Privacy Policy (SelfManager.ai)

Last updated: October 22, 2026

1) Who we are

Controller: SelfManager.ai, Romania, Carasova nr. 484
Contact:marian@selfmanager.ai
This policy covers selfmanager.ai and related subdomains/apps (the "Service").

2) Personal data we collect

  • Account data: name, email, password (hashed), preferences.
  • Customer Content: items you add or create in the Service.
  • Docs: the files you and the people on a table add to its Docs section (PDF, Word, Excel, PowerPoint, OpenDocument and text files, up to 50 MB each), kept until the doc, its table or your account is deleted. When a doc is added, our servers read its text once, so that SelfManager's AI, and AI assistants you allow, can use it. A Word, PowerPoint or OpenDocument text or presentation file is also made into a PDF, for the AI to see it as it looks, by a converter that runs in our own Google Cloud project and can reach nothing outside it; your file is not sent to any other company for this. What was read of a doc, and its PDF, are deleted with it.
  • Payment & billing data: subscription status and transaction metadata processed by Stripe; we do not store full payment details.
  • Usage & device data: IP address, device/browser, logs, events, crash/error reports.
  • Cookies/Local storage: essential cookies for login, security and preferences, plus — with your permission — analytics cookies. See our Cookie Notice for the full list.
  • Dictated recordings: when you dictate into an AI box, a new row, a comment or a note, the recording is first kept on your device, until its words are in place, or for up to 14 days if transcription fails or they never get there, so you can try again. To be transcribed it is uploaded to our storage, and deleted as soon as its words are in; if transcription fails it is kept for up to three tries, so trying again doesn't upload it again, and one nobody comes back to is removed automatically within four days. Only the words it produced are kept, for 24 hours, so that retrying after a lost connection doesn't charge you again. A comment or note you dictate is stored with your account only if you choose to keep the recording; you can delete it at any time from All Recordings. Audio you record in a table's Audio section is kept on your device until it has uploaded, or for up to 14 days if the upload fails.
  • Product analytics: with your permission, which pages and features you use, and how you interact with them. Microsoft Clarity may record a replay of your session (clicks, scrolling, mouse movement). The contents of your tables, tasks, notes, comments and images are never sent to any analytics provider.
  • Connected apps: the AI assistants and personal API keys you connect, what each may do, when it was last used, and a list of what it changed (see section 5).
  • Support/Comms: messages you send us (email/support).

3) How and why we use data (legal bases)

  • Provide, secure, and maintain the Service (contract; legitimate interests).
  • Billing and account administration (contract; legal obligation; legitimate interests).
  • Support and service messages (contract; legitimate interests).
  • Product analytics & improvement — consent if you are in the EEA, UK or Switzerland, where we ask before setting any analytics cookie and you can withdraw at any time; legitimate interests elsewhere, where you can still opt out at any time.
  • Compliance & enforcement (legal obligations; legitimate interests).

4) Sharing

We use service providers acting under data‑processing terms, including:

  • Hosting: Google Cloud (infrastructure, database and file storage).
  • Payments: Stripe (payment and subscription processing).
  • AI processing: Google Cloud Vertex AI runs Google's Gemini models behind AI Plan, AI Review, voice transcription and read-aloud. Content you send to an AI feature, such as the tables you ask about and the images, transcripts and docs you include, is processed to produce your result and is not used to train the models. If you choose one of Anthropic's Claude models, that request and its answer go to Anthropic directly rather than through Google Cloud: Anthropic does not use them to train its models, deletes them within 30 days — or keeps them for up to 2 years if they are flagged for breaking its usage policies — and may process them outside your country. If you choose xAI's Grok, that request and its answer go to xAI directly rather than through Google Cloud: xAI does not use them to train its models, deletes them within 30 days, and may process them outside your country. If you choose one of OpenAI's GPT-6 models, that request and its answer go to OpenAI directly rather than through Google Cloud: OpenAI does not use them to train its models, may keep them for up to 30 days to check for abuse, and processes them in the United States. A request can include the names people use in SelfManager.ai — yours, and on a shared table the names shown with tasks, comments and mentions. A request to Anthropic, xAI or OpenAI also carries a coded identifier made from the account of the person using the feature (never an email address), so that company can look into misuse of its service. If the model you chose can't answer, Gemini answers instead, and the company you chose may already have received the request. On a shared table, an AI feature sends what the table holds — including what other members wrote, recorded or added, and their names — to the model picked by the person using it.
  • Analytics (only with your permission): Google (Google Analytics and Google Ads conversion measurement) and Microsoft (Clarity, including session replay).
  • Support: Tawk.to, which powers the live-chat widget on our public pages.
  • Email: Resend, for transactional email such as table invitations.

We may disclose information where required by law or during corporate transactions with appropriate safeguards.

5) AI assistants you connect

You can connect an AI assistant, such as Claude, to your account, or make a personal API key for your own tools. When you do, and only while it stays connected:

  • we send it the SelfManager data it asks for on your behalf: your display name, plan and timezone, the tables, tasks, notes, comments, deadlines, pins and repeating tables you can see, your AI History (the AI Reviews and chats you saved), and your journal if it asked for it when you connected, and, if you allowed it, the images on those tables (each as a picture re-encoded for it, without its location or camera data), voice recordings' transcripts, the text of the docs on those tables (as SelfManager read it from each file, never the file itself), and who added each image, recording or doc. A personal API key you allowed to see your images and voice recordings, or your docs, can also download their files through the API, as you can in SelfManager: an image or doc as it was uploaded (with anything the file itself holds, such as a photo's location), and a recording's audio. On a shared table, yours or one shared with you, that includes what other members wrote, added or recorded, and the names shown with it. It can also list the tables shared with you and the ones of yours other people can see, with the names and roles of the people on them (never their email addresses), and read your AI credits and what used them, as your AI Usage page shows (for a Team plan's owner, the team's too);
  • it can make only the changes you allowed when you connected it. A comment it writes, and each log line of a change it makes, says which app made it (for example "via Claude"), and everyone on that table can see it. A conversation it saves to your AI History is marked with the app's name too, and only you can see it. If you allowed it to write in tables other people can see, a comment it writes there can mention people on the table: each gets the notice they would get from you, with the app's name. If it rewrites or clears a day's journal line, we keep the line it replaced (up to 20 a day) so you can bring it back from that day's Self message; only you can see them, they are in your data export, and they go with your account;
  • if you allowed it to delete, it deletes one thing at a time: a task, a comment with its images and voice recordings, an image, a recording, a doc (if you also allowed it to read your docs), a table's notes, or a whole table, in a table only you can see, or, if you also allowed it to write in tables other people can see, your own comment in one of them. It can also delete a repeating table (the tables it already made stay) and, with your journal, clear a day's journal line (kept, as above). What it deletes is deleted as it is in SelfManager: the files of an image, a recording or a doc it deletes are removed from our storage within minutes, with every stored copy, and a whole table's files go as when you delete the table in SelfManager; as for any file you delete, our storage provider can recover them for up to 7 days (section 7). With the same permission it can move a table of yours that nobody else sees to another day (the old one is deleted only once everything is copied), and reset a table's task times (every task's times become now), in a table only you can see. A personal API key deletes only if you ticked "Delete through the API" when you made it, only through the API, and under the same rules. Through an AI assistant, a key never deletes.

Its requests use your AI credits, as SelfManager's own AI features do. Each charged request is listed on your AI Usage page with the app's name and what it did, never the text. If the credits are a Team plan's shared credits, the team's owner sees these entries too, with your name.

The assistant's provider (for example Anthropic, for Claude) handles what it receives under its own terms and privacy policy, not ours. We never see your conversation with the assistant.

For 30 days we keep a list of what your connected apps and keys changed: which app, which table (by its name) or day, and when, never the text they wrote or what they deleted. Only you can see it, on the Assistant activity page in SelfManager. Each change stays on the list for 30 days, also after you disconnect the app or revoke the key, and goes earlier only if you delete your account. So that a request sent twice is applied only once, we keep each change's answer for one day. We send you a notice whenever an app connects or a key is made.

You can disconnect an app, or revoke a key, at any time in My Profile → Connected apps; it loses access within about a minute. More on how connections work: SelfManager MCP server.

6) International transfers

Some providers may process data outside the EEA/UK. Where this happens, we rely on appropriate safeguards (e.g., Standard Contractual Clauses) and additional measures as needed.

7) Retention

We retain account data and Customer Content until you ask us to delete it. Upon a verified request to marian@selfmanager.ai, we will delete or anonymize your personal data within a reasonable period (typically within 30 days), subject to legal retention requirements (e.g., tax records). Server logs, which can include IP addresses and account identifiers, are kept for up to 12 months for security, abuse prevention and billing checks, then deleted; backups may persist for a limited time before being overwritten. A file you delete, such as a recording, an image, a doc or a dictation uploaded to be transcribed, can be recovered by our storage provider for up to 7 days after it is deleted, and is then gone. The list of what your connected apps changed is kept for 30 days from each change, also after you disconnect them (section 5).

8) Security

We apply appropriate technical and organizational measures (encryption in transit, access controls, backups, least‑privilege access). No method is 100% secure.

9) Your rights

You can access, rectify, erase, restrict, or port your personal data, and object to processing based on legitimate interests. You can withdraw consent at any time (where applicable).

To exercise rights:marian@selfmanager.ai
You may lodge a complaint with your local data protection authority; in Romania: ANSPDCP.

10) Children and minors

We do not set a minimum age to use the Service. If you are under the age at which you can consent to data processing in your country (16 in Romania unless local law sets a lower age), you must have parental/guardian consent. If we learn we have personal data from a child without the necessary consent, we will delete it.

11) Cookies

If you are in the EEA, UK or Switzerland we ask before setting any analytics cookie, and nothing analytics-related runs until you choose. Everywhere else analytics is on by default and can be switched off at any time.

Change your choice whenever you like using the Cookie choices link in the footer. Our Cookie Notice lists every cookie, who sets it and how long it lasts.

12) Changes

We may update this policy from time to time. If changes are material, we will notify you via email or in‑app with reasonable notice.

13) Contact

SelfManager.ai – Romania, Carasova nr. 484
Email: marian@selfmanager.ai