GDPR & Privacy Policy

Last updated: 5 September 2026

This GDPR Policy explains how Taskable ("we", "us", "our") collects, uses, stores and protects personal data in accordance with the EU General Data Protection Regulation (Regulation (EU) 2016/679) and the UK GDPR. It applies to visitors to this website and users of our services, including the Taskable web service and its Microsoft Teams and WhatsApp assistants.

1. Who we are (Data Controller)

Taskable is the data controller responsible for personal data processed through this website. For any data protection queries, contact us at privacy@taskable.app.

2. What data we collect

• Contact details you provide voluntarily (name, email, company) when you reach out, request access or sign up.
• Taskable account and work data needed to provide the service, such as your organization, projects, tasks, staffing and time records.
• Connected assistant data such as Microsoft tenant and user identifiers, WhatsApp phone identifiers, pairing status, conversation messages, supported audio messages and their transcripts.
• Usage data such as pages visited, referring URL, approximate location, browser and device information.
• Cookies and similar technologies, only where strictly necessary or where you have consented.

3. How we use your data (Lawful bases)

• Consent — for optional cookies, analytics and marketing communications.
• Contract — to provide the services you request.
• Legitimate interests — to operate, secure and improve the website, provided your rights do not override these interests.
• Legal obligation — to comply with applicable laws and respond to lawful requests.

The Microsoft Teams and WhatsApp assistants use AI to interpret your request and may send the relevant message text, short conversation context and available Taskable data to our AI service providers. Voice messages are processed for transcription. Taskable does not intentionally retain the original audio after that processing, although the resulting transcript may be included in short conversation history.

4. How long we keep your data

We retain personal data only as long as necessary for the purposes described above, to comply with our legal obligations, or to resolve disputes. The assistants retain at most the recent conversation turns needed to preserve context. Disconnecting the Teams bot clears the Taskable access token, cached profile and conversation history from the active bot session. Operational routing identifiers, security logs and time records already saved in Taskable may remain for their applicable retention periods. When data is no longer needed, it is deleted or anonymised.

5. Sharing and international transfers

We do not sell your personal data. We may share it with trusted service providers acting as processors or independent platform providers as applicable. These include Microsoft for Teams and Azure Bot services, Meta for WhatsApp, Amazon Web Services for hosting and AI inference, Anthropic for language-model processing, and Mistral AI for supported language-model and voice-transcription processing. We send only the data needed for the requested function. Where data is transferred outside the EEA or UK, we rely on adequacy decisions or Standard Contractual Clauses to ensure an equivalent level of protection.

6. Your rights

Under the GDPR, you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request erasure ("right to be forgotten") where applicable.
• Restrict or object to processing.
• Receive your data in a portable format.
• Withdraw consent at any time, without affecting prior processing.
• Lodge a complaint with your local supervisory authority.

To exercise any of these rights, email privacy@taskable.app. We will respond within one month.

To request erasure of your data specifically, see our GDPR Deletion Request page. Simply email us with the subject line GDPR-Deletion-Request and your request is routed automatically to the right team, with all your data deleted within a fortnight.

7. Cookies

This website uses only the cookies needed for basic functionality. Where we use non-essential cookies (e.g. analytics), we ask for your consent first and you can change your preferences at any time.

8. Cookies & Analytics

We use Google Analytics 4 to understand how visitors use this website (pages viewed, approximate location, device and browser information) so we can improve it. Google acts as our data processor for this purpose.

Analytics cookies are set only after you actively consent via the cookie banner shown on your first visit — never before. If you decline, no analytics cookies are set and Google Analytics does not load, with no loss of functionality on the site.

You can withdraw or change your consent at any time using the "Cookie settings" link in the page footer.

9. Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure or destruction. No method of transmission over the internet is, however, completely secure.

10. AI-assisted actions

Taskable's assistants use AI to interpret messages and prepare proposed actions. AI output can be inaccurate. Changes to time records are designed to require user confirmation, and users should review the displayed task, date, duration and description before confirming. The assistants are not used to make legal, employment or similarly significant decisions about users.

11. Changes to this policy

We may update this policy from time to time. The "Last updated" date at the top of this page reflects the most recent revision. Material changes will be communicated through the website.

12. Contact

Questions, requests or complaints regarding this policy can be sent to privacy@taskable.app.