Privacy Policy

Toffee Planner ("Toffee", "we", "us") is provided by Beonline Ltd, a company registered in New Zealand. This policy explains what we collect, why, where it is stored and what you can do about it. We have tried to keep it short and plain.

If you have a question, write to us at hello@toffeeplanner.com.

The short version

• We collect what Toffee needs to plan your day: your account, your tasks and your categories.
• When you speak to Toffee, your voice is sent to OpenAI to be turned into text. Toffee does not keep the recording.
• We never sell your data and never use it for advertising.
• Our product analytics never include what you write or say.
• Account export and deletion controls are planned. During the private beta, contact us for a copy of your data or an account-deletion request.

What we collect

Protected test versions use fictional accounts and data in a separate database. Google Calendar, outbound email and product/performance analytics are disabled there. If AI is enabled for a test, fictional text/audio is processed by OpenAI in the same way described below; hosting providers still keep operational logs.

Your account. Your email address and a password. We store the password only as a secure hash, so we never see it.

What you add to Toffee. Tasks, notes, categories, due dates and times, reminders, repeat rules, items in your Day Jar, Trolley and Idea Box, and anything in Trash.

About you (optional). In Settings you can add names people use for you, your email addresses and organisations or teams. About you is used only to help Toffee find your actions in emails and notes. These lists are stored for that purpose; import matching is not enabled in this release. They are not used for advertising.

Voice. When you use the microphone, your audio is streamed or sent to OpenAI to be transcribed. Toffee does not store the audio. The text that comes back is used to create your tasks.

Text sent for understanding. What you type or say is sent to OpenAI so Toffee can work out the task, the date, the category and similar details. When you choose “Suggest details with AI” for a project, its name is sent to OpenAI to suggest a description and keywords. You can review and edit the suggestions before saving.

Google Calendar, if you connect it. We ask Google for access to your calendar and your email address. We use this access only to create and update events for your Toffee tasks in a separate Toffee calendar, and to show which Google account is connected. You can disconnect at any time in Settings.

Feedback. If you send us feedback, we store your message. If you tick "Include what I just said", we also store that text with it.

Usage limits. We count how many AI requests and how many seconds of voice you use each day, so we can keep the service fair and affordable. We store the counts, not the content.

Product analytics. We record pseudonymous, account-linked events about how the app is used, for example "a capture was confirmed" or "the Day Jar was opened". These events never include task titles, notes, what you said or your email. We use an internal account ID, not your name. We do not send person properties, page URLs or referrers to PostHog, and session replay is off. You can switch analytics off in Settings under "Help improve Toffee", and we respect your browser's Do Not Track setting.

Technical data. Our hosting providers keep standard server logs, such as request times and errors, for security and reliability. We do not add your task content to these logs.

Essential cookies. We use cookies to keep you signed in and protect account connections. If a Google Calendar connection needs permission, a cookie can remember to show Reconnect for up to 30 days. This cookie is tied to your Toffee account and is cleared when you successfully reconnect or disconnect; it is not used for advertising or analytics.

Browser preferences. Your Sound setting, All tasks sort choice, and Colour task cards by project setting are stored on your device, not in your Toffee account or sent to analytics. They apply to Toffee tabs in the same browser. If browser storage is unavailable, the choices last for the current tab.

Why we use your data

• To provide Toffee: store your tasks, understand what you say, and sync with your calendar if you ask us to.
• To keep Toffee secure and fair: prevent abuse and apply daily usage limits.
• To improve Toffee: understand which features help, using pseudonymous analytics and the feedback you choose to send.
• To contact you about your account, if we ever need to.

We do not sell your data, share it with advertisers or use it to build advertising profiles.

AI and your data

Toffee uses OpenAI to transcribe voice and to understand tasks. Under OpenAI's API terms, data sent through the API is not used to train their models by default. OpenAI may keep it for a limited time to monitor abuse. You can read OpenAI's policies (opens in a new tab).

AI can make mistakes. Toffee shows you what it understood before anything is saved, so you stay in control.

Who we share data with

We use a small number of trusted providers to run Toffee:

We only share what each provider needs to do its job. We may also disclose information if the law requires it.

Storing data outside New Zealand

Some of our providers store or process data outside New Zealand, in Australia, the United States and the European Union. Under the Privacy Act 2020, we take reasonable steps to make sure these providers protect your information to a standard comparable to New Zealand law, including through their contractual and security commitments.

How long we keep data

• Your tasks and account: for as long as you have an account.
• Trash: deleted tasks stay in Trash for 30 days, then are removed permanently.
• Account deletion requests: contact us during the private beta. We will explain the deletion process and any information we need to retain. An automatic seven-day cancellation period is not available.
• Backups: our providers keep backups for a short period, after which deleted data is overwritten.
• Voice audio: not stored by Toffee.

Your choices and rights

Under the New Zealand Privacy Act 2020 you can ask to access the personal information we hold about you and ask us to correct it.

In Toffee you can:

• Request a copy of your data: contact us during the private beta. The planned Settings export will include categories, tasks (including Trash), feedback and any About you lists.
• Request account deletion: contact us during the private beta. The Settings deletion control is not available yet. About you data belongs to your account and is removed when that account is deleted.
• Switch off analytics: Settings, then "Help improve Toffee".
• Disconnect Google Calendar: Settings, then Google Calendar.

For anything else, email hello@toffeeplanner.com. If you are not happy with our answer, you can contact the Office of the Privacy Commissioner (opens in a new tab).

Security

We protect your data with encryption in transit, secure password hashing, and database rules that keep each person's data separate. No system is perfect. If a privacy breach is likely to cause serious harm, we will tell you and the Privacy Commissioner, as the law requires.

Children

Toffee is not intended for children under 16.

Changes to this policy

If we make an important change, we will tell you in the app before it takes effect. The date at the top shows when this policy was last updated.

Contact

Beonline Ltd, New Zealand
hello@toffeeplanner.com