Privacy Policy
Privacy Policy
Last Updated: July 29, 2026
This Privacy Policy explains how QRetro ("we", "our", or "us") handles personal data in connection with qretro.com (the "Service").
Contact for any privacy question or request: [email protected].
1. Our Two Roles
Read this section first — it determines who you should contact.
We are the Controller for data we decide about ourselves: your account, authentication, security logs, and analytics.
We are a Processor for the content created inside a session — cards, comments, votes, survey answers and health check ratings. For that content the Controller is the Host who created the session, or the organisation they belong to. We process it on their instructions.
If your employer or team invited you to a session and you want that content changed or removed, address the Host first. If you contact us instead, we will forward your request to them and tell you we have done so.
2. Data We Process
2.1. Data you provide
- Account data: email address, display name, and a password hash if you set a password.
- Guest data: the display name you choose when joining without an account.
- Session content: cards, comments, votes, survey answers, health check ratings.
2.2. Data collected automatically
- Technical logs: IP address, browser type, operating system, timestamps.
- Cookies: see the Cookie Policy for the complete list.
3. Purposes and Legal Bases
| Purpose | Legal basis (GDPR Art. 6) |
|---|---|
| Providing the Service, authentication, real-time sync | Performance of a contract (Art. 6(1)(b)) |
| Generating board summaries, highlights and suggestions | Performance of a contract, on the Host's instructions where they are Controller |
| Security, abuse prevention, error diagnostics | Legitimate interests (Art. 6(1)(f)) — keeping the Service available and secure |
| Traffic measurement (Google Analytics) | Legitimate interests (Art. 6(1)(f)) — knowing how the Service is used |
Where we rely on legitimate interests, we have considered your rights and use the minimum data needed for those purposes. You may object at any time — see section 7.
4. Sub-processors
We share data with the following providers, strictly to operate the Service:
| Provider | Purpose |
|---|---|
| OpenAI | Generating board summaries, highlights and suggestions. |
| Sentry | Error monitoring and diagnostics. |
| Resend | Sending transactional email (sign-in links, invitations). |
| Google Analytics | Traffic measurement. Loaded on every visit — see the Cookie Policy. |
We do not sell personal data, and we do not share it for advertising.
The full list, with what each provider receives, is published at Sub-processors. We publish changes to it before a new provider starts processing, so that Hosts relying on us as a Processor can object.
Integrations you enable
If you connect Slack, Telegram, Jira or Linear, we send data to those services because you asked us to — a board summary to a channel, or action items exported as issues. They are not our sub-processors: once the data arrives, it is governed by that service's own terms. Disconnecting an integration stops further transfers but does not recall what was already sent.
5. International Transfers
Our providers operate in different countries, so your data may be processed outside the country you are in. Some of those countries have not received an adequacy decision from the European Commission. Where that is the case, the transfer relies on the safeguards offered by the provider under our agreement with them.
You may ask us what applies to a specific provider by writing to [email protected].
6. Retention
- Guest accounts: kept for as long as the sessions the guest took part in, because what a guest contributes is part of those sessions. A guest joins under an automatically generated display name, with no email or password; if the guest replaces that name with their own, it is kept alongside the rest of the session content.
- Unconfirmed accounts with no activity: deleted after 7 days.
- Account data: kept until you delete your account.
- Session content: kept until deleted by the Host or the account that created it.
- Application logs: rotated after 14 days.
- Analytics cookies: last 2 years — see the Cookie Policy.
7. Your Rights
Subject to the conditions in applicable law, you may:
- Access the personal data we hold about you.
- Export it in a portable, machine-readable format — Settings → Profile → Export your data produces a JSON file.
- Delete your account — Settings → Profile → Delete account. Your name, email and avatar are erased. Cards and comments you left on shared boards remain but stop being linked to you, so the team's retrospectives stay readable. This is anonymisation of your contributions, not deletion of the team's board.
- Rectify inaccurate data.
- Restrict or object to processing based on legitimate interests.
- Object to traffic measurement, which runs on legitimate interests — write to
[email protected], or block it in your browser as described in the Cookie Policy.
Send requests to [email protected]. We answer within one month. If a request is complex we may extend that period by two further months and will tell you why.
Where we act as a Processor (section 1), we will pass your request to the responsible Host rather than decide it ourselves.
You may also lodge a complaint with the data protection authority in your country.
8. Automated Decision-Making
The Service generates text — summaries, highlights and suggestions — from the content of a board. This is assistance for the team, not a decision about you: it produces no legal effects and does not similarly significantly affect you within the meaning of Article 22 GDPR. We do not profile you and do not use your data to make decisions about employment, credit or similar matters.
9. Security
We use encrypted transport, store passwords only as hashes, and limit access to production data. No service can promise perfect security. If a breach affects your personal data and is likely to result in a high risk to you, we will notify you without undue delay.
10. Children
The Service is not directed to children and is not intended for anyone under 16.
11. Changes
We may update this policy. Material changes will be published on this page and the date above will be updated. Continuing to use the Service after a change means the updated policy applies to you.
12. Contact
- Email:
[email protected]
