TepinTasks Privacy Policy
1. Who We Are and What This Policy Covers
Effective Date: October 19, 2026 · Version: 2.1
Spicy Technology Group, LLC, d/b/a TepinTasks (“TepinTasks,” “we,” “us”), 7512 Dr. Phillips Blvd., Suite 50-269, Orlando, FL 32819, provides a goal, task, and business-execution platform with AI features.
This Privacy Policy explains how we collect, use, share, and protect personal information when you:
- visit tepintasks.com or its subdomains;
- use the TepinTasks web application or our iOS and Android apps;
- use our APIs or integrations, including Zapier, Google, and Microsoft;
- interact with TepinTasks through a link someone shares with you, such as a request link, QuestLink portal, survey, curriculum enrollment, shared dashboard, or data room, even without an account;
- apply to or take part in our partner program;
- communicate with us.
This Policy is part of our Terms of Service.
Our two roles. For account, billing, website, and partner information, we decide how the data is used. For content our customers put into the Service about their own clients, staff, or coachees, we process it on our customer’s behalf and under their instructions. If you interact with TepinTasks through one of our customers, such as a coach, virtual assistant, or consultant, that customer’s privacy practices also apply. Questions about that data may be best directed to them.
2. Information We Collect
| Category | Examples | Source |
|---|---|---|
| Account and contact | Name, email, phone, company, role, password (hashed) | You |
| Sign-in and security records | Sign-in times, IP address, device and browser type | Automatically |
| Billing | Billing address, plan, transaction history. Card numbers are handled by our payment processor; we don’t store them. | You, payment processor |
| Customer Content | Tasks, goals, notes, files, surveys, curricula, data stores, attachments, calendar items, contacts | You and your Authorized Users |
| Voice and images | Talk-to-Task audio and its transcripts, and photos you submit for data extraction, including location data embedded in a photo if you choose to include it | You |
| AI interactions | Prompts, conversations with TEP, task assistants, and AI coaches, plus generated Output | You, External Participants |
| AI-derived profile information | Facts our AI derives from your conversations to personalize responses, including information about people you mention | Generated from your use |
| Integration data | Calendar, file, contact, repository, and messaging data from services you connect (Google, Microsoft, GitHub, Zapier) | Third-party services you authorize |
| External participant data | Information entered through request links, enrollments, surveys, or shared dashboards | Those participants |
| Partner program | Business name, principals, tax forms, payout details, application disclosures, uploaded verification documents (such as identification, insurance, and business licenses), and the location, time, and device recorded when you sign the Partner Agreement | Partner applicants |
| Device and notifications | Push notification tokens | Automatically |
| Usage and device | IP address, browser and device type, pages and features used, timestamps, logs, and crash reports from our mobile apps (which may include a screenshot of the screen at the time of the crash) | Automatically |
| Cookies and local storage | Session and preference storage; see Section 4.3 | Automatically |
We do not ask for or intentionally collect sensitive categories such as race, religion, health, or political views. Avoid entering them into the Service unless needed and lawful for your use.
3. How We Use Information
- Provide the Service. Create accounts, run features, sync integrations, deliver Output, and process payments and commissions.
- AI processing. Send prompts, relevant Customer Content, audio, and images to AI providers to generate transcripts, answers, plans, extracted data, and coach responses. Index content you add to data stores so AI features can search it.
- Personalize. Remember your preferences and working context, so TEP and other assistants can tailor responses to you. Our AI derives facts about you from your conversations for this purpose. Deleting a conversation removes what was derived from it, and you can ask us to delete the rest.
- Communicate. Send service, security, billing, and account messages. Send marketing only where permitted, with an opt-out in every message.
- Support and improve. Troubleshoot issues, and analyze aggregated or de-identified usage to improve the Service.
- Security and enforcement. Monitor account activity, sign-ins, and usage to detect fraud, abuse, and violations of our Terms or Partner Agreement, and take action on what we find.
- Legal. Comply with law, respond to lawful requests, and establish or defend legal claims.
AI coach transcripts. If you chat with an AI coach someone else built, that coach’s owner can see your conversation transcripts and related activity where you have consented to share them. You will see a notice before you start.
AI training. We do not use your Customer Content or AI conversations to train AI models. Our AI providers process them under terms that prohibit training on your data and limit retention.
Google API data. Our use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. Google calendar data you sync may be processed by our AI providers when you use AI features on it, solely to provide those features to you. We do not use Google user data to develop or train generalized AI models.
4. How We Share Information
We do not sell personal information, rent customer lists, or share personal information for cross-context behavioral advertising.
We share information only:
- Within your workspace. With the people and groups you share with, and with External Participants you send links to. Content in shared tasks, project plans, data rooms, and AI conversations within a task is visible to everyone with access to them.
- With our personnel. Authorized TepinTasks personnel may access accounts to provide support and to protect the Service.
- With subprocessors that help us run the Service, under contracts that limit their use of the data (Section 4.1).
- With integrations you connect, as needed to make them work.
- In our public Partner Directory, for approved partners, the listing details the partner chooses to publish.
- For legal reasons. To comply with law or legal process; to enforce our Terms, Partner Agreement, or other agreements; or to protect the rights, property, or safety of TepinTasks, our users, or others.
- In a business transfer. In connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.
- In aggregated or de-identified form that does not reasonably identify you.
- With your consent.
4.1 Subprocessors
| Subprocessor | Purpose | Location |
|---|---|---|
| Heroku (Salesforce) | Application, database, and cache hosting | US |
| Amazon Web Services | File and attachment storage | US |
| Google Firebase | Web app hosting and push notifications | US / global CDN |
| Anthropic | AI model processing and web search | US |
| OpenAI | AI models, embeddings, transcription, and image analysis | US |
| Stripe | Payments and billing | US |
| Mailgun | Transactional email | US |
| Sentry | Mobile app crash reporting | US |
| Better Stack (Logtail) and Sumo Logic | System logs | US |
| Bunny.net | Website content delivery (tepintasks.com) | Global CDN (EU-based company) |
We will update this list before adding a subprocessor that processes Customer Content.
4.2 Security Monitoring
We monitor account activity, sign-ins, and usage of the Service, including AI usage, to protect the Service, our users, and our intellectual property. We may restrict, suspend, or terminate access that we reasonably believe involves fraud, abuse, unauthorized access, automated extraction, or use in violation of our Terms.
4.3 Cookies and Local Storage
The TepinTasks app uses essential browser storage to keep you signed in and remember your preferences. Our website, tepintasks.com, uses essential cookies and, with your consent where required, analytics cookies; you can manage your choices through the cookie preferences link on the website. Third-party features such as social sharing or embedded video may set their own cookies under their own policies.
4.4 Mobile Apps
Our iOS and Android apps ask for access to your camera, microphone, photos, and calendar only to provide the features that use them: taking photos and attaching files, recording Talk-to-Task audio, and adding scheduled items to your calendar. You can change these permissions in your device settings. The apps send crash reports to Sentry so we can fix errors.
5. Retention
We keep personal information for as long as your Account is active and as needed to provide the Service. If you request deletion of your Account, we will delete your personal information and Customer Content within seven (7) days of verifying the request. After an Account closes without a deletion request, we delete or de-identify Customer Content within ninety (90) days. Backups age out within thirty-five (35) days. Sign-in and security records are kept for up to twelve (12) months. We keep billing, tax, partner commission, and legal records for as long as the law requires, generally seven (7) years. Information related to a dispute or investigation may be kept until it is resolved.
6. Security
We protect data with industry-standard measures, including:
- encryption in transit (TLS);
- encryption at rest for our primary database and file storage;
- role-based access limited to personnel who need it;
- optional two-factor authentication for user accounts;
- logging and monitoring;
- vendor security review.
No system is perfectly secure. If a breach affects your personal information, we will notify you as required by law.
7. Your Rights and Choices
- Access, correction, export, deletion. Update most information in your account settings, and export your content using the export tools in the Service. To request a copy or deletion of your personal information, email privacy@tepintasks.com. We will verify your identity and complete deletion requests within seven (7) days of verification, and respond to other requests within the time the law requires.
- Marketing. Use the unsubscribe link in any marketing email or contact us. Service and security messages will continue while you have an Account.
- Integrations. Disconnect any integration in your settings, or revoke access with the third-party provider.
- Content held by our customers. If a coach, VA, or other TepinTasks customer collected your information, contact them first. We will help them respond.
8. State Privacy Rights
Depending on where you live, including California, Colorado, Connecticut, Virginia, Texas, and other states with privacy laws, you may have the right to:
- know what personal information we collect, use, and disclose;
- access, correct, or delete it;
- obtain a portable copy;
- opt out of sale, targeted advertising, or profiling with significant effects. We do not engage in these.
We will not discriminate against you for exercising these rights. You may use an authorized agent. If we deny a request, you may appeal by replying to our decision.
9. International Users
TepinTasks is based in the United States, and the Service’s data is hosted in the United States. The Service is directed to users in the United States. If you use it from another country, you understand that your information will be transferred to and processed in the United States.
10. Children
The Service is for business use by adults and is not directed to anyone under 18. We do not knowingly collect personal information from children under 13. If we learn we have, we will delete it. Separately branded offerings built on the Service may have their own age terms, which govern where they apply.
11. Changes to This Policy
We will post updates here with a new effective date. For material changes, we will notify you by email or in the Service before they take effect. Prior versions are available on request.
12. Contact Us
Spicy Technology Group, LLC, d/b/a TepinTasks
7512 Dr. Phillips Blvd., Suite 50-269
Orlando, FL 32819
privacy@tepintasks.com