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Privacy Notice

Last updated: October 9, 2026

1. Who we are

This Privacy Notice describes how the PM app ("we", "us", "our") collects, uses, and shares personal data when you use our products and services (the "Service"). the PM app is the data controller responsible for your personal data in connection with the Service.

2. Personal data we collect

  • Account data: name, email address, password (hashed), profile details.
  • Workspace content: projects, feedback, vendors, notes, and other content you create in the Service.
  • Third-party integration data: when you connect a third-party tool such as Jira, calendar sync or PostHog, we store the credentials needed to reach it (OAuth tokens or API keys, kept server-side) and basic details about the connected account. See section 5a for details.
  • Support data: messages and attachments you send when contacting us.
  • Usage and telemetry: pages visited, features used, performance and error data.
  • Device and log data: IP address, browser type, operating system, device identifiers, timestamps.
  • Cookies and similar technologies: see section 9.

3. Why we use your data

  • To create and manage your account.
  • To provide, maintain, and improve the Service.
  • To provide customer support.
  • To detect, prevent, and respond to fraud, abuse, and security incidents.
  • To send service-related communications (e.g. updates, billing notices, security alerts).
  • To send marketing communications, where you have consented or where permitted by law.
  • To comply with legal obligations.

4. Legal basis

We rely on the following legal bases:

  • Performance of a contract - to provide the Service you have signed up for.
  • Legitimate interests - to operate, secure, and improve the Service.
  • Consent - for optional marketing and non-essential cookies.
  • Legal obligation - to comply with applicable laws.

5. Who we share data with

  • Service providers / subprocessors - hosting, database, analytics, email, and customer support tooling, acting on our instructions. This includes PostHog (EU region), which we use for product analytics and session replay to understand product usage and diagnose UX issues. See PostHog's privacy notice.
  • AI subprocessors - large language model providers (such as Google, OpenAI and Anthropic, accessed via the Lovable AI Gateway) that process workspace content you submit to AI features in order to return a response. See section 10 for details.
  • Paddle - our Merchant of Record. Paddle handles payment processing, subscription management, tax compliance, invoicing, and refunds. See Paddle's privacy notice.
  • Third-party integrations - when you connect a third-party tool (such as Atlassian Jira), data is exchanged directly with that provider under their own terms and privacy policy. See section 5a for details.
  • Professional advisers - legal, accounting, and audit advisers, where necessary.
  • Authorities - where required by law or to protect rights and safety.

We do not sell your personal data and we do not allow our AI subprocessors to train their foundation models on your workspace content.

5a. Third-party integrations

The Service offers optional integrations with third-party tools so you can push and sync data between the Service and tools your team already uses. These integrations are opt-in: no data is shared with a third-party provider until you explicitly connect your account.

Read and write access. Each integration needs some access to the connected tool. Read access lets the Service fetch information from the tool (for example usage counts or calendar events). Write access lets the Service create or change things in the tool on your behalf (for example a Jira issue, a calendar event or a PostHog tracking Action). We only request the access each feature needs and show which permissions are granted when you connect.

  • Jira - read and write: reads projects and issue types, and creates or updates issues you choose to push.
  • Calendar sync (Google, Outlook) - read and write: reads your events and creates or updates meeting events you schedule in the Service.
  • PostHog - read, or read and write, your choice: read access fetches aggregate usage counts; write access also lets the Service create tracking Actions in your PostHog project.

Read-only mode. Where an integration supports it, you can connect with read-only access. This is a valid option, but some functionality is limited: features that need to create or change things in the connected tool are unavailable. For PostHog, read-only access still shows usage, trends and underperforming features, but "Set up tracking for me" is turned off until you connect a key with write access. Before anything is written to a connected tool, the Service asks you to confirm, and each write is recorded in your workspace Activity.

Atlassian Jira. When you connect Jira, the following data is stored and processed:

  • OAuth tokens (access and refresh tokens) — stored server-side in an encrypted database, used only to authenticate API calls to Jira on your behalf. Tokens are never sent to your browser and are not visible to other workspace members.
  • Atlassian account email — fetched from Atlassian when you connect, so you can identify which account is linked.
  • Jira site information — the connected site's URL, name, and cloud ID, so we can route API calls to the correct instance.
  • Issue references — when you push a project, opportunity, or use case to Jira, we store the resulting issue key, URL, and project key so we can display the link in the Service. No Jira issue content (descriptions, comments, attachments) is pulled back into the Service.

You can disconnect Jira at any time from Settings → Tools, which immediately deletes your stored tokens, site information, and account email. Issue reference links remain so you can see what was previously pushed, but no further API calls are made to your Jira account. Atlassian processes data under its own privacy policy; we act as a controller for the data stored in our Service and a processor for the data exchanged with Jira on your behalf.

PostHog. When a workspace admin connects PostHog, the following data is stored and processed:

  • Personal API key - stored server-side, encrypted at rest, used only to call PostHog on behalf of your workspace. It is never sent to your browser or shown again after you save it.
  • Connection details - region, project ID and name, the access level you chose, and the permissions the key was found to have.
  • Feature tracking setup - the event names, page paths, button text or selectors you choose, and the IDs of any PostHog Actions the Service created for you.
  • Aggregate usage counts - daily totals of users and uses per tracked feature, cached to keep pages fast. We do not store PostHog person-level data such as individual users, emails, properties or recordings.

Disconnecting PostHog in Settings → Tools deletes the stored key, connection details and cached usage counts immediately. Actions already created in your PostHog project remain there until you remove them (stopping tracking of a feature in the Service deletes the Action it created). PostHog processes data under its own privacy policy.

6. Data retention

We keep personal data only as long as necessary to provide the Service and meet our legal obligations. Account and workspace data is retained while your account is active.

6a. Deleting your data

  • Inactive free accounts: if a free account has no activity (no sign-in or app visit) for 90 days, we email the account address asking you to sign in if you want to keep using the PM app. If you don't sign in within 7 days of that email, the account is deleted. Paid and trial accounts are not deleted this way.
  • Shared workspaces: when an account is deleted, workspaces that other members still use are handed to another member as admin, so the team keeps its data. Workspaces used only by the deleted account are deleted with it.
  • Deleting on request: you can ask us to delete your account and personal data at any time by emailing info@thepm.app from your account address.
  • What remains: deleted data is removed from our live systems straight away; backups are replaced on a rolling basis and are not used to restore deleted accounts. We may keep limited records (such as invoices and email delivery logs) where the law requires it.
  • Connected tools: disconnecting Jira, calendar sync or PostHog deletes the stored tokens or keys immediately (and, for PostHog, the cached usage counts); data already pushed to those tools stays there under their own policies.

7. Your rights

Depending on your location, you may have rights to access, correct, delete, restrict, or object to processing of your personal data, to data portability, and to withdraw consent. You may also have the right to lodge a complaint with your local data protection authority. To exercise any of these rights, contact us at info@thepm.app. We aim to respond within one month.

8. Security

We use appropriate technical and organisational measures to protect personal data, including encryption in transit and at rest, access controls, and regular review of our practices. No method of transmission or storage is fully secure, but we work hard to protect your data.

9. Cookies, analytics and session replay

We use essential cookies and local storage to operate the Service (e.g. authentication and session state). We also use PostHog, hosted in the EU (Frankfurt), for product analytics and session replay. PostHog collects:

  • your user identifier and email (so we can tie usage back to your account when you are signed in);
  • pageviews and in-app events (e.g. which features you use);
  • device, browser and IP metadata; and
  • session recordings that capture your interactions with our UI, so we can diagnose UX issues.

Session recordings have all form inputs masked by default - values you type into text fields, password fields and similar inputs are not captured. We do not use this data to build advertising profiles and we do not sell it. PostHog analytics and session replay are off by default and only run after you opt in via our cookie banner. You can change your choice at any time using , or by clearing your browser storage.

9a. Internal product usage reporting

We maintain an internal, staff-only usage dashboard so we can understand how the Service is used and improve it. This reporting is aggregate and non-content. It shows:

  • counts of records by type (for example how many projects, feedback items or competitors exist);
  • which features a workspace has used, and dates of first and most recent activity;
  • signup, trial, plan and subscription status, and the number of members in a workspace; and
  • workspace name and the account email of the workspace owner, so we can provide support and handle billing.

This reporting does not include the content you or your team write. Titles, descriptions, notes, feedback text, files, URLs and any other values you enter are not loaded into or displayed by this dashboard. Access is restricted to authorised thepm.app staff and is used for support, billing, security and product improvement only.

10. AI features and processing

The Service includes optional AI-powered features such as feedback clustering and triage, quick-capture routing, OKR and strategy suggestions, vendor and competitor enrichment, project summarisation, and competitor news summarisation. When you invoke an AI feature:

  • The relevant workspace content (e.g. a feedback item, project brief, or vision statement) is sent to a third-party large language model provider via the Lovable AI Gateway solely to generate the requested output.
  • We have contractual arrangements with our AI subprocessors that prohibit them from using your content to train their foundation models.
  • Inputs and outputs may be retained transiently by the subprocessor for abuse-monitoring purposes in line with their published policies, then deleted.
  • AI outputs are probabilistic and may be incorrect, incomplete, or biased. You remain responsible for reviewing and validating any AI output before relying on or acting on it.

By using AI features, you confirm that you have the right to submit the relevant content for processing and that doing so does not breach any obligation to a third party.

11. International transfers

Personal data may be processed in countries outside your own. Where required, we use appropriate safeguards such as Standard Contractual Clauses or rely on adequacy decisions.

12. Changes to this notice

We may update this Privacy Notice from time to time. Material changes will be communicated through the Service or by email.

13. Contact

Questions about your privacy? Contact us at info@thepm.app.