DoneCaptain
Privacy Policy
Effective date: 21 October 2026
Your privacy matters to us. This Privacy Policy explains how DoneCaptain collects, uses, stores, and protects your personal information when you use our website, application, and AI-powered productivity services.
It also explains what information is shared with service providers, how long information is retained, and how you can exercise your privacy rights.
1. Who Is Responsible for Your Data?
DoneCaptain is operated by:
Christine Meyer
c/o Autorenglück #70786
Albert-Einstein-Str. 47
02977 Hoyerswerda
Germany
Privacy contact: privacy@donecaptain.com
Christine Meyer is the data controller within the meaning of the General Data Protection Regulation (GDPR).
For privacy-related questions, requests, or concerns, please contact us using the email address above.
2. What Information We Collect
We collect and process information necessary to operate DoneCaptain, provide its features, and maintain a reliable and secure service.
Account information
When you register for DoneCaptain, we process information such as:
- Your email address.
- Authentication information, including securely managed password credentials.
- Account identifiers, settings, and preferences.
- Information needed to manage your account and authenticate your sessions.
Authentication is provided through Supabase. We do not need access to your plaintext password to authenticate you.
Productivity and personal information
DoneCaptain stores information you choose to provide or create while using the service, including:
- Tasks, lists, categories, and calendar events.
- Daily planning information and routines.
- Notes, reflections, and Logbook entries.
- Personal preferences, goals, projects, and relevant context.
- Information you provide about people, relationships, interests, or activities.
- Your AI assistant's name, avatar, voice, and personality settings.
- Reminder and notification preferences.
You control what personal information you choose to enter into DoneCaptain.
Conversations and voice interactions
DoneCaptain provides text-based and voice-based AI assistance.
When you interact with the assistant, we may process:
- Text messages and instructions.
- Audio input used for voice interactions.
- Speech transcriptions.
- AI-generated responses.
- Relevant task, calendar, and personal context needed to fulfill your requests.
Voice and conversation content is processed to provide AI assistance, speech recognition, speech generation, and related functionality.
DoneCaptain does not automatically store complete recordings of your conversations as permanent audio files.
Temporary conversation information may be retained locally to support an active session or recover an interrupted session.
DoneCaptain can also create and store written summaries or Logbook entries based on conversations. These entries help the assistant recall relevant information in later interactions. They remain associated with your account until you delete them or your account.
Technical and usage information
We collect certain technical information necessary to operate, secure, and improve DoneCaptain, including:
- Device type and operating system.
- Browser and application version.
- IP address and general location information derived from technical connections.
- Device and session identifiers.
- App interactions and feature usage.
- Performance information and error reports.
- Notification delivery information.
Support and feedback
When you contact support or submit a bug report or feature request, we may process your contact information, message, and any diagnostic information you choose to provide.
Diagnostic information may include relevant technical details needed to investigate an issue. We limit diagnostic collection to what is necessary for the intended purpose.
3. Why We Process Your Information
We process personal information for the following purposes and legal bases under Article 6 GDPR.
| Purpose | Legal basis |
|---|---|
| Creating and managing your account | Article 6(1)(b) — performance of a contract |
| Providing productivity tools, synchronization, and AI assistance | Article 6(1)(b) — performance of a contract |
| Processing text and voice requests | Article 6(1)(b) — performance of a contract |
| Providing requested notifications and reminders | Article 6(1)(b), and consent where applicable |
| Providing technical support and handling requests | Article 6(1)(b) or 6(1)(f), depending on the request |
| Preventing abuse, protecting accounts, and maintaining security | Article 6(1)(f) — legitimate interests |
| Website analytics and advertising tracking | Article 6(1)(a) — consent |
| Complying with applicable legal obligations | Article 6(1)(c) — legal obligation |
Where we rely on legitimate interests, those interests include protecting our service, preventing misuse, maintaining reliability, and responding to security incidents.
Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing that occurred before withdrawal.
4. Artificial Intelligence and OpenAI
DoneCaptain uses artificial intelligence services provided by OpenAI to understand requests, generate responses, support voice conversations, and perform productivity-related actions.
Depending on the feature you use, the information processed by OpenAI may include:
- Your messages and spoken input.
- Speech transcriptions and audio.
- Relevant tasks, notes, or calendar information.
- Selected personal preferences and saved Logbook context.
- Instructions needed to perform an action or provide an appropriate response.
We share this information with OpenAI to provide the AI functionality you request. Voice functionality may transmit audio or speech transcripts.
OpenAI processes this information under its applicable business and API data-processing terms.
We inform users about relevant third-party AI processing and request permission where required.
AI-generated responses may be inaccurate. DoneCaptain should not be relied upon as a substitute for professional medical, legal, or financial advice.
5. Analytics and Advertising
With your optional consent, Google Analytics and Meta help us measure how people discover DoneCaptain and the performance of our marketing and advertising. Our internal product analytics are separate and do not depend on this choice.
Google Analytics
We use Google Analytics, a service provided by Google, for marketing and advertising measurement.
Google Analytics may process information such as:
- Pages visited and navigation activity.
- Interaction and usage events.
- Device, browser, and operating system information.
- Approximate geographic location.
- Cookie identifiers and other online identifiers.
We use this information to evaluate marketing and advertising performance.
Meta Pixel
We use Meta Pixel, an advertising and measurement technology provided by Meta Platforms.
Meta Pixel helps us understand how visitors interact with our website and evaluate the effectiveness of advertising campaigns on platforms such as Facebook and Instagram.
Depending on your consent and browser configuration, information processed may include:
- Website visits and page interactions.
- Actions taken on our website.
- Browser and device information.
- IP address.
- Cookies and other advertising identifiers.
Meta may process information received through its advertising technologies according to its own privacy policies and applicable terms.
We do not intentionally transmit the content of your private tasks, notes, Logbook entries, or AI conversations to Google Analytics or Meta Pixel for advertising purposes.
Your choices
Analytics and advertising technologies that require consent are activated only after you have provided that consent.
You can accept or reject optional analytics and advertising technologies independently of the essential functions of DoneCaptain.
You may also withdraw or change your consent through our website's cookie settings.
Rejecting optional tracking does not prevent you from using DoneCaptain's core productivity features.
For further information, please see:
6. Cookies and Local Storage
DoneCaptain uses cookies, local storage, and similar technologies.
Some are technically necessary for the service, while others support optional analytics and advertising.
Essential technologies help us maintain authentication, remember preferences, manage sessions, and ensure reliable application behavior.
Optional analytics technologies, including Google Analytics, help us measure marketing and advertising performance.
Advertising technologies, including Meta Pixel, help us measure advertising performance.
Non-essential tracking technologies are subject to your consent.
You can manage optional tracking through our cookie settings. You can also manage or delete stored cookies through your browser.
Removing essential storage information may require you to sign in again or reset certain preferences.
7. Service Providers and Data Recipients
We use selected external service providers to operate DoneCaptain.
| Provider | Purpose |
|---|---|
| Supabase | Authentication, account management, and database storage |
| Cloudflare | Website infrastructure, backend processing, and security |
| OpenAI | AI-generated responses, speech processing, and conversational functionality |
| Google Analytics | Marketing and advertising measurement |
| Meta Platforms | Advertising measurement and campaign analytics |
| Google Firebase | Mobile push notification infrastructure |
| Resend | Transactional and reminder email delivery |
| GitHub and Linear | Processing developer requests, bug reports, and related development workflows |
Each provider receives information relevant to the services it performs.
We do not sell your personal information.
We may also disclose information where legally required, where necessary to protect against serious misuse, or where needed to establish, exercise, or defend legal claims.
8. International Data Transfers
Some of our service providers operate internationally, including in the United States.
As a result, personal information may be processed or transferred outside the European Union or European Economic Area.
Where required, international transfers are protected through applicable mechanisms, which may include:
- European Commission adequacy decisions, including the EU-US Data Privacy Framework for eligible participating organizations.
- European Commission Standard Contractual Clauses.
- Additional contractual or technical safeguards where appropriate.
You may contact us at privacy@donecaptain.com to request information about the safeguards applicable to transfers of your personal data.
9. How Long We Keep Your Information
We retain personal information only for as long as necessary for the purposes described in this policy, or where continued retention is required by law.
Our general retention practices are:
Account information and productivity data: Retained while your account is active, unless you delete individual information or request account deletion.
Saved Logbook entries and personal context: Retained until you delete them or your account.
Temporary conversation data: Retained only as necessary to support active conversations and temporary session recovery. Local recovery snapshots may remain available for up to 48 hours before expiry.
Technical analytics: Raw session analytics are generally subject to a 30-day retention period. Aggregate statistics that no longer identify individuals may be retained for longer to understand service performance and trends.
Support requests and bug reports: Retained for as long as necessary to investigate and resolve the relevant issue. Information copied into external development or support systems may require separate deletion.
Provider records: External service providers may retain limited operational information according to their applicable retention policies and legal obligations.
When information is no longer needed, we delete or anonymize it as appropriate.
Backups and technical recovery systems may retain information temporarily according to their applicable retention schedules.
10. Notifications
DoneCaptain offers optional email and mobile push notifications to help you stay informed about tasks, calendar events, and planning activities.
To provide notifications, we may process:
- Your notification preferences.
- Your account email address.
- Relevant reminder details.
- Mobile device registration tokens.
- Technical information necessary for notification delivery.
Email notifications are processed using Resend. Mobile push notifications use Firebase and the relevant mobile platform's notification infrastructure.
You can manage notification preferences within DoneCaptain and, for mobile notifications, through your device settings.
11. Account Deletion and Data Control
You can delete your DoneCaptain account directly within the application.
To do so, open:
Settings → Danger Zone → Delete my account
After confirming your request, your DoneCaptain account and associated personal data in our account database are permanently deleted.
This action cannot be undone.
DoneCaptain also provides a separate option:
Settings → Danger Zone → Delete all my data
This resets supported productivity information and settings without deleting your account.
If you have submitted support requests or developer reports that were copied into external systems, you may contact privacy@donecaptain.com to request deletion of associated personal information from those systems.
Information that must be retained to meet applicable legal obligations may be retained only to the extent and for the period required.
Information already irreversibly anonymized or included in statistics that cannot identify you is no longer personal data and may remain in aggregated form.
12. Your Rights Under GDPR
Subject to applicable legal conditions, you have the right to:
- Access: Request information about the personal data we process about you.
- Rectification: Request correction of inaccurate or incomplete information.
- Erasure: Request deletion of personal data.
- Restriction: Request that we limit certain processing activities.
- Data portability: Request a copy of qualifying information in a structured, commonly used, machine-readable format.
- Objection: Object to processing based on legitimate interests, including certain direct marketing activities.
- Withdrawal of consent: Withdraw consent where consent is the legal basis for processing.
You also have the right not to be subject to certain decisions based solely on automated processing where Article 22 GDPR applies.
DoneCaptain provides AI-generated assistance and suggestions, but does not use AI to make decisions producing legal or similarly significant effects about you.
To exercise your rights, contact:
privacy@donecaptain.com
We will respond within the time limits required by applicable law. We may request reasonable verification of your identity before providing or deleting personal information.
You also have the right to lodge a complaint with a data protection supervisory authority.
The supervisory authority associated with the controller's stated German address is:
Sächsische Datenschutz- und Transparenzbeauftragte
www.datenschutz.sachsen.de
You may also contact another competent supervisory authority in accordance with GDPR.
13. Data Security
We take reasonable technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, and loss.
These measures include, where appropriate:
- Encrypted connections for transmitting data.
- Secure authentication and session management.
- Restricted access to account information.
- Database access controls and user-specific permissions.
- Protection of service credentials and backend infrastructure.
- Monitoring and maintenance of security-related systems.
No online service can guarantee absolute security. We continuously work to maintain and improve appropriate protections.
14. Age Requirements
DoneCaptain is intended for individuals aged 18 or older.
We do not knowingly offer the service to children under 18 or intentionally collect personal information from them.
We do not require users to provide their date of birth as part of ordinary account registration.
If we learn that an account belongs to a person under 18, we may take appropriate steps to close the account and delete associated personal information.
Parents or guardians who believe that a minor has provided personal information may contact privacy@donecaptain.com.
15. Information You Choose to Provide
Creating a DoneCaptain account requires certain information, such as an email address and authentication credentials.
Additional personal details, preferences, notes, and productivity information are provided at your discretion.
Some features may require access to specific information or device permissions, such as microphone access for voice interactions.
If you choose not to provide required information or permissions, the corresponding feature may not be available.
16. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes to our services, technologies, legal requirements, or data-processing practices.
The current version will be available on the DoneCaptain website.
When changes are significant, we will provide appropriate notice.
The effective date shown at the beginning of this policy indicates when the current version took effect.
17. Contact
For questions about this Privacy Policy, your personal information, or your data protection rights, please contact:
Christine Meyer
c/o Autorenglück #70786
Albert-Einstein-Str. 47
02977 Hoyerswerda
Germany
Email: privacy@donecaptain.com