Effective date: May 20, 2026. This Privacy Policy applies to the KanbanBot United Kingdom service experience, including KanbanBot.online, the web app, Telegram integration, AI-assisted features, analytics, collaboration tools, and related services.
1. Overview
This Privacy Policy explains how KanbanBot collects, uses, discloses, stores, and protects personal data when you access or use the Service from the United Kingdom.
For UK data protection purposes, this notice is intended to provide transparent information under the UK General Data Protection Regulation and the Data Protection Act 2018. It does not create contractual rights beyond those required by applicable law.
If you use KanbanBot on behalf of a company, team, or other organisation, that organisation may also be a controller of content placed into its boards and may have its own privacy obligations to you and other users.
2. Controller and contact
KanbanBot determines how the core Service is operated and is the controller for account, usage, security, analytics, support, billing, and service-administration data. For shared boards, teams and invited users may decide what personal data is added to tasks, comments, checklists, and boards.
For privacy questions, requests, or complaints, contact us at support@kanban.online. If we need to verify your identity, authority, or account relationship before acting on a request, we may ask for additional information.
3. Information we collect
Information you or your workspace provide
- account and contact details, such as name, email address, Telegram username, Telegram ID, profile data, workspace role, and support messages;
- board, task, checklist, label, status, deadline, assignee, comment, invite, prompt, uploaded text, and other content entered into the Service;
- voice input, audio-derived text, or transcriptions when you use voice-related features through Telegram or another supported channel;
- billing, subscription, invoice, tax, plan, and transaction information if paid features are offered or used. Full payment card details are normally handled by payment providers rather than by KanbanBot.
Information collected automatically
- IP address, approximate location inferred from IP, device type, browser, operating system, language, referring URL, pages viewed, session events, interaction events, and timestamps;
- cookies, local storage, analytics identifiers, authentication/session identifiers, and similar technologies;
- service logs, security logs, anti-abuse signals, error reports, diagnostics, feature usage, and usage-limit data.
Information from third parties
We may receive information from Telegram, collaborators, workspace administrators, payment providers, hosting and infrastructure providers, analytics providers, AI or transcription providers, and other service providers that help operate the Service.
Please do not submit special category data, criminal offence data, health information, payment card data, government identifiers, or highly confidential information unless you are authorised to do so and the feature is appropriate for that use.
4. Purposes and lawful bases
We use personal data only where we have a lawful basis. Depending on the context, we rely on one or more of the following bases:
- Contract: to create and manage your account, provide boards, tasks, sync, collaboration, support, paid features, and other requested Service functionality.
- Legitimate interests: to secure the Service, prevent abuse, debug errors, measure performance, improve features, understand usage, communicate service updates, protect rights, and operate a sustainable online service, where those interests are not overridden by your rights and freedoms.
- Consent: where required for certain cookies, marketing communications, optional integrations, or other processing that legally requires consent. You may withdraw consent where applicable.
- Legal obligation: to comply with tax, accounting, consumer, data protection, law enforcement, dispute, and regulatory obligations.
- Vital interests or public interest: only where necessary in exceptional safety, security, or emergency situations.
Where we rely on legitimate interests, our interests include providing a reliable task-management service, protecting users and the Service from misuse, improving product quality, maintaining business records, enforcing terms, and defending legal claims.
7. AI, automation, voice, and Telegram
KanbanBot may use AI or automated tools to generate task suggestions, board structures, summaries, transcriptions, or related outputs. Inputs and outputs may be processed by service providers that help deliver these features.
AI outputs are not used by KanbanBot to make legal or similarly significant decisions about you. You are responsible for reviewing AI-generated content before relying on it or sharing it with others.
When you use Telegram features, Telegram may process your personal data under its own terms and privacy policy. Telegram usernames, IDs, messages, commands, notifications, and bot interactions may be used to connect the Telegram experience with your KanbanBot boards.
8. International transfers
KanbanBot, its operators, and service providers may process personal data outside the United Kingdom. Countries outside the UK may have data protection laws that differ from UK law.
Where required, we use appropriate safeguards for restricted transfers, such as adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to EU standard contractual clauses, contractual protections, or another lawful transfer mechanism.
9. Retention
We retain personal data for as long as reasonably needed to provide the Service, maintain security, keep records, resolve disputes, enforce agreements, comply with legal obligations, prevent abuse, and support legitimate business needs.
Retention periods vary depending on account status, workspace settings, feature use, backup cycles, legal limitation periods, billing requirements, security needs, and whether deletion would affect other users' shared boards or records.
10. Your UK data protection rights
Subject to conditions and exceptions under UK law, you may have rights to be informed, access your personal data, correct inaccurate data, erase data, restrict processing, receive data portability, object to certain processing, withdraw consent where processing is based on consent, and avoid solely automated decisions with legal or similarly significant effects.
To exercise rights, contact support@kanban.online. We may refuse or limit a request where permitted by law, including where we cannot verify your identity, need to protect other users' rights, must retain data for legal reasons, or the request is manifestly unfounded or excessive.
11. Security
We use reasonable technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration, and disclosure. However, no online service, transmission, device, account, or storage system is completely secure.
You are responsible for securing your devices, Telegram account, browser sessions, shared links, and credentials. You should promptly notify us if you suspect unauthorised access to your account or boards.
12. Children
The Service is not directed to children under 13. We do not knowingly collect personal data from children under 13. If you believe a child has provided personal data to the Service, contact us so we can take appropriate steps.
If you are under 18, you should use the Service only with appropriate involvement and permission from a parent, guardian, school, or organisation responsible for your use.
13. Changes, complaints, and contact
We may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised effective date. If changes are material, we will provide notice where reasonably practical.
For privacy questions or requests, contact support@kanban.online.
You also have the right to complain to the UK Information Commissioner's Office. The ICO can be contacted through ico.org.uk.