Privacy Policy

We do not store or collect your payment card details.

All payments are processed by third-party payment processors (such as Stripe). That information is provided directly to our third-party payment processors whose use of your personal information is governed by their Privacy Policy.

We use PostHog as our product analytics, feature flagging, and error monitoring platform. It records how the platform is used so we can fix problems, measure whether features work, and release changes safely. This is described in detail in Section 4A.

• PostHog sets first-party cookies and uses a persistent identifier so repeat visits from the same browser can be recognized.
• When you are signed in, product usage is attributed to your account and includes your name and email address.
• Analytics traffic is routed through our own domain (pineway.io) before reaching PostHog, and is processed in PostHog's European Union region.
• We do not use PostHog data for advertising, and we do not share it with ad-tech companies or data brokers.

We use the Meta Pixel and Conversions API on our marketing and authentication pages to measure how well our advertising works, so we can tell which campaigns bring people to Pineway. This is described in detail in Section 4I.

• We report that an account was created, together with the address of the sign-up completion page. We send this registration event from your browser through the pixel and from our server through the Conversions API. We also send page-view events through the pixel, only on marketing and authentication pages, including sign-in, sign-up, and onboarding pages.
• Meta sets its own cookies so it can recognize the same browser across visits. Page-view and registration events include your IP address, browser details, and available Meta cookie identifiers so Meta can match the conversion to an ad.
• With your consent, we also send hashed versions of your email address and account identifier to help Meta match the registration. We do not send your name or the raw email address or account identifier.
• Unlike our product analytics, this is cross-site tracking, and the data reaches an advertising company.

We store information you submit to Pineway and process it to provide the features you use. For example, when you upload or import a document, our systems process its contents to create notes for the client you select.

Client note titles and content, along with document details retained for imports, are encrypted at rest using keys managed by Pineway. Our systems can decrypt this information to display it to authorized users (you, or your clients when you choose to share information with them) and provide requested features. Other data, such as client identifiers, import status, and temporary source files, is protected by access controls but does not use this additional layer of content encryption.

Temporary files uploaded for an import are eligible for deletion after 24 hours, once they are no longer queued or processing. Imported notes are kept separately and follow the retention and deletion rules in Section 9. We retain encrypted document details to track where notes came from and avoid duplicate imports; deleting a source document does not delete the notes created from it.

You must have authority to submit information about other people. Pineway does not require sensitive information, such as health data, to provide its services. The restrictions on special-category data in our Data Processing Agreement continue to apply.

When a Coach enables recording for their meetings, we process meeting links, access details, session times, participant names, recorded audio, and transcripts. Transcripts can include speaker labels and timestamps. We may also generate summaries and follow-ups from the meeting content.

The Coach is responsible for informing participants and obtaining any consent or other authorization required to record meetings, transcribe them, and use AI features. If you are a participant, contact the Coach about recording choices and requests relating to your session data.

We use PostHog to understand product usage, diagnose errors, and manage feature releases.

• Feature flags let us switch features on or off, and release them to selected accounts, without deploying new code.
• When you are signed in we send your account identifier, which is what features are released against, along with your name and email address so product usage can be attributed correctly.
• We capture product usage events, error and exception reports, browser console output, and server-side logs and performance traces, so we can find and fix faults.
• We capture session recordings, which replay how you interacted with our pages. PostHog's default input masking is applied, and card details are entered in our payment provider's own hosted fields, so they are not captured. We also block sensitive note, transcript, and follow-up content from replay on protected surfaces and filter sensitive network records, including note searches and AI requests. These controls reduce exposure of client content; operational telemetry still includes account identifiers, usage information, and errors.
• We record diagnostic information about our AI features (such as model, latency, token counts, and cost) with PostHog's privacy mode enabled, so prompt and response content is not sent.
• Your data is processed in PostHog's EU region, and analytics requests are proxied through our own domain rather than sent to a third-party host directly.
• For more information, please visit PostHog's Privacy Policy.

We use Cloudflare Turnstile to protect our platform from automated bots and abuse. Turnstile is a privacy-friendly CAPTCHA alternative.

• Turnstile does not use intrusive tracking or build advertising profiles.
• It may process limited technical data (such as browser signals) to verify that a visitor is human.
• For more information, please visit Cloudflare's Turnstile Privacy Policy.

We integrate with Google for the following purposes:

• Authentication: We use Google Sign-In to allow users to log in to Pineway using their Google account. We only request the minimum permissions necessary to authenticate your identity (name, email address, and profile picture).
• Google Meet (Calendar Links): Coaches may optionally grant Pineway permission to create Google Meet links on their behalf for scheduling sessions with clients. This permission is only requested when explicitly granted by the Coach, and is used solely to generate meeting links.
• Google Calendar: Coaches may optionally connect their Google Calendar to allow Pineway to read free/busy availability (read-only access) and, when granted, to create calendar events on behalf of Coaches and their clients. We request only the minimum permissions required for these functions. We do not read, store, or share the content of your calendar events beyond what is necessary to create or display scheduling information.

Importing from Google Drive: You can bring existing documents into your client workspace by providing a publicly accessible document or folder link, or by connecting a Google account where that option is available. Public links let us read the documents you select without access to your Google account. Connecting an account grants read-only Drive access, which can cover more files than those you choose to import. We use that access to read the selected files and create notes from their contents. Connection tokens are stored encrypted, and we do not edit your Drive files.

A document shared with "Anyone with the link" can be accessed outside Pineway by others who have the link. Only change sharing permissions if you are authorized to do so. When you choose to import, a separate copy is created on Pineway. This copy isn't deleted when you change the source's permissions, delete it from Drive, or revoke access to your Google account. You can manage those notes separately in Pineway.

Google's handling of your data is governed by Google's Privacy Policy. You may revoke Pineway's access to your Google account at any time via your Google account settings.

Coaches may optionally connect Apple Calendar (iCloud) so that session times stay in sync with their own calendar. Apple does not offer an OAuth flow for calendar access, so this connection uses your Apple ID together with an app-specific password that you generate in your Apple account. We store that app-specific password encrypted and use it only to reach your iCloud calendars over CalDAV. We never ask for, receive, or store your main Apple ID password.

• Availability (reading): iCloud does not reliably answer free/busy requests, so Pineway reads the events in the calendars you select for conflict checking (all calendars on the account, unless you choose specific ones) within the scheduling window being viewed, and converts them into busy time ranges. Those ranges are used only to work out when you are free; we do not store your calendar events or their contents.
• Session events (writing): When a session is booked, rescheduled, or cancelled, we create, update, or delete a calendar entry in the calendar you selected. That entry contains the session title and description, the meeting link, the start and end time, and the other participant's email address as an attendee.
• Scope: We access your iCloud calendars only for the scheduling purposes described above, and we do not read, store, or share other data in your Apple account.

Apple's handling of your data is governed by Apple's Privacy Policy. You may end Pineway's access at any time by disconnecting Apple Calendar in your Pineway settings, or by revoking the app-specific password in your Apple account settings.

We integrate with Zoom so Coaches can host session calls:

• Zoom (Meeting Links): Coaches may optionally connect their Zoom account so Pineway can create Zoom meeting links on their behalf for scheduling sessions with clients. This permission is only requested when explicitly granted by the Coach and is used solely to generate meeting links. We also read the Zoom account's user identifier to associate the connection with the Coach's Pineway account.

Zoom's handling of your data is governed by Zoom's Privacy Policy. You may revoke Pineway's access at any time by disconnecting Zoom in your Pineway settings, or by removing the Pineway app from your Zoom account settings.

We use Resend to deliver transactional emails, such as purchase receipts, payout notifications, and account security alerts. Deciding which notifications to send, and on which channel, is handled by a self-hosted notification platform running on infrastructure we control.

• We share only the minimum information necessary to deliver emails (recipient email address and the content of the notification).
• Resend does not use your email address for marketing or third-party advertising.
• For more information, please visit Resend's Privacy Policy.

We use Customer.io to send product and lifecycle marketing emails. Blog newsletter subscriptions are managed by our self-hosted blog platform, running on infrastructure we control.

• We share your name and email address with Customer.io only where you have not opted out of marketing emails.
• Blog newsletter subscribers can unsubscribe from any newsletter emails.
• Opting out of marketing emails does not stop transactional emails, which are essential to operating your account.

We advertise Pineway on Facebook and Instagram, and we use the Meta Pixel and Conversions API to measure whether those ads lead to registrations. The pixel is a small script from Meta Platforms that loads on our marketing and authentication pages.

• We report when someone finishes creating an account. We send the registration event through both the browser pixel and our server, using the same event identifier so Meta can count it once. We also send page-view events through the pixel, only on marketing and authentication pages, including sign-in, sign-up, and onboarding pages.
• Meta receives the address of the page viewed or the sign-up completion page, your IP address, your browser details, and available Meta cookie identifiers. Meta sets its own cookies to recognize the same browser on later visits. We hold an ad click identifier in memory as you navigate and, after you accept optional cookies, store it in a first-party cookie for up to 90 days.
• With your consent, our server also sends hashed versions of your email address and account identifier. Hashing allows Meta to match these values with information it already holds; it does not make them anonymous. We do not send your name or the raw email address or account identifier, or upload customer lists for ad targeting.
• Unlike the other tools we use, this is cross-site tracking. Meta may match what it collects to a Facebook or Instagram account and use it to show ads on its own platforms.
• The pixel does not run on Coach pages, including their booking and product pages, or anywhere in the signed-in dashboard.
• The pixel does not load at all unless you accept optional cookies. If you later withdraw that consent, we tell Meta to stop, stop loading the pixel, and stop sending page-view events through the pixel and registration events through the Conversions API.
• For more information, please visit Meta's Privacy Policy.

You can turn this off at any time through Cookie preferences. You can also limit how Meta uses activity from other sites in your Facebook or Instagram account settings.

We rely on the following providers to run the platform:

• Supabase for our database, authentication, and file storage.
• Fly.io for application hosting and compute.
• Trigger.dev for background jobs, such as sending scheduled reminders and processing transcripts.

Our meeting-recording service runs on infrastructure we control, using Fly.io and Supabase. We use self-hosted software to join supported meetings as a recording participant and record audio. Recorded audio is sent to Deepgram for transcription. Trigger.dev coordinates transcription, summary generation, and scheduled deletion of temporary files and recordings. It processes job identifiers and the data needed to perform those tasks.

AI-assisted features send relevant notes, transcripts, instructions, and other selected context to OpenAI to generate summaries, suggestions, or follow-ups. These services need to process readable content to provide their results and encryption of stored content does not prevent this processing.

We have configured OpenAI's data-sharing controls so customer content is not used to train its models. We also disable response storage for meeting summaries and follow-ups. OpenAI's Zero Data Retention option is not enabled for our account, so data may still be retained for abuse monitoring and other purposes described in OpenAI's API data controls.

We have opted out of Deepgram's model-improvement program, so audio and transcripts we send for transcription are not used to train or improve its models. Deepgram may retain request metadata and usage logs. For details, see Deepgram's data-handling documentation.