object and prevent any decision that could have a legal, or similarly significant, effect on you from being made solely based on automated processes. This right is limited, however, if the decision is necessary for performance of any contract between you and us, is allowed by applicable law, or is based on your explicit consent.
- Right to Non-Discrimination. This right stems from the CCPA. We do not and will not charge you a different amount to use our products, offer you different discounts, or give you a lower level of customer service because you have exercised your data privacy rights. However, the exercise of certain rights (such as the right “to be forgotten”) may, by virtue of your exercising those rights, prevent you from using our Services.
Many of these rights can be exercised by signing in and directly updating your account information.
If you have questions about exercising these rights or need assistance, please contact us at firstname.lastname@example.org. For requests to delete personal information or know what personal information has been collected, we will first verify your identity using a combination of at least two pieces of information already collected including your user email address. If an authorized agent is corresponding on your behalf, we will first need written consent with a signature from the account holder before proceeding.
If you are in the EU, you can identify your specific authority to file a complaint or find out more about GDPR, at https://edpb.europa.eu/about-edpb/board/members_en.
How we secure your data
All data is encrypted via SSL/TLS when transmitted from our servers to your browser. Our backups of your data are also encrypted.
Most data is not encrypted while it lives in our database (since it needs to be ready to send to you and your connected apps when you need it), but we go to great lengths to secure your data at rest.
Private connection settings, including authorization tokens and passwords are encrypted in our database. Each row containing this data is encrypted with its own key. The disks storing the data keys are encrypted as well. Our servers decrypt the data only as needed to communicate with your connected apps and when you make changes to your connections.
What happens when you delete data in your product accounts
Jot content is removed from our servers 24 hours after being forgotten or 7 days after being sent to a connected app. Jots pending deletion can be restored from the jots page. Metadata, such as when a jot was sent, to which connection, and any errors that occurred is kept while your account is active.
We also have some backups of our application databases, which are kept for up to another 30 days. In total, when you trash things in our applications, they are purged within 30 days from all of our systems and logs. Retrieving data for a single account from a backup is cost-prohibitive and unduly burdensome so if you change your mind you’ll need to do so before your data are deleted from our active servers.
We also delete your data after an account is cancelled. This applies both for cases when an account owner directly cancels and for auto-cancelled accounts.
Location of site and data
Our products and other web properties are operated in Canada the United States. If you are located in the European Union or elsewhere outside of Canada and the United States, please be aware that any information you provide to us will be transferred to and stored in Canada and the United States. By using our Site, participating in any of our services and/or providing us with your information, you consent to this transfer.
Changes & questions
We may update this policy as needed to comply with relevant regulations and reflect any new practices. Whenever we make a significant change to our policies, we will also announce them on our company blog.