Privacy policy

Who we are

PingCadence (“PingCadence”, “we”, “us”) is provided by Thump LLC, a Wyoming limited liability company, 30 N Gould St, Ste N, Sheridan, WY 82801, USA. Thump LLC is responsible for the personal data described here. For anything in this policy, email contact@pingcadence.com; for general questions, hello@pingcadence.com.

The short version

• We collect what the product needs to run check-ins: your sign-in email, the plan you import or connect, and the answers people give.
• Nothing is emailed to anyone until you approve it or turn on automatic sending or reminders for that plan, and nothing is changed in your tracker until you approve it.
• Check-ins go out from your own mailbox. We can send mail you approved or scheduled; we cannot read your mail.
• We don’t sell personal data, show ads, use advertising or analytics cookies, or train AI models on your data.
• You can delete a plan at any time, disconnect any service at any time, and ask us to delete your account.

Who this policy covers

• Account holders: project managers and others who sign in to PingCadence. For account data we decide how it is used, so we are the controller.
• Respondents: people an account holder checks in with. You didn’t sign up; the account holder imported or connected a plan that lists you and approved the messages (one by one, or by turning on automatic sending). For that data we act on the account holder’s instructions, as their processor (or service provider). See If someone checked in with you.
• Website visitors to pingcadence.com, and people who apply for a founding-member seat or early access.

This policy doesn’t cover the services you connect (Microsoft, monday.com, Asana, Jira, Trello, ClickUp, Wrike); their own policies apply to them.

What we collect

We don’t ask for and don’t want sensitive data (health, financial account numbers, government IDs and the like). Please don’t put it in task names or comments.

How we use it, and our legal bases

We don’t make decisions about anyone by automated means that have legal or similarly significant effects, and we don’t use your data, your respondents’ answers or your plans to train machine-learning models. We don’t send marketing email without your permission; if you do opt in, every message has an unsubscribe link.

Microsoft (Outlook and Planner) data

When you connect Outlook, you grant PingCadence these Microsoft Graph permissions, and we use them only as described:

• Mail.Send: to send check-ins and reminders you approved or scheduled, and notices to yourself (“ready for review”, “sent”), from your mailbox. We can’t read, search or delete your mail.
• User.Read: to read your name and email address, so respondents see who is asking and you see which account is connected.
• offline_access and openid: to keep the connection working between sign-ins and to identify your account.

Messages we send for you appear in your Sent Items like any email you send. Disconnecting Outlook in PingCadence deletes our stored tokens immediately; you can also remove PingCadence’s access from your Microsoft account settings at any time.

When you connect Microsoft Planner (a separate Microsoft sign-in, for work and school accounts), you grant PingCadence these Microsoft Graph permissions, and we use them only as described:

• Tasks.ReadWrite: to list the plans you can see, read the tasks, dates, % complete and assignees of the plan you choose, and change a task’s start or due date only when you click to apply a date someone proposed. We never create or delete tasks.
• User.ReadBasic.All: to read the names and email addresses of the people assigned to that plan’s tasks, so they can be asked.
• User.Read and offline_access: to show which account is connected and keep the plan refreshing between sign-ins.

Disconnecting Planner in PingCadence deletes our stored tokens immediately.

Google (Gmail) data

When you connect Gmail (including Google Workspace), you grant PingCadence these Google permissions, and we use them only as described:

• Send email on your behalf (gmail.send): to send check-ins and reminders you approved or scheduled, and notices to yourself (“ready for review”, “sent”), from your mailbox. We can’t read, search, change or delete your mail.
• Your name, email address and basic profile (openid, email, profile): so respondents see who is asking and you see which account is connected.

We store the access and refresh tokens Google gives us, encrypted, and nothing else from your Google account. Messages we send for you appear in your Sent mail like any email you send. Disconnecting Gmail in PingCadence asks Google to revoke our access and deletes our stored tokens immediately; you can also remove PingCadence’s access at any time at myaccount.google.com/connections.

PingCadence’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We don’t use Google user data for advertising, don’t sell it, don’t let people read it (unless you ask us to for support, for security reasons, or the law requires it), and don’t use it to train AI or machine-learning models.

Project tracker data, including Jira

When you connect monday.com, Asana, Jira, Trello, ClickUp, Wrike or Microsoft Planner, you grant the access shown on that service’s consent screen. We use it to list your projects, read tasks, assignees and dates in the project you choose, and write back dates only when you click to apply them. We store the resulting plan data and an access token, and we don’t copy anything else. Disconnecting deletes the token immediately; deleting a plan deletes its tasks, people, check-ins and answers.

Jira (Atlassian): we hold assignees’ Atlassian account IDs, display names and email addresses. As Atlassian requires, we report those account IDs to Atlassian on its schedule, erase a person’s data when Atlassian reports the account closed, and refresh it when Atlassian reports changes. Information received from Atlassian is used according to Atlassian’s developer terms.

Cookies and similar technology

We only use cookies that are needed for sign-in. There are no advertising, analytics or social-media cookies, so there is no cookie banner. Our marketing website counts visits with Vercel Web Analytics, which doesn’t use cookies: it recognises a visit by a hash of the request that is discarded after 24 hours, and we only see totals.

Respondents’ answer pages set no cookies. Videos on our website use YouTube’s privacy-enhanced mode and only load from YouTube (Google) after you click play; from then on Google’s privacy policy applies to that video. We honour browser privacy signals such as Global Privacy Control by default, because we don’t sell or share data in the first place.

Who we share data with

We share personal data only with the providers that run PingCadence for us, each bound by its own data-processing terms, and only for that purpose:

We may also disclose data:

• when the law requires it, or to respond to a valid legal request, and we’ll tell the affected account holder unless we’re legally prevented;
• to protect the rights, safety or property of our users, the public or Thump LLC;
• to a successor if Thump LLC or PingCadence is reorganized, merged or sold, under this policy’s protections, and we’ll tell you beforehand.

We don’t sell personal data, and we don’t share it for cross-context behavioural advertising.

International transfers

Our database is in Canada and our other providers are mostly in the United States. If you’re in the EEA, UK or Switzerland, transfers rely on adequacy decisions (Canada), the EU–US Data Privacy Framework where the provider is certified, or standard contractual clauses in the provider’s terms.

How long we keep data

How we protect data

• All traffic uses TLS (HTTPS only), and our providers encrypt stored data.
• The database enforces row-level security, so each account can reach only its own plans.
• Tracker and Microsoft tokens are encrypted in the database with a key held outside it, used only on the server, and never sent to the browser.
• The sign-in cookie can’t be read by page scripts; sign-in requests, uploads and the founding form are rate limited.
• Answer links are long random tokens that expire. Anyone with a link can answer for that person, so links shouldn’t be forwarded.

No system is perfectly secure. If a breach affects your data, we’ll tell affected account holders without undue delay and, where the law requires, the relevant authority within 72 hours. Report security issues to contact@pingcadence.com.

Your rights and how to use them

Depending on where you live, you can ask us to:

• confirm whether we hold data about you, and give you a copy (in a portable format where that applies);
• correct it, or delete it;
• restrict or object to a use of it, or withdraw consent you gave;
• not sell or share it (we already don’t).

Email contact@pingcadence.com from the address involved, or tell us how we can verify it’s you. We answer within 30 days, or within the time your local law allows and we’ll tell you if we need longer. You can use an authorized agent; we’ll ask for proof of their authority. We won’t treat you differently for using your rights. Account holders can delete plans and disconnect services themselves at any time.

If someone checked in with you

You received a check-in because a project manager using PingCadence imported or connected a plan that lists you as a task owner, and approved the message or set it to go out on a schedule. That person (and their organization) decides why your data is used; we process it for them.

• Your answer goes to the project manager who asked, and appears in their status report.
• To stop receiving check-ins, reply to the person who sent it, or email contact@pingcadence.com and we’ll pass your request on and can remove you ourselves.
• To access or delete your data, contact the project manager’s organization or us; we’ll help either way.

California privacy rights

Under the California Consumer Privacy Act (as amended by the CPRA), in the last 12 months we collected these categories: identifiers (names, email addresses, IP addresses), professional or employment-related information (task assignments and status), and internet activity (request logs). Sources and purposes are listed above. We disclosed them for business purposes only to the service providers listed under Who we share data with.

We don’t sell or share personal information, haven’t done so in the last 12 months, and don’t knowingly do so for anyone under 16. We don’t use sensitive personal information beyond what the law permits. You have the rights to know, delete, correct, opt out of sale or sharing, and limit use of sensitive data, and to non-discrimination. Use them as described under Your rights. California’s “Shine the Light” law: we don’t disclose personal information to third parties for their direct marketing.

EEA and UK

The legal bases are listed under How we use it. In addition to the rights above, you can complain to your local data-protection authority, though we’d appreciate the chance to fix things first. Where we act as a processor for an account holder’s organization, we’ll sign a data processing agreement on request.

Children

PingCadence is a workplace tool for adults. It isn’t directed at anyone under 18, and we don’t knowingly collect data from children. If you think we have, email us and we’ll delete it.

Changes to this policy

We’ll post changes here with a new effective date. Before a change that reduces your rights or expands what we collect, we’ll email account holders at least 14 days in advance. The terms of service explain how changes take effect.

Contact

Thump LLC
30 N Gould St, Ste N, Sheridan, WY 82801, USA
Privacy: contact@pingcadence.com · Everything else: hello@pingcadence.com