Privacy Policy

Draft — not yet in effect. Effective date: [DATE]

This document has not been reviewed by a lawyer. It describes what AhsomO actually does with data, written from the application's own behaviour, and is accurate on the facts. It is not legal advice, and the highlighted passages are decisions that need a qualified opinion before this page is published.

1. Who this policy is from

AhsomO is workplace engagement software. It is sold to employers, who make it available to the people who work for them.

[COMPANY LEGAL NAME], of [POSTAL ADDRESS], operates AhsomO. You can reach us about anything on this page at [PRIVACY CONTACT EMAIL].

2. Who decides what happens to your data

This depends on how you got your account, and the difference is real rather than cosmetic:

If you use AhsomO through your employer, your employer decides what is collected and why. We only handle it on their instructions. In the language of data protection law, they are the controller and we are the processor. If you want your data corrected or deleted, your employer is the first place to ask — and they can do most of it themselves from the Admin Panel.
If you signed up for an independent volunteering account, there is no employer in the picture. You created the account yourself, and we decide how that data is handled — so we are the controller and you can come straight to us.

Whether that controller/processor split is stated correctly for your target markets, and whether a Data Processing Agreement needs to be offered to customers as standard (most enterprise buyers will require one before signing).

3. What we collect

Everything below is data the application genuinely stores. We have not listed categories we don't collect.

Category	What it is	Where it comes from
Account	Your name, email address, a hashed password, your role, and which company you belong to.	You, when you sign up; or an administrator who created the account.
Profile	Profile photo, contact card (name, organization, email, phone), and your answers to profile questions — hobbies, interests, pets, things you collect, favourite vacation, and similar.	You. All of it is optional.
Job details	Job title, location, focus, and start date.	Your manager or an administrator — not you. AhsomO maintains these top-down by design.
Activity	Events you create or sign up for, volunteer hours, shoutouts you send and receive, personal goals, and pick-em game entries.	You, by using the app.
Messages	Direct messages between you and one other person at your company, and whether they've been read.	You.
Survey answers	Your responses to the weekly survey.	You. See section 4 — these are not shown to anyone with your name attached.
Payments	Amount, currency, status, and the payment processor's reference numbers, for volunteering accounts that pay to promote a volunteer posting. We never see or store card numbers.	Stripe, our payment processor.
Technical	A session cookie that keeps you signed in, and your IP address, which is counted briefly to stop password guessing and bulk account creation.	Automatically, as you use the site.
Administrative records	A log of significant administrative actions — who changed a setting, who created or removed an account — and when a password reset was requested.	Automatically, for security and accountability.

We do not use tracking cookies, advertising cookies, or third-party analytics. The only cookie AhsomO sets is the one that keeps you signed in, and it is required for the site to work at all.

The no-tracking-cookies statement is true today. If analytics are ever added, this section and the cookie position both have to change, and a consent banner may become necessary in the EU and UK.

4. Who can see what

This is the part people actually want to know, so it is stated precisely:

Weekly survey answers are anonymous to the people who read them. Results are returned without any identifying information attached. Your identity is recorded only so the system knows you have already answered this week and doesn't ask twice — it is never returned alongside your answer.
Direct messages are visible only to you and the person you exchanged them with. There is no administrator view of other people's messages.
Your profile, shoutouts, and event sign-ups are visible to colleagues at your company — that is the point of them.
Personal goals are yours alone.
Nothing crosses between companies, with one deliberate exception: a volunteer opportunity posted publicly by an independent volunteering account is shown to every company. When you sign up for one, the organizer can see that you are attending; other companies' employees cannot see you at all.

5. Companies we rely on

Running AhsomO means a handful of other companies process data on our behalf. We do not sell your data to anyone, and none of these are advertising businesses.

Who	What they do	What they hold
Render	Runs the application	Everything, in transit through the server
Neon	Hosts the database	Everything stored, in the United States
Upstash	Holds sign-in sessions	Session records
Stripe	Takes payments	Card details and billing information — these go to Stripe directly and never reach us
Resend	Sends email	Your email address and the contents of messages we send you, such as password reset links

Confirm this list before publishing and re-confirm whenever a provider changes. Data is stored in the United States: if AhsomO is sold to customers in the EU or UK, a lawful transfer mechanism (Standard Contractual Clauses, and a transfer risk assessment) is needed, and this section should name it.

6. How long we keep things

While your account exists, the data attached to it stays. When an account is deleted, the personal data attached to it is deleted with it. Payment records are kept separately from the events they relate to, because what somebody actually paid is a financial record.

Concrete retention periods need to be set and stated here — how long after account deletion, how long administrative logs are kept, and how long payment records are kept for tax and accounting purposes (often six or seven years, depending on jurisdiction).

7. Your rights

Depending on where you live, you may have the right to see a copy of your data, correct it, delete it, object to how it is used, or ask for it in a portable format. To exercise any of these, contact [PRIVACY CONTACT EMAIL] — or, if you use AhsomO through your employer, ask them, since they control the data and we act on their instructions.

Self-serve data export and deletion are not built yet, so these requests are currently handled by hand. State a response time here you can actually meet — under GDPR that is one month.

8. Security

Passwords are stored hashed with bcrypt and are never recoverable, by us or anyone else. Sign-in sessions use cookies that JavaScript cannot read, and are sent only over HTTPS. Every request is checked on the server against your role and your company — the interface hiding a button is never what keeps you out of something. Password reset links are single-use, expire within an hour, and are stored only as a hash; using one signs out every other session on the account.

No system is perfectly secure, and we don't claim otherwise.

Breach notification: who is told, how fast, and by whom. GDPR requires notifying a supervisory authority within 72 hours, and US state laws have their own deadlines. This needs a written internal process, not just a sentence here.

9. Children

AhsomO is workplace software and is not intended for anyone under 16. We do not knowingly collect data from children.

10. Changes to this policy

If we change this policy in a way that matters, we will say so in the app before the change takes effect, and update the date at the top.

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