Privacy policy
This policy explains what personal information the Freero service at https://freero.app/ collects, what it is used for, who else handles it, how long it is kept, and what you can do about it. The service is operated by Kaiten Gaming LLC (“we”, “us”). Questions and requests: support@freero.app.
Freero is also open-source software that anyone can run. This policy covers only the service at this address. If you use a Freero server someone else runs (your employer’s, for example), that operator’s policy applies instead.
1. What we collect
Your account
- Your name, email address, cursor colour and, if you add one, a profile picture.
- Your password, stored only as a salted scrypt hash. If you turn on two-step verification, its secret (encrypted) and your recovery codes (hashed).
- If you sign in with a provider (such as Google or Microsoft) or your organization’s single sign-on: that provider’s identifier for you and the email address it gives us.
- Whether your email address is verified, when you joined, and your notification and email preferences.
What you create and share
- Boards and docs and everything on them: notes, text, shapes, cards, drawings, comments, votes, templates you save, version history, and private drafts (which only you can see).
- Files you upload: images, PDFs, other attachments, and walkthrough recordings, which can contain your voice and, if you turn the camera on, your face.
- Answers, questions and upvotes in live activities. Ones marked anonymous are shown to others without your name, but the server still knows who sent them.
- Who you invite (their email address), who you share with, the roles you give, and requests for access.
When you use the service
- For each signed-in browser: its IP address, browser and device type (user agent), how and when you signed in. We use these to show you your sessions, to tell you about sign-ins from a new browser and to protect your account. The location shown next to a session is estimated from the IP address on our own servers; the address is not sent to anyone for that.
- Request logs: the IP address, your account id, the page or API path (never the query string, request body, email address or password), the response and its timing.
- An audit log of security-relevant actions: sign-ins, changes to your sign-in methods, exports, sharing changes, and every call a connected app or token makes (the app, the tool or endpoint, the board, the outcome, the IP address).
- An activity feed of changes on each board (who changed what kind of item, when), shown to people on that board.
- Events about boards, used for the search index and for webhooks a team sets up: what changed, by whom, and the text of items and comments up to 280 characters.
Visitors without an account
If a board’s owner lets guests in, you can join with only a name you choose. We keep that name and a guest session (a cookie, for 12 hours) and log requests as above.
Reports and messages
If you report content, we keep the report (the reason, your note, and your account or the contact address you give us). We don’t store the IP address you send it from: only a keyed hash of it, to see when one source floods the queue. If you write to us, we keep the correspondence.
If you use Report a problem (for something broken or confusing), we keep what you send: your note, whether we may contact you about it, and, unless you remove it before sending, a screenshot of the Freero window as you saw it, which can show board content and names. The report also carries diagnostics the dialog lists before you send it: the page you were on (without its query string), the board and your role there, the app version, your browser and operating system, the window size, the time, and the last errors and failed requests the app noticed (with tokens, email addresses and query strings removed). Only Freero’s operators can see reports, and you can see the status of your own in Account settings.
What we don’t do: we don’t sell personal information, show advertising, track you across other sites, or use your boards, docs or files to train AI models. These marketing pages load no analytics script, and the app has none.
2. What we use it for
| Purpose | What it involves | Legal basis (EEA / UK) |
|---|---|---|
| Running the service | Accounts, boards, sharing, real-time collaboration, search, exports, notifications you asked for | Performing our contract with you |
| Keeping accounts and the service safe | Sign-in protection, new-device notices, rate limits, the audit log, investigating abuse | Legitimate interests (security); legal obligations |
| Moderation | Reviewing reports, removing content, suspending accounts, handling appeals | Legitimate interests (a safe service); legal obligations |
| Emails about your account and boards | Verification, security notices, invitations, mentions and digests (you choose which digests you get) | Performing our contract; legitimate interests |
| Operating and fixing the service | Logs, error reports and aggregate metrics (request counts and timings, never content) | Legitimate interests |
| Problems you report | Reading your note, screenshot and diagnostics to find and fix what went wrong, and telling you when it is fixed | Legitimate interests (a working service); your choice to send the report |
| Legal requirements | Answering lawful requests, keeping records the law requires | Legal obligation |
We don’t send marketing email. If that ever changes, it will be opt-in.
3. AI features and connected assistants
Freero’s built-in AI actions
Actions such as “Generate ideas”, “Cluster by theme” or “Summarise” send your prompt and the board content the action reads (the items you selected, or the board as you see it, never other people’s private drafts) to an AI model provider. On this service that is no AI model provider for the whole service: AI features are off. Team workspaces cannot connect providers of their own on this service. We don’t store your prompts, the content sent or the model’s answers; we keep usage counts (requests and tokens per month) and an audit entry for each request, without any text. The provider handles the request under its own terms.
Assistants and apps you connect (Claude, ChatGPT, others)
You can connect an AI assistant or another app to your account over Freero’s MCP server or REST API. Nothing is shared with an app until you connect it and approve the permissions on the consent screen (by default: read your boards and propose changes). A connected app acts for you, with your access, and only within those permissions. It receives what its requests return, such as board text, item ids and links; board content is marked as untrusted for the assistant. We receive the requests the app sends us, not your conversation with the assistant: the assistant’s provider handles that under its own privacy policy.
When an assistant shows a board live in the conversation, the board loads from our servers into your browser with a short-lived token for that one board; it sets no cookies and the assistant doesn’t receive the board’s content through it. Every call an app makes is recorded in the audit log. You can disconnect an app or revoke a token at any time in Settings, and it stops working on its next request.
4. Who else handles it
People you work with
What you put on a board is visible to the people who can open it: its members, the members of its team workspace, and anyone with its link if link sharing is on. Your name and cursor appear to people on the same board. Team workspace admins can see members, export the workspace and read its audit log (see Team workspaces).
Service providers
These process data for us, under contract, only to run the service:
| What | Who | Data |
|---|---|---|
| Hosting and database | Railway Corporation (United States, US West region) | Everything the service stores |
| File storage | S3-compatible object storage at t3.storageapi.dev | Uploaded files, exports, board thumbnails |
| Email delivery | the email delivery service at smtp.resend.com:465 | Your email address and the message |
| AI model provider | no AI model provider for the whole service: AI features are off | Prompts and board content of AI actions you run |
| Error tracking | No error-tracking service is used: errors stay in the server’s own logs. | Error details, request method and path, account id |
| Web fonts | Google Fonts (Google LLC) | The app loads its fonts from Google’s servers, which receive your IP address and browser details when a page loads |
Services you choose to connect
- Sign-in providers (Google, Microsoft, your organization’s identity provider): if you sign in with one, it tells us who you are.
- Issue trackers (Jira, Linear, GitHub): if you or your team connect one, the items you send become issues there, and issue details come back onto your boards.
- Webhooks: admins of a team workspace can send the workspace’s board events to addresses they choose (for example a chat tool).
- Embedded content: a video, design file or call link someone puts on a board loads from its own site (which then sees your IP address) only after you click it.
- Link previews: when someone pastes a link, our server fetches that page to show its title and image. The site sees our server, not you.
When the law requires it
We disclose information when we must by law, or when it is necessary to protect someone’s safety, to investigate abuse of the service or to enforce our terms. Where we are allowed to, we tell the person concerned first. If the service or its operator changes hands, this policy continues to apply to the data transferred, and we will tell you.
We don’t sell or “share” personal information as the California Consumer Privacy Act defines those terms, and we have not done so in the past 12 months.
5. Cookies and browser storage
The app uses only cookies it needs to work. None are for advertising or analytics. The marketing pages set no cookies.
| Cookie | What for | How long |
|---|---|---|
| freero_session | Keeps you signed in | Up to 30 days, or until you sign out |
| freero_device | Recognises this browser, so a sign-in from a new one can be reported to you | 400 days |
| freero_2fa, freero_oidc, freero_sso, freero_tracker_oauth | Hold a sign-in or connection step in progress | 10 minutes |
| freero_guest | Your guest session on a board, without an account | 12 hours |
The app also keeps small preferences in your browser’s local storage (for example the last sticky-note colour you used), and an installed app keeps a copy of Freero’s own code for offline start-up. These never leave your device.
6. How long we keep it
| Data | Kept |
|---|---|
| Your account, boards, docs and files | Until you delete them or your account |
| A deleted account | Recoverable for 14 days, then deleted for good (boards you own go with it; team boards pass to a team owner) |
| Boards in the trash | 30 days (a team workspace can set a different period) |
| Version history of a board | Thinned over time (hourly for a day, daily for a month, weekly after); named versions are kept until you delete them |
| Files no board, template or profile uses any more | Deleted within a day |
| Your data export (ZIP) | 7 days, then the file is deleted |
| Board events and webhook deliveries | 30 days (deliveries 30 days) |
| Activity feed | 90 days |
| Audit log | 365 days by default (a team workspace can set its own period) |
| Sign-in sessions and emailed links | Until they expire (minutes to 30 days) or you sign out |
| Request logs | Up to 90 days, as our hosting provider keeps them |
| Database backups | Up to 30 days, then deleted |
| Moderation records | Kept as the record of what was decided and why. A removed file’s kept copy is deleted after 30 days unless a report or appeal about it is still open. |
| Problems you report (note, screenshot, diagnostics) | Until we close the report (fixed, won’t fix or a duplicate), then 90 days, after which the report and its screenshot are deleted; and always with your account |
When your account is deleted, comments you wrote on other people’s boards stay on those boards with the author shown as “Deleted user”. Copies of your data in database backups are not edited out: they are deleted with the backup, at most 30 days after your data was deleted.
7. Your choices and rights
- See and export your data: Account settings → Your data → Download my data. You get a ZIP with your account details, your boards and docs, your comments on others’ boards, your files, memberships, notifications, app connections and activity, with a README explaining each file. Where a board’s settings allow downloads, you can also save a board as a
.freerobackup file. - Correct it: change your name, email, picture and preferences in Account settings.
- Delete it: delete items, boards and files at any time; delete your whole account in Account settings → Delete account (signed out everywhere at once, recoverable for 14 days).
- Control apps: see, pause and disconnect connected apps and tokens in Settings.
- Emails: choose which notification emails you get, or unsubscribe from the link in any digest. Security notices can’t be turned off.
Depending on where you live (for example under the GDPR in the EEA and UK, or the CCPA in California), you may also have the right to know what we hold about you, to object to or restrict some processing, to data portability, to withdraw consent, and not to be treated differently for exercising these rights. To use a right the settings don’t cover, write to support@freero.app from the address on your account. We may ask you to confirm it is you, and we answer within one month (45 days under the CCPA). Someone you authorise can make a request for you if they can show they act for you. You can also complain to your local data protection authority.
8. Team workspaces
If you work in a team workspace an organization runs, that organization decides who is in it and how its boards may be shared. Its admins can see members and their activity, export everything in the workspace, read its audit log, set retention periods and, with single sign-on or SCIM, manage your access. For data in such a workspace we act on the organization’s instructions, so some requests are best sent to its admins; we will help them answer you.
9. Security
Connections are encrypted (HTTPS). Passwords are hashed; two-step secrets, AI keys and integration tokens are encrypted at rest; tokens and API keys are stored only as hashes. Access by apps is limited to the permissions you grant, and every app call is audited. More on the security page. No system is perfectly secure: if we learn of a breach affecting your data, we will tell you and the authorities as the law requires. To report a vulnerability: security@freero.app.
10. Where your data is processed
The service runs on Railway Corporation (United States, US West region). If you use it from elsewhere, your data is transferred there. Where the law requires safeguards for such transfers (for example from the EEA or UK), we rely on the European Commission’s standard contractual clauses or another lawful mechanism.
11. Children
Freero is not meant for children. You must be at least 16 to create an account. We don’t knowingly collect information from children under 16; if you believe a child has given us personal information, write to support@freero.app and we will delete it.
12. Changes to this policy
If we change this policy in a way that matters, we will tell you by email or in the app before the change takes effect. The date at the top says when it last changed.
13. Contact
Kaiten Gaming LLC. Email: support@freero.app. For help with the service, see Support.