Privacy Policy

This policy explains how Hamid Soheili, doing business as AgencyOS ("we") handles personal data in AgencyOS, a management platform for creative and marketing agencies. It covers the agencies that subscribe, the people on their teams, the clients whose work they manage in the platform, and anyone who applies through our public Founding Agency form.

Our two roles

AgencyOS handles personal data in two distinct capacities, and your rights differ depending on which applies to you.

• We are the controller for the account data of the agencies that subscribe — the people who sign in, their agency, their billing relationship with us — and for anyone who submits the public Founding Agency application form.
• We are a processor for the client and project data an agency puts into its workspace. When an agency records a client contact, uploads a deliverable, or writes a task note, that agency decides what to record, why, and how long to keep it. We process it on their instructions. Clients exercising rights over that data should contact the agency that holds the relationship with them; we will assist that agency in responding.

Data we collect

From subscribing agencies and their teams

• Account details: username, email address, an optional mobile number for notifications, preferred language, and a password that we store only as a salted Argon2 hash.
• Agency details: agency name, workspace identifier, and whether the workspace is active or suspended.
• Team structure: which people belong to the agency and the role assigned to each — administrator, team member, or client.
• Billing details: subscription and plan status, trial end date, and the customer and subscription identifiers issued by Stripe. Card details are entered directly with Stripe and never reach our servers.
• Security records: sign-in outcomes, the IP address a request came from, and a keyed one-way fingerprint of the identifier used at sign-in, kept so we can detect and rate-limit credential attacks.

From the clients an agency manages

• Contact details recorded by the agency: name, email address, phone number, and company.
• Work records the agency creates: projects, components, tasks, milestones, checklist items, comments, task activity history, time entries, and approval decisions.
• Files the agency uploads: project documents, deliverables, and task attachments, together with the review decisions recorded against them.
• Where a client is given a sign-in, the same account details listed above.

From Founding Agency applicants

• Your name, email address, agency name, and optionally your website, team size, the tools you use today, and the challenge you describe.

How we use it

We use personal data to operate the service: authenticating users, separating one agency's workspace from another's, storing and displaying the work an agency records, delivering notifications, taking subscription payments, reviewing Founding Agency applications, and keeping the service secure and available.

We do not sell personal data. We do not share it with advertisers. We do not use the content in an agency's workspace to train machine learning models.

The AgencyOS AI assistant

The assistant at AgencyOS AI answers questions about the work in your own workspace. It currently runs entirely on our own server using a deterministic, rule-based summariser. No workspace data is sent to any external model provider.

The assistant can be reconfigured to use an external model provider. If we do that, we will update this policy and name the provider before the change takes effect.

In either configuration the assistant is read-only for narrative answers, is scoped to your own agency, and does not score, rank, or make decisions about people. Any change it proposes to a task requires an explicit confirmation from you before it is applied.

Cookies and local storage

We set only strictly necessary cookies. The main one is the signed, HTTP-only session cookie that keeps a signed-in user authenticated; browser code never reads it, and it expires after the session lifetime configured for the service. A second HTTP-only cookie records platform support sessions when an administrator is assisting a specific agency.

We do not use advertising cookies, and we do not track anyone across other websites.

Service providers

We share personal data with a small number of providers who process it on our behalf:

• Stripe — subscription payments and billing management.
• Our email delivery provider — transactional email such as invitations, task assignments, and review notices.
• Our hosting infrastructure — the private server and database that run the service.

We may also disclose data where we are legally required to, or to establish, exercise, or defend legal claims.

Where data is stored

Application data is held in a PostgreSQL database on a private server, reachable only through our application; the database is never exposed directly to the internet. Uploaded files are held on that same server. Traffic is encrypted in transit with TLS.

We take a daily backup of the database and of uploaded files and retain it for 30 days. Backups are encrypted before they leave the server, and a copy is held off the server so that a failure of the machine itself is survivable. The key needed to decrypt them is not kept on the server.

Because a backup is a point-in-time copy, it is not rewritten when a record is deleted. Data you delete can therefore persist in backups for up to 30 days after deletion, after which those backups are removed on their retention cycle.

How long we keep it

• Client records, and the projects, tasks, files, and history attached to them, are kept until the agency deletes them. An agency administrator can permanently delete a client and its associated records at any time.
• User accounts are deactivated rather than erased, so that the history of who did what on a project remains accurate. Ask us if you need an account and its personal details removed outright.
• Sign-in sessions expire on their configured lifetime, and can be invalidated earlier by a password change.
• Security and audit records are retained so that we can investigate account compromise and demonstrate what a platform administrator did.
• Founding Agency applications are retained while we are evaluating them and afterwards as a record of the application. Write to us if you want yours removed.
• We keep the minimum billing records we need to meet tax and accounting obligations.

Security

We protect accounts with salted Argon2 password hashing, signed and expiring sessions delivered only as HTTP-only cookies that browser code cannot read, and a session version that invalidates existing sessions when a password changes. Repeated failed sign-ins for the same identifier are rate-limited. Each agency's workspace is separated from every other, so one agency's client data is not reachable from another's. Actions taken by platform administrators, including entering support mode for a specific agency, are recorded in an audit log. No system is perfectly secure, but we treat access to an agency's client data as the most sensitive thing we hold.

Your rights

Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal data, and to object to or restrict how it is used.

• If you are a client of an agency, that agency decides what it records about you and why. Please direct your request to them. If you are not sure who to contact, write to us and we will identify the agency and pass your request on.
• If you are a subscribing agency, you can correct your own account details in Settings, and manage your team and clients directly. Contact us for anything you cannot do from the application.
• If you applied through the Founding Agency form, write to us and we will tell you what we hold and remove it on request.

Children

AgencyOS is a business tool and is not directed at children. We do not knowingly collect data from anyone under 16.

Changes

If we make a material change to this policy we will update the date above and notify subscribing agencies by email before the change takes effect.

Contact

Privacy questions and data rights requests: privacy@getagencyos.co.

Agencies processing client personal data through AgencyOS are covered by our Data Processing Agreement, which applies automatically to every subscription. Write to the address above if you need a signed copy.