PlaybookFlow Privacy Policy

Effective date: 2026-08-21
Last updated: 2026-08-21

This Privacy Policy explains how PlaybookFlow ("we", "us", "our") collects, uses, stores, and protects personal data in connection with the PlaybookFlow website, application, and related services (the "Service").

1. Data Controller

The controller of your personal data is:

SAVDEV Mateusz Sawczuk
Email: contact@playbookflow.com

2. Personal Data We Collect

Depending on how you use the Service, we may collect the following categories of personal data.

a. Account and authentication data

• Steam ID;
• Steam display name;
• Steam profile URL;
• Steam avatar and other public profile data made available through authentication or the Steam profile;
• internal PlaybookFlow user ID;
• legal acknowledgement versions and timestamps.

b. Contact and communication data

• email address;
• email verification status;
• support messages, feedback, and other communications you send to us;
• operational email delivery metadata, such as delivery status and timestamps.

c. Workspace and team data

• personal and team workspace identifiers;
• team names, tags, membership, roles, invites, and ownership data;
• workspace status, limits, trial status, subscription entitlement status, and related timestamps.

d. User Content

• tactics, boards, playbooks, notes, labels, demo review materials, utility lineups, and other content you create, upload, save, share, or collaborate on;
• demo files during upload and parsing;
• parsed demo data and related metadata;
• voice recordings, audio files, recording metadata, and synchronization data created through supported voice recording integrations or uploaded manually;
• shared link and invite metadata.

e. Discord recording bot data

If you use the Discord recording bot or related integration, we may collect and process:

• Discord server/guild ID and, where available, server name;
• Discord voice channel ID and, where available, channel name;
• Discord user IDs, usernames, display names, and bot/user indicators for participants detected during a recording session;
• recording start and stop timestamps, duration, status, file size, audio format, bitrate, errors, warnings, and diagnostic metadata;
• audio captured from the Discord voice channel during an active recording session;
• metadata needed to connect a recording with a PlaybookFlow team workspace, demo, or manual synchronization setting.

The bot is intended to record only after an authorized user starts a recording command or approved recording flow. Voice recordings may contain personal data and communications of people in the channel.

f. TeamSpeak 3 Recorder and paired-device data

If you use the PlaybookFlow Voice Recorder for TeamSpeak 3, the Recorder may create and retain the following data locally on your Windows device:

• the native WAV recording and the processed MP3;
• a random recorder session ID, recording timestamps, TeamSpeak server UID and name, and channel ID and name;
• participant display names and local TeamSpeak client IDs observed at the start and end of the session;
• TeamSpeak, plugin, and helper versions, processing status, bounded warnings and errors, audio properties, and local file paths;
• a random installation-scoped `ClientInstanceId`, which is not a hardware fingerprint;
• a rotating device credential protected for the current Windows user.

PlaybookFlow does not receive locally retained audio, participant lists, TeamSpeak server details, or diagnostic data unless the recording is uploaded as described below or you deliberately provide relevant data for support.

When you pair the Recorder with PlaybookFlow, we receive or create the provider, random `ClientInstanceId`, device name, platform, protocol and application versions, the approving PlaybookFlow user and selected team workspace, pairing status and timestamps, and device-binding information such as credential prefix, expiry, last-used time, and revocation state. We store a hash of the reusable device credential rather than its plaintext value and do not collect a hardware fingerprint.

When you upload a recording, we receive the MP3, recorder session ID, generated file name, content type and size, TeamSpeak channel name, recording start and end times, duration, codec, bitrate, and channel count. The authenticated device binding determines the PlaybookFlow user, device, and selected team workspace. The current upload does not include the TeamSpeak server UID or name, channel ID, participant list, server address, or server password.

g. Billing and subscription data

When paid features are used, we may collect, generate, receive, or store billing-related data, including:

• billing contact user ID;
• payer user ID;
• workspace owner user ID;
• workspace ID;
• billing account ID;
• payment provider customer ID;
• payment provider subscription ID;
• external customer ID used to map payment provider records to a PlaybookFlow workspace;
• subscription status, current period dates, cancellation status, past-due status, and entitlement status;
• checkout session status and timestamps;
• webhook event metadata from the payment provider;
• invoice, receipt, order, refund, or customer portal metadata where needed for support and reconciliation.

We do not store full payment card details. Payment card details are processed by the payment provider and its payment processing infrastructure.

h. Technical and signed-in product usage data

• IP address;
• browser type and version;
• operating system;
• device-related technical information;
• request logs, error logs, security logs, and diagnostics;
• timestamps and activity logs related to your use of the Service;
• for limited signed-in product telemetry: the event type, internal PlaybookFlow user ID, workspace ID, resource type, resource ID, and event time.

Signed-in product telemetry records a small set of successful, meaningful actions, such as creating or editing a Board or Playbook, opening a Utility lineup, interacting with an available demo, playing a recording, saving demo synchronization, or creating or joining a team. It does not record Board or Playbook content, notes, recording audio, demo content, full IP addresses, advertising identifiers, or every page view. It is used in aggregate to evaluate whether product modules work and where product development is needed.

i. Partner referral and attribution data

When you open a partner link, we may record the campaign, destination, timestamp, validity classification, and a daily rotating keyed fingerprint used to suppress rapid duplicate clicks. We do not store the full IP address in partner statistics. A public campaign reference such as `pbf_ref` may remain in same-origin PlaybookFlow links and the short-lived Steam sign-in return URL during the current journey. It is not a unique user identifier and is not saved in local storage. If you register or sign in during that journey, the validated campaign may be linked to your PlaybookFlow user ID. With analytics consent, we may additionally store a random first-party attribution token for up to 30 days so attribution can survive a later return. Partner reporting is aggregated and covers only registration, team creation or joining, trial start, and first paid subscription start.

3. How We Collect Data

We collect personal data:

• directly from you;
• from your Steam login or associated public profile data;
• from Discord when you install, authorize, or use the Discord recording bot or related integration;
• from a PlaybookFlow Voice Recorder installation that you pair with your account and from the TeamSpeak 3 client and channel session used to make a recording; participant voice and display information is obtained indirectly through the recording user's channel session;
• automatically through your use of the Service;
• from communications you send to us;
• from payment providers, such as Polar, when you start checkout, manage billing, or when subscription lifecycle events are sent to PlaybookFlow.

4. Purposes of Processing

We process personal data for the following purposes:

• to create and maintain your access to the Service;
• to authenticate users through Steam;
• to verify email addresses and send operational messages;
• to provide core functionality, including saving and displaying tactical content;
• to operate personal and team workspaces;
• to provide Discord recording bot functionality, including joining a voice channel when requested, creating recordings, storing recording metadata, and making recordings available in the appropriate team workspace;
• to create and protect a TeamSpeak Recorder device binding, authorize a current workspace member, rotate device credentials, and prevent abuse;
• to receive, validate, store, play, and delete uploaded TeamSpeak recordings and enforce recording and upload retention;
• to support explicit retry, diagnostics, security, and recovery for Recorder uploads;
• to let users manually synchronize voice recordings with demo review features;
• to provide team trials, paid subscriptions, and paid workspace entitlements;
• to create checkout sessions and customer portal sessions;
• to reconcile subscription status with the payment provider;
• to process webhook events from the payment provider;
• to provide support, billing support, and account administration;
• to maintain security and prevent abuse;
• to debug, monitor, and improve the Service;
• to measure aggregated use and repeat use of signed-in product modules so we can operate, evaluate, and develop the Service;
• to measure valid partner-link visits and aggregated partner conversion performance, using optional persistent attribution storage only with consent where required;
• to comply with legal, tax, accounting, and regulatory obligations where applicable;
• to establish, exercise, or defend legal claims.

5. Legal Bases for Processing

Where applicable under data protection law, we process personal data on the following bases:

• performance of a contract or steps taken at your request before entering into a contract;
• our legitimate interests, including operating, securing, improving, supporting, and administering the Service;
• our legitimate interest in collecting limited signed-in product telemetry to understand whether core modules work and are useful, subject to data minimization, access controls, internal-traffic exclusion, limited raw-data retention, and your right to object;
• our legitimate interest in measuring same-journey partner referrals and evaluating partner cooperation, balanced against user rights and without creating a persistent anonymous identifier before consent;
• your consent, where required, such as for optional communications or non-essential cookies;
• compliance with legal obligations, including obligations connected with billing, accounting, tax, security, and legal claims.

6. Payment Provider and Merchant of Record

We use Polar for hosted checkout, subscription management, customer portal access, billing events, invoices, receipts, and related payment-provider services.

Polar may act as Merchant of Record or otherwise provide payment, tax, invoice, receipt, subscription, customer portal, refund, fraud prevention, and billing infrastructure services.

When you start checkout or manage billing, you may be redirected to Polar-hosted pages. Polar may collect and process payment details, billing address, tax information, payment method details, and other information required to complete and manage the transaction.

We share or send only the information needed to connect the payment provider record with the correct PlaybookFlow workspace and payer, such as workspace ID, payer user ID, workspace owner user ID, billing account ID, billing email, subscription metadata, and customer metadata.

7. Sharing of Data

We may share personal data with trusted service providers that help us operate the Service, such as providers of:

• hosting and infrastructure;
• databases and object storage;
• email delivery;
• payment processing, hosted checkout, customer portal, billing, tax, invoice, receipt, and subscription management;
• security, monitoring, diagnostics, and abuse prevention tools.

For supported voice recording integrations, we process platform data, uploaded recordings, and related metadata only as needed to provide, secure, debug, support, and improve the recording and demo review functionality. Uploaded recordings and limited metadata are available to authorized members of the selected team workspace and may be stored with infrastructure and private object-storage providers needed to operate the Service. We do not sell platform API data, voice recordings, or personal data, and we do not use voice recordings for third-party advertising or data broker purposes.

We may also disclose data:

• if required by law;
• to protect our rights, users, or the integrity of the Service;
• to investigate abuse, fraud, security incidents, or payment disputes;
• in connection with a business transfer, merger, acquisition, or reorganization.

We do not sell your personal data.

8. International Transfers

Your personal data may be processed in countries outside your country of residence, depending on the location of our service providers.

Where required, we will use appropriate safeguards for international transfers in accordance with applicable law.

Payment and billing data processed by Polar or its subprocessors may be transferred or processed according to Polar's own terms, privacy documentation, and data processing arrangements.

9. Data Retention

We keep personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy, including:

• for the duration of your use of the Service;
• for as long as needed to provide workspace access and preserve your content;
• for as long as needed to maintain security, resolve disputes, and enforce agreements;
• for legal, tax, accounting, or regulatory retention periods where applicable;
• for as long as needed to support billing, subscription reconciliation, refund requests, chargebacks, or legal claims.

Failed, incomplete, or expired demo uploads may be removed after a limited retention period. Parsed team demo data may also be removed according to product retention rules.

Raw valid partner-click records and their daily rotating deduplication fingerprints are retained for up to 90 days. Anonymous partner attribution expires after 30 days unless it is linked to a registered user. Aggregated conversion statistics and linked business-conversion records may be retained longer for historical reporting. Full IP addresses are not stored in partner conversion records.

Raw signed-in product-usage events are retained for up to 180 days. Daily aggregated product statistics may be retained for longer-term reporting. Aggregation is completed before expired raw events are removed.

Discord voice recordings and related metadata are kept for as long as needed to provide the recording and demo review functionality to the relevant workspace, subject to product retention rules, workspace deletion, user deletion, or manual deletion features where available. Failed, incomplete, temporary, or diagnostic recording files may be deleted earlier.

For the TeamSpeak 3 Recorder, a validated local MP3 waiting for upload is retained for up to 7 days. Raw, interrupted, or incomplete local sessions are retained for up to 24 hours. On-demand local maintenance retains no more than 20 inactive sessions or 2 GiB, whichever limit is reached first. After the API confirms a durable ready upload, the Recorder removes the exact local session. Uninstalling the Recorder does not automatically delete recording files already left on the device.

A ready TeamSpeak recording in PlaybookFlow is configured for 14-day retention and may be deleted earlier through available manual deletion features. Stale incomplete server uploads are removed after 24 hours. Pairing requests expire after 10 minutes and are cleaned within the configured 24-hour post-expiry period. Recorder device credentials expire after 90 days. Revoked or expired device-binding metadata may be retained as needed for security, account administration, dispute resolution, or legal claims.

10. Your Rights

Depending on applicable law, you may have the right to:

• access your personal data;
• correct inaccurate data;
• request deletion of your data;
• restrict processing;
• object to certain processing;
• receive your data in a portable format;
• withdraw consent where processing is based on consent;
• lodge a complaint with a competent data protection authority.

To exercise your rights, contact us at contact@playbookflow.com.

You may object to processing of signed-in product telemetry based on legitimate interests by contacting us at that address. We will assess the request in accordance with applicable law.

Some data may need to be retained where required for legal, tax, accounting, billing, security, or dispute-resolution reasons.

For voice recording data, a workspace owner or authorized workspace member may be able to delete recordings through the Service where that feature is available. You may also contact us to request help with deletion or access requests related to voice recording data. A recorded channel participant may contact us even without a PlaybookFlow account and should provide enough context to help locate the recording without sending unnecessary personal data.

11. Whether Providing Data Is Required

Some data is necessary to use the Service. For example:

• Steam-related identification data is required for Steam-based login and account access;
• email may be required for team ownership, billing, operational messages, and account recovery;
• billing-related data is required to start or manage paid subscriptions;
• Discord server, channel, user, recording, and audio data is required when you choose to use Discord recording bot features;
• TeamSpeak Recorder device and pairing data is required when you choose to pair a Recorder, and the MP3 plus the limited recording metadata described above is required when you choose to upload a recording;
• workspace and User Content data is required to provide the features you choose to use.

If you do not provide required data, some parts of the Service may not be available.

12. Automated Decision-Making

We do not use personal data to make solely automated decisions that produce legal or similarly significant effects on users.

Payment providers may use automated fraud prevention, payment risk, tax, or compliance systems as part of their payment processing services.

13. Security

We use reasonable technical and organizational measures to protect personal data. However, no system can be guaranteed to be completely secure.

The TeamSpeak Recorder uses a random installation identifier rather than a hardware fingerprint, protects its rotating credential for the current Windows user, stores only credential hashes on the server, uses short-lived access tokens and signed upload capabilities, and rechecks current workspace membership before credential refresh and upload.

You are responsible for keeping your Steam account, email account, and devices secure.

14. Children

The Service is not directed to children under the age at which they can lawfully use such a service under applicable law. If you believe a child has provided us with personal data inappropriately, contact us.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, technical, billing, operational, or product changes.

The updated version will be published with a new effective date.

16. Contact

If you have questions about this Privacy Policy or your personal data, contact:

SAVDEV Mateusz Sawczuk
Email: contact@playbookflow.com