Privacy Policy

“Annotably”, “we”, “us”, and “our” refer to the team operating the website and application at https://annotably.com (the “Service”). Annotably is currently offered as a free beta. If you have any questions about this policy or your data, contact us at [email protected].

We collect information in three ways:

Information you give us

• Account details — your name and email address when you sign up. If you sign in with Google, we receive your name, email address, and profile picture from Google; we never receive your Google password.
• Content you create — the documents and files you upload, and the projects, pins, issues, comments, markups, and attachments you create within them.
• Workspace & people — the organisation and project members you invite, including the email addresses you enter to send invitations, and the roles you assign.
• Messages to us — anything you send when you contact support or give feedback.

Information we collect automatically

• Authentication & session data — we use cookies to keep you signed in and to keep your session secure. These are essential to the Service working.
• Usage & device data — basic, largely aggregated analytics about how pages are used (for example, page views and general performance), collected through Vercel Analytics. This helps us understand what to improve.

We do not sell your personal information, and we do not use your documents, issues, or comments to train AI models.

• Provide, maintain, and secure the Service — store your documents and issues, render them, and keep your account safe.
• Send transactional emails you ask for or that the Service depends on — magic-link sign-in links, workspace invitations, and notifications about assignments, mentions, status changes, and new comments.
• Respond to your support requests and feedback.
• Understand and improve how Annotably is used, diagnose problems, and prevent abuse.
• Comply with legal obligations and enforce our Terms & Conditions.

We rely on these processing grounds: performing our contract with you (running the Service), your consent (where required, e.g. optional analytics), and our legitimate interests in keeping the Service secure and improving it.

We use a small number of trusted third parties to run Annotably. They process data only on our behalf and only to the extent needed to provide their service:

• Vercel — application hosting and privacy-friendly usage analytics.
• Neon — managed PostgreSQL database where your account, projects, issues, and comments are stored.
• Vercel Blob — object storage for the documents and files you upload.
• Brevo — delivery of transactional email (sign-in links, invitations, notifications).
• Google— optional “Sign in with Google” authentication, if you choose to use it.

Content you create is shared with the people you choose: members of your organisation and the projects you invite them to, according to the roles you assign them. Beyond that, we share personal information only with the service providers listed above, when required by law or to respond to valid legal process, or to protect the rights, safety, and security of Annotably, our users, or the public. If the Service is ever transferred to another operator, we will let you know and your information may be transferred as part of that change.

We keep your information for as long as your account is active or as needed to provide the Service. You can delete your projects, documents, and issues at any time, and you can ask us to delete your account by emailing [email protected]. We may retain limited information where we have a legal obligation to do so or to resolve disputes and enforce our agreements. Backups are purged on a rolling basis.

Depending on where you live, you may have the right to access, correct, export, or delete your personal information, to object to or restrict certain processing, and to withdraw consent. To exercise any of these, email us at [email protected]. You can also export your issues to PDF or CSV from within the app at any time — your work stays yours. You can opt out of non-essential notification emails from your settings.

We take reasonable technical and organisational measures to protect your information, including encryption in transit (HTTPS), access controls, and reputable infrastructure providers. No method of transmission or storage is completely secure, however, so we cannot guarantee absolute security. If you believe your account has been compromised, contact us right away.

Our service providers may store and process data in countries other than your own, including the United States. Where required, we rely on appropriate safeguards for such transfers. By using the Service, you understand your information may be processed in these locations.

Annotably is a professional tool intended for use by businesses and is not directed to children. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided us with personal information, contact us and we will delete it.

We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, notify you. Continued use of the Service after changes take effect means you accept the updated policy.

Questions, requests, or concerns about your privacy? Email us at [email protected].