Your privacy in Teamfold

Who we are

Teamfold is operated by SYNO LABS LLP. This notice explains how we handle personal information when you visit the Teamfold website, contact us or use Teamfold. For privacy questions and requests, contact us at contact@teamfold.ai.

Organisations and shared workspaces

An organisation using Teamfold may provide a shared workspace for its authorised users. Depending on the features available and the organisation’s settings, workspace information may be accessible to its authorised users and administrators. An organisation is responsible for deciding what information its users submit and for providing any notices and obtaining any permissions required for its use of Teamfold.

We process workspace information to provide and support the service, subject to applicable law and our agreement with the organisation. If your information was entered into Teamfold by an organisation, you can contact that organisation about its use of your information. You may also contact us, and we will handle or direct your request as appropriate.

When you sign in

If you choose an external identity provider, Teamfold receives an identifier for your provider account, the email information supplied by that provider, and available profile information such as your name. A provider may supply a relay email address instead of your usual email. Teamfold accepts that address.

Teamfold uses this information to verify your sign-in, identify an existing connected account, and apply the invitation or waitlist rules. Sign-in requests basic identity information only. It does not connect your email, files, calendar or other workplace content. Connecting those services is a separate choice.

Teamfold does not receive your external identity provider password. If you connect a provider to an existing Teamfold password account, you must prove access to that Teamfold account. Email similarity alone does not connect accounts.

Website enquiries

The Teamfold website enquiry form asks for your name, work email, organisation and message. We use these details to respond to your enquiry. Do not include passwords, authentication tokens or sensitive customer information in the form. Submitting an enquiry does not create a product account, bypass admission or subscribe you to marketing emails.

The enquiry form is supplied by an external service provider and is subject to that provider’s privacy notice and terms. Responses are not shared with other respondents and remain subject to the retention and privacy-request provisions of this notice.

A form confirmation means your response was recorded. It does not mean that a person has read it or guarantee a response time. You can also contact Teamfold directly at contact@teamfold.ai.

Website analytics

The Teamfold marketing website uses Google Analytics by default to help us understand visits and improve the site. You can turn off tracking using Analytics preferences in the footer. Email contact@teamfold.ai for help turning off tracking and to request deletion of your analytics data. We may ask for the Analytics identifier shown in your browser’s Analytics preferences to locate the relevant records.

Our analytics service provider receives page views and technical information such as browser and device details, approximate location and pseudonymous cookie identifiers. Our analytics integration includes recognised public page paths, campaign attribution and referral sources. It excludes personal or sensitive URL data and does not send enquiry form answers, email addresses, account identifiers or product workspace content. Advertising features and cross-device advertising signals are disabled.

We store an analytics preference you choose in your browser for up to six months. Analytics cookies last for up to 90 days. Disabling analytics stops further collection by our integration and removes its analytics cookies from this browser. This does not automatically erase information already sent to the analytics service provider. User-level and event-level analytics data is retained for two months; aggregated reports may remain available for longer.

Our analytics service provider processes information on its infrastructure, which may be outside your country. You can contact us at contact@teamfold.ai about your privacy choices or requests. The embedded enquiry form is separate from analytics and follows the Website enquiries section above. Read the analytics provider’s data practices at https://policies.google.com/technologies/partner-sites.

Invitations and the waitlist

An invitation is required to create a new Teamfold account. Without an available invitation, Teamfold records your email in its waitlist. A name may be absent. If you use email signup, the email is the address you supply; if you use a provider, it is the verified address supplied by that provider.

The waitlist records your request so the Teamfold team can contact you manually when a slot opens. Joining the waitlist does not create a Teamfold account or give access to the product. It does not guarantee a place or an admission date. Invitation and conversion records help prevent duplicate redemption and preserve your admission history.

Information used in Teamfold

Depending on the features you use, we process account information, conversations, notes, attachments, saved memory, preferences, task results and information from services or devices you choose to connect. Workspace content may include customer and prospect details, visit notes, voice recordings and transcripts, photographs, documents, extracted information, tasks and follow-up context.

We use this information to provide the features you or your organisation use, maintain and secure the service, respond to support requests and meet applicable legal obligations. Some features may require device permissions, such as microphone or camera access. Access to those features depends on the permissions you grant and the features available.

Teamfold uses external hosting, storage and network service providers as well as your device to operate the service. Information is not stored solely on your device and may be accessed by authorised personnel for service operation, support and security.

AI and product improvement

Teamfold may use AI to process information for the features you or your organisation use, such as transcribing audio, extracting information from a photograph or document, producing summaries and suggesting follow-ups. Relevant information may be sent to an external provider for that purpose. AI-generated information can be incomplete or inaccurate.

We may use service usage information, diagnostics and feedback to maintain, secure and improve Teamfold. Subject to applicable law and our agreements, we may also use effectively anonymised information to understand patterns and improve our services. Information is effectively anonymised only where it cannot reasonably identify, single out or be linked back to a person, taking account of the means reasonably available to us or a recipient. Removing a name or substituting an identifier alone does not necessarily make information anonymous. We do not attempt to re-identify anonymous information or permit recipients to do so.

We use workspace content to provide and support the features an organisation chooses. Any use of identifiable workspace content for model training or improvement beyond providing those features requires the organisation’s express agreement, subject to applicable law. Any use of workspace content to train models shared across organisations requires the organisation’s express agreement, subject to applicable law.

External providers process information under the terms and settings applicable to the service and account involved. Their retention and training arrangements may differ. Our use and transfer of information received from connected workplace services is subject to applicable provider user-data policies, including restrictions on secondary use.

Sessions and security

Teamfold uses necessary browser storage, cookies and device storage to keep you signed in and recover interrupted sign-in attempts. Sign-in requests also involve technical information such as source IP addresses, timestamps and status records to limit abuse and investigate failures.

Sign-in proof and temporary authorization material are protected separately from ordinary application content. Session credentials are returned through the application’s secure connection. Authorization responses do not include third-party analytics. Analytics on the public marketing website, including its notice pages, follows the Website analytics section above. This statement does not assert that every other product surface has been audited for analytics.

The mobile app can send a limited set of reliability events to Teamfold, such as whether setup used a confirmed server or cached result and whether a document failed to render. These event payloads contain fixed event and outcome labels, not conversation text, documents or arbitrary diagnostic text. The request still uses your authenticated connection. Other service records can contain account and task context needed for operation and troubleshooting.

Who receives information

Service providers support hosting, storage, network connectivity, identity verification, application distribution and notifications. External identity providers process your use of their sign-in services under their own terms. Authorised Teamfold personnel may access records for support, security and service operation.

Teamfold uses external AI service providers for relevant tasks and may use services that you choose to connect. Relevant prompts, conversation context, files, audio or tool results may be transmitted to the provider used for the task. Signing in through an external identity provider alone does not grant access to your workplace content.

Providers may process information outside your country. Their retention and data-use terms depend on the service and account involved. Teamfold does not represent that every provider offers identical retention or training arrangements. Where law requires consent or a particular safeguard before a transfer or use, that requirement applies in addition to this notice.

Marketing and commercial use

We do not sell personal data. We do not use workspace content, including private conversations, uploaded files and connected-service content, to create advertising audiences. Information received through connected-service integrations, and information derived from it, is excluded from advertising, audience commercialisation and unrelated outreach.

We do not treat signing in, joining a waitlist or accepting these terms as blanket consent to unrelated marketing. Where we send marketing communications, we provide the choices required by applicable law, including a way to opt out.

How long information remains

Account details, connected identity references, admission history, waitlist entries and product content are retained for service operation, recovery and security. The current beta does not apply a single automatic deletion period to all of these records. Signing out or removing authorization in a provider’s settings does not delete your Teamfold data.

The identity service removes temporary encrypted authorization material from eligible expired flows after a further 24 hours, through periodic cleanup. Flows still processing or holding an active recovery lease are excluded until safe to clean. This does not delete the account, the waitlist ledger or completed admission records.

Memory-review settings can preserve a full audit history or apply selected cleanup to review content. The presence of a retention-days setting is not a promise that all saved memory is erased after that many days. Approved saved memory and historical task/workspace records have separate lifecycles.

Database backups use a separate retention configuration. Historical file and workspace backup versions currently have no general automatic expiry schedule. Deleting an active record therefore does not necessarily erase every older backup immediately. A deletion request must also address retained copies as explained below; the existence of a backup is not a blanket reason to refuse erasure.

Your choices and requests

You can choose whether to use a connected provider, cancel a sign-in attempt, and sign out of Teamfold. You can manage external identity-provider authorisation in that provider’s account settings. Revocation may affect a connected sign-in method and its sessions once the relevant notification is received; an already issued short-lived session can remain usable until it expires.

Contact contact@teamfold.ai for access, correction, waitlist removal, deletion or other privacy requests. Requests are handled manually by the Teamfold team. We may request proportionate information to verify your identity and locate the records concerned; do not send passwords or authentication tokens. This release has no in-app account-deletion or provider-disconnection control. Your applicable statutory rights are unaffected.

Account deletion and the 30-day period

Upon receipt of an account-deletion request, we will take reasonable steps to verify the requester and locate personal data associated with the account. Subject to any lawful retention requirement or exception, we will close the account and delete, or irreversibly anonymise where legally appropriate, associated personal data within our possession or control within 30 days after receipt of the request, or sooner where applicable law requires. The scope includes information reasonably retrievable through our ordinary systems and derived records that remain identifiable; it is not limited to the information originally supplied by you.

Where a particular extension or refusal is permitted by applicable law, we will explain the reason, relevant retained categories and the expected next steps within the original response period. We will not reset that period merely by requesting verification or rely on a general statement that deletion is technically inconvenient.

We may retain only information reasonably necessary for a specific legal obligation, an applicable exception, the establishment or defence of legal claims, or a minimal record needed to honour a request, where law permits. Such information is restricted to that purpose. Residual backup copies must be put beyond ordinary use and, where required, removed or made inaccessible under an applicable retention or erasure process. If a retained backup is restored, applicable deletion restrictions must be reapplied before the information is returned to ordinary use. We will explain any retained copies and the applicable basis rather than claiming all historical copies have disappeared.

To the extent permitted by law, deletion does not require us to re-identify genuinely anonymous statistical outputs solely to associate them with a requester, reconstruct personal data that no longer exists, or reverse processing lawfully completed before the request. This exception does not cover pseudonymous or derived information that still relates to an identifiable person, and does not exclude any non-waivable duty concerning processors, recipients or retained copies.

Age and availability

The minimum age is 13, subject to any higher age or other eligibility requirement under the law where you live. There are no product-specific country exclusions; applicable law, provider availability, invitation capacity and the private beta’s network requirements still apply.

This beta does not provide an age-verification or parental-consent process. Where parental authorization is required, access must await an appropriate authorization process; these words do not themselves collect that consent. The invitation process must respect those restrictions. Future advertising and outreach features require separate eligibility and data-use controls.

Contact and changes

Contact us at contact@teamfold.ai. Do not send passwords, invitation codes, provider codes or authentication tokens with a privacy or support request.

The effective date and revision appear on this page. Material changes to how Teamfold handles information will be announced through the product or your contact email.