This policy explains how we handle personal data when we decide why and how it is used. That covers people with a tuix account, including Free (developer) accounts, billing contacts, people who write to us, and visitors to tuix.app.
It does not cover the data inside reports. When someone reports a problem through the tuix widget in an app, the company that runs the app decides about that data, and we process it for them. Section 10 explains this.
1. Who we are
The controller is Maciej Wciślik Trąbka Świata, ul. Stryjeńskich 15a lok. 60, 02-791 Warszawa, Poland, registered in CEIDG (the Polish Central Register and Information on Economic Activity), REGON 140261166, VAT/NIP PL9590959380 ("tuix", "we", "us").
For anything about your personal data, write to support@tuix.app. We have not appointed a data protection officer.
2. What we collect and why
People with a tuix account
This covers workspace owners, project admins and other team members, including people from an app who joined a project's dashboard.
We keep:
- your email address and display name, initially generated at signup and editable later;
- the workspaces and projects you belong to, your roles in them and the workspace's plan;
- for signup eligibility, a normalised email address recording whether you have created a trial workspace or a Free (developer) workspace. We keep these as separate records; choosing Free (developer) does not use your trial;
- sign-in records: when you signed in, your sessions and your sign-in links. We store links and session tokens only as one-way hashes;
- the passkeys you add: each one's public key and name, and when you added and last used it. The private key never leaves your device or password manager, and the fingerprint, face or PIN that unlocks it never reaches us;
- whether you have confirmed your email address;
- your settings, such as which projects you watch;
- the AI apps you connected and the access tokens you created. We store tokens only as hashes.
Why: to create and run your account, to sign you in, to keep the service secure, to enforce signup limits of one trial and one Free (developer) workspace per email address, to see how signup is used and help people whose signup did not finish (our legitimate interest, art. 6(1)(f)), and to send the emails the service needs: sign-in links, invitations, notifications about reports you take part in or watch, trial reminders and billing messages.
Legal basis: our legitimate interest in providing tuix to the business you work for and keeping it secure (GDPR art. 6(1)(f)). If you signed up as a sole trader, the contract with you (art. 6(1)(b)).
People in your projects can see your name and, depending on their role, your email address. What you write in reports and comments is customer data (section 10).
Billing contacts and payments
When choosing a paid plan, owners give us billing details: company name, address, country, tax number (NIP or VAT number) and an email address for invoices. We check EU VAT numbers in the European Commission's VIES system.
Signing up for Free (developer) requires no payment card or billing details and creates no payment or invoice. If you later upgrade to a paid plan, we collect and retain billing data as described here.
For each payment we keep the amount, currency, period, status, payment method type and, from the payment mandate, either the card brand and its last four digits or the account holder's name and the last four digits of the IBAN. We never receive full card numbers. We also keep the invoices.
Why: to take payments, issue invoices, send them to KSeF (the Polish National e-Invoicing System) and meet our tax and accounting duties.
Legal basis: our legal obligations under Polish tax and accounting law (art. 6(1)(c)), and our legitimate interest in being paid and keeping billing records (art. 6(1)(f)).
People who write to us
If you email or call us, we keep your message, your contact details and our reply.
Why: to answer you and keep a record of what we agreed. Legal basis: legitimate interest (art. 6(1)(f)).
If you use the tuix button on the tuix.app dashboard to send us a report, we also keep what the report carries: your message, a screenshot of the page, its address, the element you pointed at, details of your browser and the page's recent console and network entries, together with your name, email address and workspace. You see a preview before you send it and can remove the screenshot and the logs.
Why: to answer you. Legal basis: legitimate interest (art. 6(1)(f)).
People of your workspace who use the tuix button see your report and our replies, and so does the tuix team.
If you report illegal content, or complain about a decision we made about content, we keep your report, your name and email address, and what we decided and told you.
Why: to handle the report as the EU Digital Services Act requires. Legal basis: our legal obligation (art. 6(1)(c)), together with art. 16 and 17 of the DSA.
Security and abuse prevention
We limit how often some actions can be done, such as asking for sign-in links, to prevent abuse. For this we use your IP address and email address briefly. We store only a one-way digest of them, and only until the limit's time window ends, which is at most a day.
Our servers keep traces and logs of requests and background jobs so we can find and fix problems. Secrets are removed before anything is stored, and they do not contain visitors' IP addresses. They can contain identifiers, such as account and report IDs, and page paths. We keep them on our own server in the EU for 30 days.
Why: to keep tuix secure and working. Legal basis: legitimate interest (art. 6(1)(f)).
Our operators' audit log
The people at tuix who run the service (operators) can manage workspaces in our operator console. They see workspace metadata only: workspace and project names, members' names, email addresses, roles, status and last sign-in, counts and dates. They do not see reports, comments, screenshots, logs, or the names and email addresses of app people. Every change an operator makes is recorded with the time, the operator, the workspace and the person acted on.
Why: accountability and security. Legal basis: legitimate interest (art. 6(1)(f)).
Visitors to tuix.app
Our website uses no analytics, advertising or tracking, and loads nothing from other companies. We serve our fonts and images ourselves.
It sets one cookie, _tuix_key. It is strictly necessary: it keeps you signed in and protects forms against forgery. It is encrypted, scripts on the page cannot read it, and it expires when your browser session ends. If you tick “Keep me signed in on this device for 7 days” when you sign in, it also sets _tuix_remember, which keeps you signed in on that device for up to 7 days; signing out deletes it. It is encrypted too, and scripts on the page cannot read it. Because these cookies are strictly necessary for the service you ask for, the law does not require consent for them (art. 5(3) of the ePrivacy Directive and art. 399 of the Polish Electronic Communications Law), and we do not ask for it.
The dashboard also keeps your theme choice and list filters in your browser's local storage. They stay in your browser, and you can delete them, and the cookies, in your browser's settings at any time; you will then be signed out.
Like any website, our server receives your IP address and browser details in order to deliver the page. We do not record visitors' IP addresses in our traces and logs.
Where we get data from
Most data comes from you. Some comes from others:
- Invitations. If a colleague invites you, they give us your email address and sometimes your name.
- App people who join a dashboard. Your name and email address come from the app that identified you to tuix.
- Payments. Mollie tells us whether a payment succeeded and, from the mandate, the card brand and last four digits or the account holder's name and the last four digits of the IBAN.
- VAT checks. VIES tells us whether a VAT number is valid and, where available, the name and address registered for it.
3. Emails we send
We send the emails the service needs: sign-in links, invitations, notifications, and trial and billing messages. You choose which projects you watch.
We do not send marketing newsletters. If we start, we will ask for your consent where the law requires it, and you will be able to unsubscribe at any time.
4. Who receives your data
We use these service providers. They process data only on our instructions:
| Provider | What they do for us |
|---|---|
| UpCloud Ltd, Finland | Our servers, database and file storage, in Frankfurt, Germany |
| Lettermint B.V., Netherlands | Sends our emails, from Amsterdam, with backups in Germany |
| UpCloud Ltd, Finland | Also hosts the server where we keep traces and logs, in Frankfurt, Germany |
| Fakturownia sp. z o.o., Poland | Issues our invoices, once paid plans start |
| Our accounting office, in Poland | Our bookkeeping |
| Heinlein Hosting GmbH (mailbox.org), Germany | Our support and privacy inboxes |
Mollie B.V. (Netherlands) takes payments once paid plans start. For parts of that work, such as fraud and anti-money-laundering checks, Mollie decides itself how to use the data, under its own privacy notice.
We also share personal data:
- with KSeF and the tax authorities, as Polish tax law requires;
- with the European Commission's VIES system, to check a VAT number (we send only the number);
- with other people in your workspace, as described above;
- with courts, authorities and our advisers, where the law requires it or to establish or defend legal claims;
- with a buyer of our business, if tuix is sold, under the same protections.
The list of subprocessors for customer data is at tuix.app/subprocessors. We do not sell personal data.
5. Where your data is
We and our service providers keep your data in the European Economic Area. We do not transfer it outside the EEA.
If your organisation connects tuix to other services, such as Slack or an AI app, data your organisation sends there may leave the EEA. That is your organisation's choice and responsibility.
6. How long we keep data
| Data | How long |
|---|---|
| Account data | While your account exists. When a workspace is closed, we delete its accounts within 30 days. Your accounts in other workspaces stay. |
| Account data of a team member who was removed or deactivated | With the workspace, so its history shows who did what, until the workspace is closed or you ask us to delete it |
| A signup waiting for its emailed link: the email address, chosen plan and initial display and workspace names (generated for the simplified signup form) | The link works for 15 minutes; we keep the signup for 90 days after the link expires, whether it was used or not, and then delete it |
The separate records that an address has had its free trial or created its Free (developer) workspace (the address, in a normalised form that ignores capitals, + tags and, for Gmail, dots) | Each record stays with the workspace it was created for, until that workspace is closed. Upgrading a Free (developer) workspace does not remove its signup eligibility record. |
| Acceptance of the terms at signup and at each purchase of a paid plan: which version of the Terms and the Data Processing Agreement was accepted, when, and from which email address | With the workspace, until it is closed |
| Billing records and invoices | 5 years from the end of the calendar year in which the tax was due, as Polish tax law requires |
| Emails with us | 2 years after the matter is closed |
| Screenshots and logs sent with the tuix button on the dashboard | 30 days |
| A report sent with the tuix button, and our replies | While your workspace exists |
| Reports of illegal content and complaints about our decisions on content | 3 years after the matter is closed |
| A sole trader's statement of withdrawal, and complaints about the service | 3 years after the matter is closed, or longer where tax law requires it for a refund |
| Rate-limit digests | Until the time window ends, at most a day |
| Traces and logs | 30 days |
| Operator audit log | While the workspace exists, and 3 years after it is closed |
| Database backups | Up to 15 days, then overwritten |
If we need data to establish or defend a legal claim, we keep it until the claim is resolved.
7. Your rights
Under the GDPR you have the right to:
- access your data and get a copy of it;
- have it corrected;
- have it deleted;
- restrict how we use it;
- receive it in a machine-readable format and have it sent to someone else, where we process it under a contract with you;
- object to processing based on our legitimate interests, for reasons relating to your situation;
- withdraw your consent at any time, where we rely on consent.
To use these rights, write to support@tuix.app. It is free of charge. We reply within one month. If a request is complex, we may extend this by up to two more months and tell you why. We may ask you to confirm who you are. Some rights have limits. For example, we must keep invoices for as long as tax law requires.
You can also complain to a data protection authority, in particular in the EU country where you live or work, or where you believe the infringement happened. In Poland, that is the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), ul. Stawki 2, 00-193 Warszawa, uodo.gov.pl.
8. Do you have to give us your data?
You need an email address for a tuix account: without it, we cannot sign you in. Free (developer) does not require payment or billing details. If you buy a paid plan, tax law requires billing details for invoices. Everything else is optional.
We do not make decisions about you based solely on automated processing, including profiling, that have legal or similarly significant effects on you.
tuix is a service for businesses and is not meant for children.
9. Security
We protect personal data with technical and organisational measures. They include encryption in transit and at rest, strict separation between workspaces, single-use sign-in links stored only as hashes, and limited, logged staff access. Annex 2 of our data processing agreement at tuix.app/dpa lists them in full.
10. Data in reports: we act for our customers
When someone reports a problem through the tuix widget in an app, tuix receives the report, a screenshot of the page, the reported element, recent console and network entries, browser details, and the identity the app sends, such as a name and an email address. We store and process this data for the company that runs the app, under a data processing agreement. That company is the controller, and we are its processor.
If you reported through the widget in someone else's app and have questions about your data, please contact that company. Its privacy notice explains what it does with your data. If you write to us, we will pass your request on to it, or tell you how to reach it where we can.
Free (developer) is hosted on tuix.app. Its local-only restriction describes where the widget can run, not where data is stored: reports and captured context from your local app are still sent to and stored by tuix under the same data processing agreement. The plan allows up to 14 days of screenshot and console and network log retention; report text and comments are not deleted by that attachment-retention period. The DPA explains retention and deletion in full.
The same applies to the reports, comments and other content in a workspace written by team members. That content is customer data, handled under the data processing agreement.
A screenshot sent with the tuix button on the tuix.app dashboard can show data of your app's people, because the dashboard shows it. That data is customer data: we use it only to answer the report (DPA, Annex 2).
11. Changes to this policy
We may update this policy. We will publish the new version here with its effective date, and we will tell account holders by email about significant changes.