Privacy Policy

Last updated 26 September 2026

Cahoots is a shared organiser for a family or household. This policy describes what it collects, why, who else touches it, and how long it is kept. It describes the app as it actually behaves; where something is optional or switchable, it says so.

1. Who this covers

Cahoots is operated by the developer of the Cahoots app ("we", "us"). It applies to the Cahoots mobile app, the pages on cahoots.family, and the email address you may forward things to.

2. What we collect

Your account

• Your name and email address. If you sign in with Apple or Google, we receive what that provider returns — including, where you choose Apple's private relay, a relay address rather than your real one.
• An optional profile photo, which you can replace or remove at any time.
• Authentication is handled by Supabase. If you use a password, we never see it; it is stored only as a hash.

What you put in

• The things you and your circle create: events, tasks, lists, notes, messages, and the facts you save to Memory.
• Profiles you create for children. Children have no login and no account. A kid profile is a record an adult creates and controls, containing what that adult chose to put in it.
• Documents you capture — photos, PDFs, and emails you forward to your circle's capture address — and photos attached as proof that a task was done.

Voice

Speech is transcribed on your device by the operating system. The audio never leaves your phone and is never stored by us. Only the resulting text is sent, and only when you submit it.

Your device

• A push notification token, if you allow notifications.
• Time zone, language, and app version, so times and text are right.
• If you set a place for the weather on the family display, we store the place — a town name and its coordinates. We do not track your location, and the app does not read your position in the background.

Biometrics

App Lock uses your device's own Face ID, Touch ID, or fingerprint prompt. The operating system tells the app only whether the check succeeded. We never receive, store, transmit, or derive anything about your face or fingerprint.

Crash reports

If the app hits a fatal error it writes the error and its stack trace to our own database before closing, together with the screen you were on, your platform, and the app version, attached to your account. It goes nowhere else — there is no crash-reporting company involved — and it exists so a crash can be read and fixed rather than guessed at. An error message can quote the value that caused it, so a crash report may incidentally contain a fragment of what you were working on.

Usage events

The app can record a small, fixed set of first-party events — which screen was opened and for how long, whether a flow was started, completed, or abandoned, and whether a translate button was tapped. These never carry content: no titles, names, message text, or anything you wrote. They are stored in our own database, never sent to an analytics company, sit behind a switch that can be turned off, and are deleted after 90 days.

3. What we do not collect

• No third-party analytics, crash-reporting, or advertising SDKs. No Google Analytics, Firebase, Mixpanel, Amplitude, PostHog, Sentry, Crashlytics or similar — none are in the app. Crash reports go to our own database.
• No advertising, no ad identifiers, no cross-app tracking. We do not sell or share personal information for advertising, and we do not participate in any form of behavioural ad targeting.
• No audio recordings.
• No biometric data.
• No background location.
• No reading of your mailbox. Email reaches us only because you forwarded it to your circle's capture address.

4. How we use it

• To run the service: show your circle its plan, deliver notifications, keep shared things in sync.
• To turn what you capture into suggestions you then confirm or discard. Nothing the AI produces is saved to your circle until a person accepts it.
• To manage subscriptions and entitlements.
• To keep the service working and secure, and to diagnose faults.

We do not use your content to build advertising profiles, and we do not sell it.

5. Artificial intelligence

When you capture a document, forward an email, or dictate a note, its contents are sent to Anthropic's Claude API to extract dates, tasks, and details. The same applies when you ask a question of your circle's Memory.

• This happens only when you capture or ask — the app does not send your circle's data to any model in the background.
• Requests go from our servers, not from your phone; no AI provider key exists in the app.
• Anthropic processes API content to return a result and, under its commercial terms, does not use it to train its models.
• AI output is a proposal. It is shown to you with the words it was drawn from, and becomes part of your circle only when you confirm it.

6. Who else processes your data

We use a small number of providers. Each receives only what its job requires.

We do not sell personal information, and we do not give it to anyone for their own purposes.

7. Who in your circle can see what

Cahoots is shared by design, so assume other members of your circle see what you create there. Some things are narrower: an item can be limited to particular people, and direct messages are visible only to their participants — never to the circle, and not in circle-wide search.

When you hand a single task to someone outside the circle, they get a link that shows only that task. The link is limited to that one task, expires, can be revoked, and gives no access to anything else.

8. How long we keep it

• Captured documents are kept until the event or due date of the last item they produced, plus 15 days; undated captures, 90 days from capture. A scheduled job then deletes the file, while the details you confirmed remain. You can delete a source earlier yourself.
• Usage events are deleted after 90 days.
• Your circle's content is kept while the circle exists.
• After deletion there is a 14-day grace period in which signing back in undoes it. After that it is removed. Backups age out on their own schedule.

9. Your choices

• Export. Account settings will produce a copy of your circle's data.
• Deletion. You can delete your account from the app. If you own a circle, you are asked to transfer it or close it; other members' own accounts survive.
• Correction. Anything you created, you can edit.
• Notifications can be turned off per kind, with quiet hours.
• Depending on where you live, you may have rights to access, correct, delete, or port your data, and to object to certain processing. Write to us and we will help.

10. Children

Cahoots is for adults. You must be 18 or older to create an account. Children do not have accounts and cannot sign in. A kid profile is a record created and controlled by an adult in the circle, and it holds only what that adult put there. If you believe a child has created an account, contact us and we will remove it.

11. Security

Data is encrypted in transit and at rest. Access is enforced in the database itself rather than only in the app, so a request for something you are not entitled to returns nothing. Links shared outside the circle are stored hashed, scoped to a single item, expiring, and revocable. No AI provider key, and no administrative key, exists in the app.

No system is perfect. If you find a problem, please tell us.

12. Where data is processed

Our providers operate in the United States and elsewhere, so your information may be processed outside your country. We choose providers that offer appropriate safeguards for international transfers.

13. Changes

If this policy changes materially we will say so in the app before the change takes effect. The date at the top always reflects the current version.

14. Contact

Questions, requests, or anything that looks wrong: support@cahoots.family.