this-organiser Privacy Policy
1. Who we are
this-organiser is a task and work-organisation app made by SolwAI, based in Dumfries & Galloway, Scotland. This policy explains what personal information we collect when you use this-organiser, why we collect it, and the choices you have.
For the purposes of UK data protection law (the UK GDPR and the Data Protection Act 2018), SolwAI is the controller of the personal information described here, except where section 10 says otherwise.
- Business name: SolwAI sole trader trading as SolwAI
- Address: Queen of the South Arena, Dumfries, DG2 9BA
- Email: [email protected]
This policy covers the this-organiser web app, any mobile or desktop versions, and the this-organiser pages of the SolwAI website. Other SolwAI products have their own policies.
2. What information we collect
We collect only what we need to run this-organiser and support you.
| Category | Examples | Where it comes from |
|---|---|---|
| Account details | Name, email address, password (stored hashed, never in plain text) | You, when you sign up or are invited |
| Your content | Tasks, notes, lists, projects, due dates, comments, attachments, assignments to colleagues | You and people you work with in the app |
| Usage and technical data | Log-in times, pages and features used, IP address, browser and device type, error logs | Collected automatically when you use the app |
| Billing details | Plan, invoices, billing address; card details are handled by our payment provider and never stored by us | You, via [payment provider] |
| Support messages | Emails or messages you send us and our replies | You |
We do not ask for special category data (such as health, religion or ethnicity). Please don't put it in tasks or notes unless you need to.
3. How we use it, and our lawful basis
UK law requires a lawful basis for each use of personal information. Ours are:
| What we do | Lawful basis |
|---|---|
| Create and run your account; store, sync and display your tasks | Contract — needed to provide the service you signed up for |
| Send service emails (log-in links, password resets, reminders you set, billing notices, important changes) | Contract |
| Take payment and keep financial records | Contract; legal obligation (tax and accounting records) |
| Keep the app secure, prevent abuse, fix bugs | Legitimate interests — running a safe, reliable service |
| Understand which features are used so we can improve them, using aggregated data | Legitimate interests |
| Answer support requests | Contract or legitimate interests |
| Send occasional product news | Consent, or soft opt-in for existing customers — you can unsubscribe at any time |
We do not sell your personal information, and we do not use your task content for advertising.
4. AI features
Some this-organiser features use AI, for example [suggesting tasks, summarising notes, breaking a project into steps, or prioritising your list]. When you use one of these features, the text needed for that request is sent to our AI provider, Anthropic, to generate a result.
- Only the content needed for that request is sent, and only when you use an AI feature.
- Our AI provider processes it on our behalf under a data processing agreement and does not use it to train its models.
- [The provider may keep request data for up to [30] days for abuse monitoring, then deletes it.]
- AI suggestions can be wrong. Nothing an AI feature suggests is acted on until you accept it.
- We do not use AI to make decisions about you that have legal or similarly significant effects.
You can turn AI features off in Settings, and no content will then be sent to the AI provider.
5. Who we share it with
We share personal information only with service providers who help us run this-organiser, under written contracts that require them to protect it and use it only on our instructions.
We may also disclose information if the law requires it, to protect our rights or the safety of others, or to a buyer if SolwAI's business is sold (you would be told first).
International transfers. Where a provider handles data outside the UK, we rely on UK adequacy regulations (for example, for the EU) or the UK International Data Transfer Agreement or Addendum to protect it. Contact us for a copy of the safeguards.
6. How long we keep it
| Information | How long |
|---|---|
| Account details and your content | While your account is open. After you close it, deleted within [30] days, and from backups within [90] days |
| Deleted tasks (bin) | [30] days, then permanently removed |
| Usage and security logs | [12] months |
| Billing and invoice records | 6 years after the end of the financial year, as UK tax law requires |
| Support messages | [2] years after the conversation ends |
Before you close your account you can export your tasks [from Settings > Export].
7. Keeping it secure
We protect your information with measures suited to the risk, including:
- encryption in transit (HTTPS/TLS) and [at rest] for the database and backups
- passwords stored using a strong one-way hash
- access limited to the people who need it to run and support the service
- regular backups, software updates and monitoring
No system is completely secure. If a breach is likely to put your rights at risk, we will report it to the ICO within 72 hours of becoming aware of it and tell you without undue delay.
8. Your rights
Under UK data protection law you have the right to:
- access a copy of the personal information we hold about you
- correct information that is wrong or incomplete
- erase your information in certain circumstances
- restrict how we use it in certain circumstances
- object to uses based on legitimate interests, and to direct marketing at any time
- data portability — receive your content in a reusable format
- withdraw consent where we rely on it, without affecting earlier use
To use any of these rights, email [[email protected]]. We will reply within one month, and there is normally no charge. We may need to confirm your identity first.
If you are unhappy with how we handle your information, please tell us first so we can try to put it right. You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint or 0303 123 1113.
9. Cookies and local storage
this-organiser uses only the cookies and browser storage it needs to work: keeping you signed in, remembering your settings, and protecting against forged requests. These are strictly necessary, so they don't need your consent.
We do not use advertising or tracking cookies. If we use privacy-friendly analytics such as [tool], it does not use cookies or identify you.
If we ever add non-essential cookies, we will ask for your consent first.
10. Other people's information, children and changes
Other people's information. If you add details about other people, for example names in tasks [or people you share lists with], please only add what you need and make sure they would be comfortable with it. this-organiser is for personal use, so we don't offer business data processing agreements.
Children. this-organiser is not meant for anyone under 16, and we do not knowingly collect their information.
Changes. We may update this policy as the app or the law changes. The date at the top shows the latest version. If a change is significant, we will tell you by email or in the app before it takes effect.
Contact. Questions about this policy or your information: [[email protected]], or write to SolwAI, Queen of the South Arena, Dumfries, DG1 1PL.