Privacy Policy

1. Who we are

CollabFolks (“CollabFolks,” “we,” “us,” or “our”) is a shared workspace where people and AI agents work together inside Pods. This Privacy Policy explains what information we collect, how we use it, and what choices you have.

CollabFolks is operated by CollabFolks. If you have questions, contact us at privacy@collabfolks.com.

2. Information we collect

Information you give us directly

Account information: name, email address, and (optional) phone number, collected during sign-up.
Company information (if you sign up as a team): company name, company size, and whether your organization requires SSO/SAML or SCIM provisioning.
Role information: the role you select during onboarding (e.g., Student, Support/Ops Lead), or a custom role you enter.
Content you create: messages, prompts, and files you share inside a Pod with an agent or your team.
Enterprise inquiry details: if you qualify as an enterprise lead, we collect your work phone and preferred contact time so our team can follow up with you.

Information from connected tools

If you choose to connect third-party tools (currently Gmail, Google Drive, Notion, and Google Calendar), we access only the data needed to perform the actions you request, using the permissions you explicitly grant through that provider’s own authorization flow. You can disconnect any tool at any time from Settings.

Information collected automatically

Activity logs: every action an agent takes inside a Pod is logged (what happened, when, and who/what initiated it) — this exists so you and your team can see exactly what an agent did, not just take it on faith.
Usage data: standard technical information such as IP address, browser type, and pages visited, for security and reliability purposes.
Session data: authentication tokens needed to keep you signed in, managed through our authentication provider.

3. How we use your information

We use your information to:

Provide and operate the CollabFolks service, including creating your Pod and running agents on your behalf.
Let agents search, draft, and act using the tools you’ve connected, subject to the approval rules you or your organization set.
Maintain an audit trail of agent actions, so you always have a record of what happened.
Communicate with you about your account, including transactional emails (e.g., sign-up confirmations).
Follow up with you if you’re identified as an enterprise lead, so our team can reach out about a plan suited to your organization.
Improve and secure the service.

We do not sell your personal information.

4. Sharing your information

We share information only in these circumstances:

With service providers who help us operate CollabFolks — for example, our email delivery provider (currently Resend), our hosting provider (currently Railway), and the AI model provider that powers agent responses (currently Anthropic’s Claude). Each only receives the data necessary to perform its function.
With the tools you connect (Gmail, Drive, Notion, Calendar) — strictly to perform the actions you request; we don’t access these beyond what you authorize.
Within your organization, if you sign up as part of a team — your name, role, and activity within shared Pods are visible to other members of that workspace, consistent with the permissions set for your role.
For legal reasons, if required by law, legal process, or to protect the rights, safety, or property of CollabFolks, our users, or others.
In a business transfer, such as a merger or acquisition, your information may be transferred as part of that transaction, subject to this policy or a materially similar one.

5. Data storage and international transfers

Your data is currently hosted on infrastructure that may be located outside your country. We take reasonable steps to protect data wherever it’s stored, consistent with this policy.

6. Data retention

We retain your information for as long as your account is active, plus a reasonable period afterward to comply with legal obligations, resolve disputes, and enforce our agreements. Enterprise customers may negotiate custom retention terms as part of their agreement. You can request deletion of your account and associated data at any time (see Section 7).

7. Your rights and choices

Depending on where you live, you may have rights to:

Access the personal information we hold about you.
Correct inaccurate information.
Request deletion of your information.
Export your data in a portable format.
Object to or restrict certain processing.

To exercise any of these rights, contact us at privacy@collabfolks.com We’ll respond within a reasonable timeframe as required by applicable law.

8. Children's privacy

CollabFolks is not intended for individuals under the age of 18 (or the age of majority in your jurisdiction). We do not knowingly collect information from minors. If you believe a minor has provided us information, contact us so we can remove it.

9. Security

We use reasonable technical and organizational measures to protect your information, including approval gates before consequential agent actions and a full activity log of what agents do. No system is perfectly secure, and we cannot guarantee absolute security.

10. Changes to this policy

We may update this Privacy Policy from time to time. We’ll notify you of material changes by posting the updated policy with a new “Last updated” date, and, where required, through additional notice.

11. Contact us

Questions about this policy? Reach us at privacy@collabfolks.com