Privacy Policy

Ondule is operated by Dean Thorpe, an individual trading as Ondule, based in the United Kingdom ("we", "us"). Dean Thorpe is the data controller for the personal information described in this policy.

For any privacy question or request, contact privacy@ondule.com.

Ondule is organised around Organisations. Most of what is stored in Ondule is added by members of an Organisation, and the Organisation's administrators decide who can join, what role they have and when they are removed.

This means some personal information about you, such as your name, email address or content that mentions you, may be added and controlled by the Organisation you belong to. If you have questions about how your Organisation uses Ondule, contact its administrators as well as us.

For business customers, the Organisation is the controller of the workspace content its members add, and Ondule processes that content on the Organisation's behalf to provide the service. Ondule is the controller of account, billing and usage information. If your Organisation needs a data processing agreement, contact privacy@ondule.com.

Account information

Your email address and password when you create an account. Passwords are handled by our authentication provider and stored only in hashed form; we cannot see them. You may also add a display name and profile photo.

Organisation and membership information

Organisations, departments, products and teams you create; your memberships, roles and job title; and the names and email addresses of people you invite.

Workspace content

Everything you and your colleagues create in Ondule, including products, objectives and measures, KPIs, roadmaps, releases, planning increments, issues and actions, risks, dependencies, decisions, documents, canvases, comments, @mentions and files you upload. Workspace content may include personal information you choose to write into it.

Communications

If you contact us, the content of your message and your contact details.

To make the product work, Ondule records:

• an activity history of changes to records (who changed what, and when), which members of your Organisation can see;
• notifications, such as when you are mentioned or assigned work, and whether you have read them;
• timestamps such as when records were created or updated and when you last viewed an area;
• technical information that our hosting and authentication providers process to deliver and secure the service, such as IP address, browser type, and request and security logs.

Ondule does not use advertising or marketing trackers. We run our own first-party product analytics to understand how people find Ondule and which parts they use: on our public pages we record an anonymous visit and the start of sign-up, with the campaign details in the link you arrived from and the website that referred you; in the app we record that key actions happened (for example that a product or issue was created), never their content. This information is not shared with advertisers. Anonymous visit data is deleted after 180 days. We do not record visits when your browser sends a Do Not Track or Global Privacy Control signal.

Ondule uses your browser's storage only for things the service needs or that you have chosen:

• Sign-in session. Keeps you signed in securely.
• Preferences. Remembers choices such as light or dark appearance, your current Organisation, sidebar and panel layout, and canvas position.
• Working copies. Temporarily keeps copies of workspace data on your device so pages load quickly.
• Founder emails. If you create an Organisation, Ondule's founder may send you a few short welcome and feedback emails. Each has an unsubscribe link, and you can switch them off in Profile settings. We record only which of these emails was scheduled or sent — not their content, and we do not track opens or clicks. Account, security, invitation and billing emails are separate and continue.
• Analytics. A random identifier, and the campaign details of your first visit, so we can tell whether a visit later led to an account. It does not identify you and is not shared with third parties.
• Demo. The Ondule demo uses a fictional company. Anything you do in the demo, including files you add to it, is stored only in your browser and is never sent to our servers as Organisation data.

These are strictly necessary for Ondule to work or to remember a setting you chose, so we do not ask for consent to them. You can clear them at any time through your browser settings, which will sign you out and reset your preferences and demo.

Our public pages load fonts from Google Fonts, which means your browser connects to Google, which receives your IP address.

We use personal information to:

• provide Ondule, create and manage your account, and sign you in;
• run Organisations, including membership, roles and invitations;
• save, sync and display workspace content to the people entitled to see it;
• enable collaboration, including comments, mentions and notifications;
• send service emails such as email confirmation and password reset, and transactional invitation emails when an administrator invites someone (administrators can also copy the invitation link and share it themselves);
• provide optional AI writing assistance when you ask for it (see below);
• keep Ondule secure, prevent abuse and troubleshoot problems;
• respond to support requests; and
• comply with legal obligations.

We do not sell personal information, and we do not use it for advertising. We do not currently send marketing emails; if we ever do, we will ask for consent where the law requires it and let you unsubscribe.

Under the UK GDPR and, where it applies, the EU GDPR, we rely on:

• Contract: to provide Ondule to you and your Organisation;
• Legitimate interests: to keep Ondule secure, prevent misuse, improve reliability and handle support, where those interests are not overridden by your rights;
• Legal obligation: where we must keep or disclose information by law; and
• Consent: only where we specifically ask for it. You can withdraw consent at any time.

We share information only with providers who help us run Ondule, and only as needed for that purpose:

• Hosting and application platform: serves the Ondule website and application.
• Database, authentication and file storage provider: stores accounts, workspace content and uploaded files, and sends service emails such as confirmation and password reset.
• Google Fonts: supplies the typefaces used on our pages.
• AI writing provider: only when you choose "Write with AI" or a Document writing action, the text you asked about is sent through our application platform's AI gateway to an OpenAI model to generate the draft you requested. That can include your request, the draft or selected text, and — if you leave the boxes ticked — the Product's name and description, the parent Epic's title and description, or the Document's title. Nothing from other Products, other Organisations, notifications, private work or billing is sent. The gateway is configured for zero data retention and the content is not used to train models. The result is a draft only; nothing is saved until you save it. We keep a small usage record (Organisation, user, feature, model, time, token counts and estimated cost) to manage limits and cost; we do not keep your prompts or the generated text. AI writing is not available in the demo, which shows fictional examples instead.
• Paddle.com (Merchant of Record): sells Ondule subscriptions on our behalf and handles checkout, payments, subscription management, tax compliance and invoicing. Paddle collects payment details directly; we never receive or store full card details. We share with Paddle the Organisation identifier and administrator details needed to link a subscription to your Organisation, and receive back subscription status, billing dates and a customer reference. See Paddle's privacy notice.

We may also disclose information where required by law, to protect the rights and safety of users or the public, or as part of a sale or reorganisation of our business, subject to this policy.

Within Ondule, workspace content is visible to other members of your Organisation according to their access.

Our providers may process information in countries other than your own, including the United States. Where UK law applies and personal information is transferred outside the UK, we rely on appropriate safeguards such as UK adequacy decisions, the UK International Data Transfer Addendum, or the EU standard contractual clauses as adopted by the relevant authorities. Where EU law applies, equivalent safeguards under EU law are used. You can ask us for a copy of the safeguards that apply to a particular transfer by contacting privacy@ondule.com.

We keep account and workspace information for as long as your account or Organisation is active, because it is needed to provide Ondule. When information is no longer needed we delete it or anonymise it, unless we must keep it for legal, security or dispute-resolution reasons.

Deleting your account. You can delete your account from your profile settings. We remove your sign-in, profile details (name, email and photo), your private notifications and your personal Actions, and end your active sessions. Shared work you contributed to an Organisation, such as comments, activity history and records you created, stays with that Organisation because other members rely on it; it is shown as written by "Deleted user". Work assigned to you becomes unassigned. If you sign up again later with the same email, you get a new, unconnected account. You cannot delete your account while you are the only administrator of an Organisation.

Deleting an Organisation. An Organisation administrator can schedule the Organisation for deletion. Deletion happens 7 days later and can be cancelled until then. After that, the Organisation's workspace content, memberships, invitations and uploaded files are permanently deleted. Members' personal accounts and their other Organisations are not affected.

Billing and payment records (for example invoices and tax records held by our payment provider) may need to be kept separately for legal and accounting reasons even after an account or Organisation is deleted.

Specific retention periods: anonymous visit analytics are deleted after 180 days; security and request logs are kept for up to 12 months; the record of which founder emails were sent is kept for up to 12 months; deleted accounts are anonymised immediately and removed from active systems within 30 days; and encrypted backups of deleted data expire within 90 days. Billing and tax records held by Paddle are kept for the period required by tax and accounting law, typically up to 7 years.

We use reasonable technical and organisational measures to protect information, including encrypted connections, access controls that keep each Organisation's data separate, private file storage and hashed passwords. No service can be completely secure, so we cannot guarantee absolute security. Please keep your password safe and tell us if you suspect unauthorised access.

Depending on where you live, you may have the right to:

• access the personal information we hold about you;
• correct inaccurate information;
• ask us to delete information;
• restrict or object to certain processing;
• receive your information in a portable format; and
• withdraw consent where we rely on it.

You can update your name and profile photo in your profile settings. Organisation administrators can change members' roles and access. You can delete your account yourself from your profile settings, and Organisation administrators can delete their Organisation (see above). Ondule does not yet offer self-service data export, so for that or any other request, contact privacy@ondule.com and we will respond within one month, or sooner where the law requires. If your information is held in an Organisation's workspace, we may need to involve that Organisation.

You also have the right to complain to a data protection regulator: in the UK, the Information Commissioner's Office (ICO); in the EU, the supervisory authority of your member state; and elsewhere, your local data protection authority.

Ondule is a workplace tool intended for adults. It is not directed at children, and we do not knowingly collect children's personal information. If you believe a child has given us information, contact us and we will delete it.

We may update this policy as Ondule changes. We will change the "Last updated" date above and, for material changes, give notice by email or in the product before they take effect.

Privacy questions and requests: privacy@ondule.com. Post: Dean Thorpe, trading as Ondule, United Kingdom.