Privacy policy

Last updated 6 November 2026

Platespin is a place for teams to plan projects and share tasks. This policy explains what information Platespin keeps about you, why, who can see it, how long it's kept, and the choices you have. In it, "Platespin", "we" and "us" mean the people who run Platespin at platespin.app.

The short version

We keep what you put into Platespin, and what we need to sign you in and keep your account safe.
Your team's work is visible to the people in that team, and to nobody else who uses Platespin.
We don't sell your information, show ads, or use analytics or tracking.
A few service providers help us run Platespin. They handle your information only to do that.
You can see and correct your information, and ask us to delete your account.

What we collect

What you give us

Your account: your name, email address and password. We keep only a scrambled form of your password (a salted hash), never the password itself.
Your work: teams, projects and tasks, with their descriptions, checklists, custom fields, dates, priorities, tags, who they're assigned to and which tasks wait on others; which features each team and project has turned on or off; each project's automation rules, who each acts as, and how often it has run; each project's status updates (how it's going and why, who posted each and when, and the project's task counts at the time); each team's portfolios (named groups of its projects, and who made each) and goals (with their key results, who leads each, how it's going and who said so); comments; files you attach; your personal tasks; your own portfolios and goals, which projects you've hidden from your Plates page, which tasks you've planned for today, and since when, and the time you log if you use time tracking (how long, on which day, for which task, with your notes, and when a timer started and stopped) (all yours alone, except that a team which turns on "Logged time" sees how long each of its people logged on its own tasks, while they're in it; your Time page and timer tell you which teams can. Nothing else you log reaches a team), and, if you turn on working hours and time off, the hours you work each day of the week and the days you're away, with your notes on them (your teams see your hours and the days you're away, never your notes; a team that turns on "Workload" sets them beside the work assigned to you there, to see who has room); and, in a team that turns on "Budgets", each project's budget, its expenses (what for, how much, on which day, and who added each), the team's currency, and the hourly rates its admins set for the team and for each person in it (only the team's admins see rates; everyone in the team sees what each project has spent, which includes the cost of the time logged on it); and, if you turn on "Your docs" or your team turns on "Docs", the docs written there: each one's title and words, which docs are inside which, who made and last changed each and when, and up to 100 earlier versions of each, with who saved them and when (your own docs are yours alone; a team's are seen by everyone in the team). A removed doc goes with its earlier versions. In a team that turns on "Decisions", its decisions: each one's title, what was decided and why, whether it was proposed, decided or replaced and by which, the day it was decided, who decided, the tasks and docs it's about, and who recorded and last changed it, and when (everyone in the team sees them). In a team that turns on "Meeting notes", its meetings: each one's title, day and time, project, who came, its agenda and notes, which tasks were made from it, and who added and last changed it, and when (everyone in the team sees them). In a team that turns on "Approvals", each request to approve a task: who asked whom, with what note, and when, and each person's verdict and note (everyone who can see the task sees them), kept with the task. In a team that turns on "Discussions", its discussions: each one's title and messages, who wrote each and when, who they mention, who follows each, and which tasks were made from replies (everyone in the team sees them). In a team that turns on "Sprints", each project's sprints (name, goal, dates, who planned each, and how much was done in each) and which sprint each task is in; and, in a team that turns on "Story points", each task's points and each sprint's points when it started and when it was completed.
Your captures: the notes you keep in your Capture inbox, as you wrote them, and the photos you add to them (of a whiteboard or a receipt, say), which tasks, projects or Platespin CRM records you made from each, and a history of what happened to each one. If an app you've connected suggests what a capture should become, we keep that suggestion apart from what you wrote, with the app's name, and whether you accepted or rejected it. Platespin itself doesn't read or interpret your captures, or their photos: suggestions come only from apps you connect.
What you say, if you use Voice: when you press Speak, your browser's own speech recognition turns what you say into words, and those words are all Platespin receives: never the sound of your voice. We keep them as a capture, noted as said rather than typed. Depending on your browser, its speech recognition may send what you say to the browser's maker (Google for Chrome, Microsoft for Edge, Apple for Safari), under their own terms and privacy policy, not ours. You can turn Voice off in Settings → Features.
Other people's email addresses, when you invite someone to a team or to Platespin.
What people send through a team's forms: a team can share a form, with the team or with anyone who has its link. What's sent becomes a task in the team's project, with the answers and who sent them: their account, if they're signed in, or the name and (if they give it) the email address they type in, and any files they send, which are attached to the task like any other file. The team decides what its forms ask. Someone filling in a form without an account isn't signed up to anything, and we don't use what they send for anything but showing it to the team. The team's decision about each request (accepted, declined with its reason, or a duplicate) is kept with it. Someone signed in who sends a request, and can see the task it made, follows that task, so they're told about its comments and when it's done. Platespin doesn't email people who don't have an account: the team can reply from its own email.
Your team's contacts, if it uses Platespin CRM: what people in the team add about the people and organisations it works with, who usually don't use Platespin themselves: names, email addresses, phone numbers, job titles, organisations, websites, addresses and where they're based, descriptions, deals with their values and dates, notes of calls, emails and meetings, which of the team's tasks are for them, their lifecycle stage and lead status, how the team's relationship with them is going and how much it matters (a status and a priority from the team's own lists), whose move it is and how often the team means to check in with them (and, for each person in the team, which of them they've snoozed in Needs attention, and until when), why a deal was won or lost, anything in fields the team adds of its own, the team's tags on them, which of the team's lists they're on, meetings planned with them (when and where, notes, and who from the team is going), a history of changes (including which stages each deal went through, and when), the email templates and snippets the team writes, the sales goals its admins set for the team and its people, the products it sells with their prices, the line items on its deals, its quotes, and the business details and terms its quotes show, files people in the team add to these records (kept as files attached to tasks are, and counted toward the room of whoever added them), which of the team's projects each is for, and the rules its admins set for scoring contacts and choosing who looks after new ones. Scores are worked out from what the team keeps; Platespin doesn't look anything up about these people elsewhere. If the team keeps support tickets: each one's subject, customer, priority and status, who in the team is dealing with it, the conversation the team logs on it (replies it sent, what the customer said, and its own notes), its history, and the team's targets for answering. Platespin doesn't send those replies, and customers don't see tickets in Platespin. The team's admins can export everything kept about one of these people, to send them, and erase it when they ask, or when the team no longer needs it. Quotes are printed or saved as PDFs in people's own browsers: Platespin doesn't send them to anyone. An email someone writes to a contact in Platespin opens in their own email app, to send from their own address: Platespin doesn't send it, and keeps only what they choose to log on the record (its subject and words). The team decides what to keep, and keeps it for its own purposes; we keep it only to run Platespin for the team, as we do the rest of its work. Platespin doesn't collect it from anywhere else, send it anywhere, or email those people. People in the team add it by hand, or import it from a spreadsheet file they choose: their browser reads the file, and we keep only what's imported from it, never the file. Exporting a table to a file happens in their own browser too. An app someone in the team has connected (below) can read and add to it for them, as they could themselves. Someone can also add a note from their own Capture inbox (a business card, say): what's added is the team's, like the rest, and the note itself stays theirs alone.
Your settings: which emails you want, when your daily summary comes, what happens to waiting tasks when you move a task, your theme, and which of your own features (such as Capture, Voice and Reminders) you've turned on or off; views of projects you save (filters, sort and grouping), for yourself or your team; and the projects and tasks you star as favourites, which only you see.
Your reminders: the reminders you set on tasks, and when each is for. Only you can see them; they're not part of the task's history.
What you tell us when you contact us.

What's recorded as you use Platespin

Sign-ins: when you sign in, we record the time, your IP address, and the kind of browser and device you use (as your browser reports it). This keeps you signed in, and helps us spot misuse.
Your time zone, as your browser reports it, so your daily summary arrives at the hour you chose and your reminders at the times you set.
Activity: each task keeps a history of changes (for example, who changed its due date), and each team keeps an access log of who joined, left, was invited or changed roles, who started or deleted projects, who changed the team's features, and who downloaded a copy of everything the team keeps. Your inbox collects notifications about the tasks you're involved in or follow (we keep whether you chose to follow a task, or to stop following it), replies in discussions you follow, and tells you when someone mentions you in a task, a discussion or a team's doc.
Connected apps: if an app or AI assistant (such as Claude Code) is connected to your account so it can work in Platespin for you, we keep its name, what it's allowed to do, and when it was connected, last used and disconnected. Its key is kept only in scrambled form. It can do only what you could do yourself, and what it changes is recorded as yours, noting the app, for example "via Claude Code" in a task's history, which the people who can see the task can see. We never receive your conversations with it. If it sends a change with a key of its own, so that it can safely send the change again when it doesn't hear back, we keep that key with a fingerprint of the change and which items it made, but not what they say.
Technical logs: our servers record errors so we can fix them. These can include an email address, for example when an email couldn't be delivered.
Reports: if you report a file, who reported it, why, and what we did about it. The person who added the file isn't told who reported it.
Fingerprints of removed files: when we remove a file for breaking our terms, we keep a fingerprint of it, a code worked out from its contents that can't be turned back into the file, so the same file can't be added again. Nothing about who added or reported it is kept with the fingerprint.

Signing in with Google or Microsoft

If you choose to sign in with Google or Microsoft, we receive your name, your email address, and an identifier for your account with them. We use these only to sign you in and, if you create your account this way, to fill in your name. We don't receive your Google or Microsoft password, and we get no access to your email, contacts, files or anything else in that account. We don't share this information with anyone, or use it for advertising.

Platespin's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

You can disconnect Google or Microsoft at any time under Settings → Account.

What we don't do

We don't sell or rent your information to anyone.
We don't show advertising, and we don't use your information for advertising.
We don't use analytics, tracking pixels or third-party cookies.
We don't use your content to train artificial intelligence.

How we use your information

To provide Platespin: to show you your work, and share it with the people in your teams.
To keep your account and Platespin secure: for example, to limit repeated sign-in attempts, and to tell you when a password or a new way of signing in is added to your account.
To email you: invitations, password reset and sign-in links, and notices about how you sign in; and, as you choose under Settings → Notifications, your daily summary, notification emails, and the reminders you set (these are emailed unless you turn that off).
To keep Platespin running: to make backups, fix problems and improve Platespin.
To meet legal obligations, and to deal with misuse of Platespin.

If you're in the European Economic Area or the United Kingdom: we use your information to provide the service you've signed up for (our agreement with you), for our legitimate interests in keeping Platespin secure and working, to meet legal obligations, and, for optional emails, with your consent, which you can withdraw in Settings.

People in your teams see your name and email address, and the team's work, including what you add to it. A team's admins can also see its access log, and download a copy of everything the team keeps (its work, with who added and changed what, and its people's names and roles, but not their email addresses); each copy is noted in the access log. Anyone who can see a project can export its tasks to a spreadsheet, which their own browser makes. A project imported from another tool's spreadsheet is read by the browser too: we keep the project made from it, never the file. What each person can change depends on their role in the team.
Nobody outside your teams can see your teams' work. Your personal tasks are visible only to you, until you assign one to someone in one of your teams: it then becomes part of that team's work, and everyone in the team can see it, with its comments and files.
Your captures are visible only to you, and to apps you've connected that are allowed to read your work. Nobody in your teams can see them. Their photos are too: an app you've connected receives them when it reads a capture, so that it can suggest what it should become. When you make a task in a team from a capture, the task becomes part of that team's work, as any task you add does; the capture itself stays yours, and the team isn't told that the task came from it. If you attach a copy of a capture's photo to a task, the copy is a file attached to that task, which everyone who can see the task can see.
Us. We can see the list of accounts: names, email addresses, when each was created and last used, how each signs in, and how much room each uses for files. We can technically access everything stored in Platespin, but we look at your content only when we need to: to keep Platespin running or secure, to help when you ask us to, to check a file someone has reported to us, or when the law requires it.
Service providers that help us run Platespin, who handle information only for that purpose:
- Cloudflare delivers our website and protects it from attacks. What you send to and receive from Platespin passes through Cloudflare's network, encrypted. Cloudflare also stores the files you attach, in private storage that only Platespin can reach, and the photos you add to captures. You and your team get files through Platespin, which checks who may see each one.
- Resend delivers our emails. It handles your email address and the content of each email, which can include task names and comments.
- Microsoft keeps copies of our backups in its cloud storage.
- Google and Microsoft, if you choose to sign in with them.
- When you email us, our email providers handle your message.
Authorities, when the law requires us to disclose information, or when it's needed to protect someone's safety or rights. This can include a file that may be unlawful, and information about the account that added it.
A new operator, if Platespin is ever taken over by someone else. They would have to keep to this policy, or tell you about any changes first.

Cookies and your browser

Platespin uses two cookies. Both are needed for it to work, so there's nothing to accept or decline.

Cookie	What it's for	How long it lasts
`pm_session`	Keeps you signed in.	Until you sign out, or 30 days after you last used Platespin.
`pm_oauth`	Links a Google or Microsoft sign-in to your browser while it's in progress.	10 minutes.

Your browser also keeps your display preferences, such as your theme, collapsed sections, filters and views. These stay on your device.

Where it's kept, and how it's protected

Platespin's data is kept on servers we operate, with daily backups, apart from newly attached files, the photos on captures and files on CRM records, which Cloudflare stores for us. Our service providers, Cloudflare included, may keep or process information outside New Zealand, including in the United States. We take reasonable steps to protect your information:

connections to Platespin are encrypted (HTTPS);
passwords, sign-in, reset and invitation links, and keys for connected apps, are stored only in scrambled (hashed) form;
every request is checked against your role in the team it concerns;
attached files, the photos on captures and files on CRM records are kept in private storage, never at a public address, and only Platespin can reach them;
repeated sign-in attempts are slowed down and blocked;
backups of our database are kept, so information can be restored if something goes wrong.

No system is completely secure. If a privacy breach affecting your information is likely to cause you serious harm, we'll tell you, and the authorities, as the law requires.

How long we keep it

Your account and your work: for as long as your account exists. What you delete in Platespin is removed straight away, apart from backup copies (below). A file you delete can't be opened in Platespin from that moment. Its stored copy at Cloudflare is deleted promptly after, and if that storage can't be reached for a while, we keep trying automatically until it's gone.
A team's contacts, organisations and deals: until someone in the team deletes them, or the team is deleted. Deleting one deletes its timeline. Turning Platespin CRM off doesn't delete anything. The team decides how long it keeps contacts: its admins can list those nobody has been in touch with for a while, and erase them. Erasing a contact also deletes their meetings and tickets, and takes their name out of other records' history. Nothing is erased on its own.
What's sent through a form: with the task it made, until someone in the team deletes the task, or the project or team is deleted. Removing the form doesn't delete what was sent through it.
Captures: until you delete them, or your account, with their photos, their history and the suggestions you accepted or rejected. A suggestion that's replaced by a newer one is deleted. Turning Capture off doesn't delete anything. Tasks and projects you made from a capture stay when you delete it, and so do copies of its photos you attached to tasks. A photo you remove, or whose capture you delete, is deleted from Cloudflare promptly after, as files are. Photos count toward your room for files while you keep them.
Notifications: 60 days after you've read them, and 180 days at most.
Sign-ins: the record of a sign-in is deleted when it ends: when you sign out, or 30 days after you last used Platespin.
Connected apps: an app's key is deleted as soon as it's disconnected. The record of the app stays, marked disconnected, for as long as your account exists, so task histories can still say which app made a change. The keys an app sends with changes, so it can send them again safely, are deleted a day later.
Sign-in and password reset links: they stop working after 20 minutes and 2 hours (24 hours for a reset link we make for you on request), and are deleted a day later.
Invitations that aren't accepted: they stop working after 7 days, and are deleted, with the invited email address, 30 days after they expire or are withdrawn.
Records of daily summaries sent: 60 days.
Access logs (changes to accounts, team memberships and team features): two years.
Reports about files: two years after we've dealt with them.
Fingerprints of removed files: for as long as Platespin runs, so the files can't come back.
Technical logs: older entries are overwritten as new ones are added.
Backups: a backup is made every day and kept for 14 days. A backup is also made before each update to Platespin, and the last five of those are kept. Deleted backups can stay in our cloud storage's recycle bin for up to 30 more days. Information you delete stays in backups until they're gone. Backups are copies of our database: they include your account, your work, your captures and files attached before we moved files to Cloudflare, but not the files Cloudflare stores for us, or the photos on captures.

Deleting your account

Email us at [email protected] from the address you sign in with, and we'll delete your account within 30 days (usually much sooner). This deletes:

your account, sign-in details and settings;
your personal tasks, tags, reminders and notifications;
your captures, with their photos, history and suggestions;
any team that only you were in, with its projects, tasks and files.

What you added to teams that others are still in (tasks, comments and files) stays, so the rest of the team's work isn't broken, but it's no longer linked to you. Your name can still appear in a task's history where it records a change, such as who a task was assigned to. If you'd like any of that removed too, delete it before you ask, or ask a team admin or us. If you were a team's only admin, another member becomes its admin. The access log keeps a note that your account was deleted, and backups keep your information until they're gone (see above).

Your rights

You can:

see and correct your information. Most of it is in Platespin itself: your name is under Settings → Account, and your work is in your teams. To change the email address you sign in with, contact us;
ask us for a copy of the information we hold about you;
ask us to delete your account (see above);
turn off the optional emails under Settings → Notifications;
object to, or ask us to limit, how we use your information.

Contact us at [email protected]. We'll respond within 20 working days, and may first need to confirm that the request comes from you.

If a team keeps your details in Platespin CRM (you're one of its customers, say), the team decides what it keeps, so ask the team first: its admins can send you a copy of everything it keeps about you, and erase it. If you can't reach them, contact us and we'll pass your request on.

If you're unhappy with how we've handled your information, please tell us first so we can put it right. You can also complain to the Office of the Privacy Commissioner in New Zealand, or, if you're in Europe or the United Kingdom, to your local data protection authority.

Children

Platespin isn't meant for children under 16, and we don't knowingly collect their information. If you think a child has an account, tell us and we'll delete it.

Changes to this policy

When this policy changes, we'll update this page and the date at the top. If a change is significant, we'll tell you by email or in Platespin before it applies.

Contact us

Questions, requests or concerns about your information: [email protected].