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Effective date: June 15, 2026
This Privacy Policy describes how Productive collects, uses, and discloses information associated with an identified or identifiable individual (referred to in this Privacy Policy as ‘Personal Data’) and what choices you have around this activity. If you have any questions, please don’t hesitate to contact us.
When we refer to ‘Productive’, we mean the entity that acts as the controller or processor of your information, as explained in more detail in the ‘Identifying the data controller and processor’ section below.
Applicability Of This Privacy Policy
This Privacy Policy applies to Productive’s online productivity platforms, including the associated Productive mobile and desktop applications (collectively, the ‘Services’), Productive.io and other Productive websites (collectively, the ‘Websites’), and other interactions (e.g., customer service inquiries, user conferences, etc.) that you may have with Productive. If you do not agree with this Privacy Policy, then do not access or use the Services, Websites, or any other aspect of Productive’s business.
This Privacy Policy does not apply to any third-party applications or software that integrate with the Services through the Productive platform (‘Third-Party Services’), or any other third-party products, services, or businesses that will provide their services under their own terms of service and privacy policy. In addition, a separate agreement governs delivery, access, and use of the Services (the ‘Customer Agreement’), including the processing of data such as messages, files, or other content submitted through Services accounts (collectively, ‘Customer Data’). The organization (e.g., your employer or another entity or person) that entered into the Customer Agreement (the ‘Customer’) controls its instance of the Services (its ‘Organization’) and any associated Customer Data. If you have any questions about specific Organization settings and privacy practices, please contact the Customer whose Organization you use. If you have received an invitation to join an Organization but have not yet created an account, you should request assistance from the Customer who sent the invitation.
Information We Collect and Receive
Productive will collect and receive information through operating the Services and Websites, and through other interactions with Productive. Such information will include Customer Data and other information and data (‘Other Information’) in a variety of ways:
Customer Data. Customers or individuals granted access to an Organization by a Customer (‘Authorized Users’) routinely submit Customer Data (such as messages, files, or other content submitted through Services accounts) to Productive when using the Services.
Other Information. Productive also collects, generates, and/or receives the following categories of Other Information:
1. Organization and Account Information
Organization and account information: To create or update an Organization account, you or our Customer (e.g. your employer) supplies Productive with an email address, phone number, password, domain, and/or other account set-up details (for more details on how to enroll in Productive, click here). In addition, Customers that purchase a paid version of the Services provide Productive (or its payment processors) with billing details such as credit card information, banking information, and/or a billing address.
2. Usage Information
Services metadata. When an Authorized User interacts with the Services, metadata is generated that provides additional context about the way that an Authorized User uses the Services. For example, Productive logs the features, content, and links that you view or interact with, the types of files shared, and what Third-Party Services are used (if any).
Log data. As with most websites and technology services delivered over the Internet, our servers automatically collect information when you access or use our Websites or Services and record it in log files. This log data may include your Internet Protocol (IP) address, the address of the web page that you visited before using the Website or Services, browser type and settings, the date and time that the Services were used, information about browser configuration and plugins, and your language preferences.
Device information. Productive collects information about devices accessing the Services, including the type of device, what operating system is used, device settings, application IDs, unique device identifiers, and crash data. Whether we collect some or all of this Other Information often depends on the type of device used and its settings.
Location information. We receive information from you, our Customers and other third parties that helps us to approximate your location. We may, for example, use an IP address received from your browser or device to determine your approximate location to assist with localization or for security purposes.
3. Cookie Information.
Productive uses a variety of cookies and similar technologies in our Websites and Services to help us collect Other Information. For more details about how we use these technologies, and your opt-out controls and other options, please visit our Cookie policy.
4. Third Party Services.
A Customer can choose to permit or restrict Third-Party Services for their Organization and Productive can receive personal data from such Third-Party Services. Typically, Third-Party Services are softwares that integrate with our Services, and a Customer can permit its Authorized Users to enable and disable these integrations for their Organization. Productive may also develop and offer Productive applications that connect the Services with a Third-Party Service. Once enabled, the provider of a Third-Party Service may share certain information with Productive. For example, if a cloud storage application that you are using is enabled to permit files to be imported to an Organization, we may receive the user name and email address of Authorised Users, along with additional information that the application makes available to Productive to facilitate the integration. Authorized Users should check the privacy settings and notices in these Third-Party Services to understand what data may be disclosed to Productive. When a Third-Party Service is enabled, Productive is authorized to connect and access Other Information made available to Productive in accordance with our agreement with the provider of the Third-Party Service and any permission(s) granted by our Customer (including by its Authorized User(s)). Examples of information that Productive may receive in this manner include whether you successfully created a new account or interacted with a third-party application in a way that is attributable to Productive usage activity. We do not, however, receive or store passwords for any of these Third-Party Services when connecting them to the Services. For more information on Third Party Services, click here.
5.Use of Gmail User Data.
Productive provides an optional integration with Gmail to enhance user productivity. Gmail data is accessed only if the user explicitly chooses to connect their Gmail account with our application. If the integration is not enabled, we do not access or process any Gmail user data. When a user opts to integrate Gmail, our application may access and use certain Gmail data to provide the following features:
Inbox Display: We access the content and metadata of the user’s Gmail messages to display their inbox within Productive.
Email Sending: Users can compose and send emails directly from their connected Gmail account through Productive.
Read/Unread Status Tracking: We retrieve and display the read/unread status of messages and allow users to change this status (e.g., mark emails as read or unread).
Email Storage (User-Initiated): In cases where a user explicitly marks an email for sharing or saving, we may store the content of that specific email securely to support collaborative features or extended functionality. No email content is stored without the user’s direct action. Only authorized users within the same organization will have access to these stored emails. Access is restricted based on user roles and is protected by authentication and access control mechanisms. We do not store any email content unless a user has actively chosen to share it. Private emails and messages not explicitly shared remain inaccessible to other users.
We do not use Gmail data for advertising purposes or for any purpose not directly related to providing the core features of the integration. We do not sell, rent, or share Gmail data with third parties unless required by law.
All access to Gmail data is handled in accordance with Google’s API Services User Data Policy, including the Limited Use requirements.
6. Use of Notetaker Data:
Productive provides an optional AI-powered meeting notetaker feature ("Notetaker") that can join video meetings to record, transcribe, and generate summaries. Notetaker is activated only if the Customer explicitly enables the feature within their organization. If the feature is not enabled, Productive does not record, transcribe, or process any meeting data.
When a Customer enables the Notetaker, the following data may be collected and processed:
a. Audio Recording: The Notetaker joins scheduled meetings as a visible participant and captures the audio stream for the duration of the meeting. Audio is processed through our sub-processor, Recall (Hyperdoc Inc.), on EU-based infrastructure exclusively.
b. Transcription: Audio is converted to text using automated speech-to-text technology. The resulting transcript is stored as Customer Data within the Customer's Organization.
c. AI-Generated Summaries: Productive AI processes the transcript to generate meeting summaries, action items, and key points. These outputs are stored as Customer Data.
d. Meeting Metadata: Information such as meeting title, date, time, duration, and participant names is collected to organize and display meeting records within Productive.
Audio recordings are retained in accordance with the data retention period configured by the Customer. Customers may configure retention periods ranging from zero retention (audio is streamed and not persisted) to a Customer-defined period. Transcripts and AI-generated summaries are retained as part of Customer Data in accordance with our standard data retention policy.
Only Authorized Users within the Customer's Organization have access to Notetaker data, subject to the access controls and permissions configured by the Customer.
We do not use Notetaker data (audio, transcripts, or summaries) for advertising purposes, for training machine learning models, or for any purpose not directly related to providing the Notetaker feature to the Customer. We do not sell, rent, or share Notetaker data with third parties except as necessary for processing (see our sub-processor list). Notice to meeting participants: Customers are responsible for ensuring that all meeting participants are informed that the Notetaker is active and that audio is being recorded and transcribed. The Notetaker joins meetings as a named, visible participant (e.g., "Productive Notetaker") to provide transparency.
7. Contact Information.
In accordance with the consent process provided by your device or other third-party API, any contact information that an Authorized User chooses to import (such as importing a calendar from a device or API), forward, or upload to the Services (for example, when sending emails to the Services) is collected when using the Services.
8. Third Party Data.
Productive may receive data about organizations, industries, lists of companies that are customers, website visitors, marketing campaigns, and other matters related to our business from parent corporation(s), affiliates and subsidiaries, our partners, or others that we use to make our own information better or more useful. This data may be combined with Other Information that we collect and might include aggregate-level data, such as which IP addresses correspond to postcodes or countries. Or it might be more specific: for example, how well an online marketing or email campaign performed.
9. Additional Information Provided to Productive.
We also receive Other Information when submitted to our Websites or in other ways, such as responses or opinions that you provide if you participate in a focus group, contest, activity or event, feedback that you provide about our products or services, information that you provide if you apply for a job with Productive, enroll in a certification program or other educational programme hosted by Productive or a vendor, request support, interact with our social media accounts or otherwise communicate with Productive.
Generally, no one is under a statutory or contractual obligation to provide any Customer Data or Other Information (collectively “Information”). However, certain Information is collected automatically and if some Information, such as Organization setup details, is not provided, we may be unable to provide the Services.
How we process your information and our legal bases for doing so
Customer Data will be used by Productive in accordance with a Customer’s instructions, including to provide the Services, any applicable terms in the Customer Agreement, a Customer’s use of Services functionality, and as required by applicable law. Productive is a processor of Customer Data, and the Customer is the controller. The Customer may, for example, use the Services to grant and remove access to an Organization, assign roles and configure settings, access, modify, export, share, and remove Customer Data, and otherwise apply its policies to the Services.
Productive uses Other Information to operate our Services, Websites, and business. More specifically, Productive uses Other Information for the following purposes:
Compliance with a legal obligation:
Productive processes Other Information when we comply with a legal obligation including, for example, to access, preserve, or disclose certain information if there is a valid legal request from a regulator, law enforcement, or others. For example, a search warrant or production order from law enforcement to provide information in relation to an investigation, such as your profile picture or IP address.
We use Organization and account information, usage information, cookie information, Third-Party Services information, contact information, third-party data, and additional information provided to Productive for compliance with a legal obligation.
Legitimate interests:
We rely on our legitimate interests or the legitimate interests of a third party where they are not outweighed by your interests or fundamental rights and freedoms (‘legitimate interests’).
We use Organization and account information, usage information, cookie information, Third-Party Services information, contact information, third-party data, and additional information provided to Productive for the following legitimate interests:
To provide, update, maintain, and protect our Services, Websites, and business.
This includes the use of Other Information to support delivery of the Services under a Customer Agreement, prevent or address service errors, security or technical issues, analyze and monitor usage, trends, and other activities, or at an Authorized User’s request.
It is in our and your interests to provide, update, maintain, and protect our Services, Websites, and business.
To develop and provide search, learning, and productivity tools and additional features.
Productive tries to make the Services as useful as possible for specific Organizations and Authorised Users. For example, we may:(a) improve search functionality by using Other Information to help determine and rank the relevance of content to an Authorized User;
(b) make Services or Third-Party Service suggestions based on historical use and predictive models;
(c) identify organizational trends and insights;
(d) customize a Services experience
(f) create new productivity features and products.
It is in our interest and in the interest of Customers and Authorised Users to continuously improve and develop the customer support that we provide.
To investigate and help prevent security issues and abuse
We may use a variety of tools, such as device fingerprinting, to prevent issues and abuse. We may process, including in an automated fashion, Other Information to better understand how Productive is used or to prevent spam or abuse. It is in our interest to keep the Services secure and to detect, prevent and address abuse (such as spam) and to investigate and take action in respect of suspicious activity on the Services
To aggregate or de-identify information.
In some cases, we aggregate or de-identify information that we have associated with you and use the resulting information, for example, to improve the Services.(a) It is in our interest to research and improve the Services;
(b) It is in the interests of Customers and Authorized Users to practice data minimization and privacy by design in respect of their information.
Share information with others, including law enforcement, and respond to legal requests.
It is in our interest and the interest of the general public to prevent and address fraud, unauthorized use of Productive, violations of our terms or other harmful or illegal activity; to protect ourselves, our users or others, including as part of investigations or regulatory inquiries; or to prevent death or imminent bodily harm.
Transfer, store, or process your information outside the European Economic Area.
As the Websites and Services operate globally, with Customers around the world, we need to share information that we collect globally. We carry out necessary transfers outside the European Economic Area to provide, update, maintain, and protect our Services, Websites, and business. For more information, review the ‘International data transfers’ section below.It is in our and your interests to provide, update, maintain, and protect our Services, Websites, and business
We use Organization and account information, Third-Party Services information, third-party data, and additional information provided to Productive for the following legitimate interests:
To communicate with you by responding to your requests, comments, and questions.
If you contact us, we may use your Other Information to respond.
It is in our, our Customers’ and Authorized Users’ interests to facilitate communication (for example, to answer questions from Customers).
To send service emails and other communications.
For example, we may:(a) send you service, technical, and other administrative emails, messages, and other types of communications
(b) contact you to inform you about changes in our Services, our Services offerings, and important Services-related notices, such as security and fraud notices. These communications are considered part of the Services, and you may not opt out of them. It is in our Customers’ and Authorised Users’ interests to address service-related issues.
We use Organization and account information and usage information for the following legitimate interests:
For billing, account management, and other administrative matters.Productive may need to contact you for invoicing, account management, and similar reasons, and we use account data to administer accounts and keep track of billing and payments.
It is in our interest to facilitate the effective provision and administration of the Websites and Services.
We use Organization and account information, usage information, cookie information, Third-Party Services information, third-party data, and additional information provided to Productive for the following legitimate interests:
To send marketing emails and other communications.
We sometimes send emails about new product features, promotional communications, or other news about Productive. These are marketing messages, so you can control whether you receive them. If you have additional questions about a message that you have received from Productive, please get in touch through the contact mechanisms described below.It is in our interest to promote the Websites and Services and send our direct marketing.
How We Share and Disclose Information
This section describes how Productive may share and disclose Information. Customers determine their own policies and practices for the sharing and disclosure of Information, and Productive does not control how they or any other third parties choose to share or disclose Information.
The Customer’s instructions. Productive may share and disclose Information in accordance with a Customer’s instructions and with appropriate consent, including any applicable terms in the Customer Agreement and the Customer’s use of Services functionality, and in compliance with applicable law and legal process. Some sharing at a Customer’s request may incur additional fees.
Displaying the Services. When an Authorized User submits Information, it may be displayed or discoverable to other Authorized Users in the same Organization. For example, an Authorized User’s email address may be displayed with their Organization profile, or other profiles and organizational information may be displayed to Authorized Users. Please consult the Help Center for more information on Services functionality.
Collaborating with others. The Services provide different ways for Authorized Users working in Organization to collaborate, such as public projects. Information, such as an Authorized User’s profile and organizational information, may be shared, subject to the policies and practices of the Organization(s) that you use.
Customer access. Owners, administrators, Authorized Users, and other Customer representatives and personnel may be able to access, modify, or restrict access to Information. This may include, for example, your employer using features of the Services to access or modify your profile details, or to export logs of Organization activity.
Third-party service providers and partners. We may engage third-party companies or individuals as service providers or business partners to process Information and support our business. These third parties may, for example, provide virtual computing and storage services, assist Productive with verifying Owners and Customers, or we may share business information to develop strategic partnerships with Third-Party Service providers to support our common customers. In this respect, depending on the Third-Party Service provided, Productive may share your Information. Additional information about the subprocessors that we use to support the delivery of our Services is set forth in the Productive Subprocessors documentation.
Third-Party Services. A Customer may enable, or permit Authorized Users to enable, Third-Party Services. We require each Third-Party Service provider to disclose all permissions for information accessible through the Services, but we do not guarantee that they do so. When Third-Party Services are enabled by a Customer or an Authorized User, Productive may share Information with Third-Party Services. Third-Party Services are not owned or controlled by Productive, and third parties that have been granted access to Information may have their own policies and practices for its collection, use, and sharing. Please check the permissions, privacy settings, and notices for these Third-Party Services, or contact the provider if you have any questions.
Forums. The Information that you choose to provide in a community forum, including personal data, will be publicly available.
Organizers and sponsors of events/webinars. If you attend an event or webinar organized by Productive, we may share your profile and organizational information with the event or webinar sponsors when you register, have your badge scanned, or join a breakout room. If required by applicable law, you may consent to such sharing via the registration form or by allowing your attendee badge to be scanned at a sponsor booth. In these circumstances, your information will be subject to the sponsors’ privacy statements. For more information, please refer to the terms provided when you register for such an event or webinar.
Professional advisers. We may share your Information with professional advisers acting as service providers, processors, controllers, or joint controllers – including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services, and to the extent we are legally obliged to share or have a legitimate interest in sharing your Information containing personal data.
Corporate affiliates. Productive may share Information with our corporate affiliates, parents, and/or subsidiaries.
During a change to Productive’s business. If Productive engages in a merger, acquisition, bankruptcy, dissolution, reorganization, sale of some or all of Productive’s assets or stock, financing, public offering of securities, acquisition of all or a portion of our business, a similar transaction or proceeding, or steps in contemplation of such activities, some or all of the Information described in the ‘Information we collect and receive’ section may be shared or transferred, subject to standard confidentiality arrangements.
Aggregated or de-identified Data. We may disclose or use aggregated or de-identified Information for any purpose. For example, we may share aggregated or de-identified Information with prospects or partners for business or research.
Law enforcement and regulators. If we receive a request for information, we may disclose Other Information if we reasonably believe that disclosure is in accordance with or required by any applicable law, regulation, or legal process.
To enforce our rights, prevent fraud, and ensure safety. To protect and defend the rights, property, or safety of Productive, its users, or third parties, including enforcing its contracts or policies, or in connection with investigating and preventing illegal activity, fraud, or security issues, including to prevent death or imminent bodily harm.
With consent. Productive may share Information with third parties when we have consent to do so or as otherwise permitted in this Privacy Policy. For Organizations registered to corporate entities, Productive may share Information with the consent of the Organization’s primary owner or authorized corporate officer, or their designee.
Data Retention
Productive will retain Customer Data in accordance with a Customer’s instructions (including to perform any applicable terms in the Customer Agreement and through the Customer’s use of Services functionality) and as required by applicable law. Depending on the Services plan, Customer Data is retained as long as the Customer uses the Services. Once the Customer cancels use of Services, Customer Data is retained for a period of 5 years, after which it will be permanently deleted.
The Customer may ask Productive to delete its Customer Data at any moment after canceling the use of Services by sending a request to legal@productive.io.
The deletion of Customer Data and other use of the Services by Customer may result in the deletion and/or de-identification of certain associated Other Information. For more details, please contact Customer. Productive may retain Other Information pertaining to you for as long as necessary for the purposes described in this Privacy Policy (such as to provide the Services, including any optional features that you use, and to provide customer support). This may include keeping your Other Information after you have deactivated your account for the period of time needed for Productive to pursue legitimate business interests, conduct audits, comply with (and demonstrate compliance with) legal obligations, resolve disputes, and enforce our agreements.
Intent To Become an Employee
When you submit your personal data into the “Apply for this position” form, it’s going to be used solely for the job you’re currently applying for, or the first position we think might fit your profile, in case you’re applying for an unspecified position. We keep your data only during the hiring process. You can also choose that we keep your data for five years after closing the hiring process you’re applying for. If a suitable position becomes available during that period, we will contact you via email. You can change this whenever by sending us an e-mail to dpo@productive.io. For processing personal data for Productive’s recruitment purposes, we use a third-party applicant tracking system designed to process your personal data with the highest integrity, developed by WORKABLE, USA, Boston. Workable will handle your data with care, and for more details, please review their Privacy Policy. When you contact us for new business, employment, sponsorship, media inquiries, or anything else, we will first determine the nature of the inquiry. In case it contains personal information, we will process this information in the manner prescribed by this policy for a particular type of personal data, or in a manner that is prescribed by law.
Security
Productive takes the security of data very seriously. Productive works hard to protect Information that you provide from loss, misuse, and unauthorized access or disclosure. These steps take into account the sensitivity of the Information that we collect, process, and store, and the current state of technology. Productive has obtained SOC 2 Type II certification, an internationally recognized security certification. To learn more about current practices and policies regarding security and confidentiality of the Services, please visit our Security practices. Given the nature of communications and information processing technology, Productive cannot guarantee that Information during transmission through the Internet or while stored on our systems or otherwise in our care will be absolutely safe from intrusion by others. When you click a link to a third-party site, you will be leaving our site, and we don’t control or endorse what is on third-party sites.
Age Limitations
To the extent prohibited by applicable law, Productive does not allow the use of our Services and Websites by anyone younger than 16 years old. If you learn that anyone younger than 16 has unlawfully provided us with personal data, please contact us, and we will take steps to delete such information.
Changes to This Privacy Policy
Productive may change this Privacy Policy from time to time. Laws, regulations, and industry standards evolve, which may make those changes necessary, or we may make changes to our services or business. We will post the changes to this page and encourage you to review our Privacy Policy to stay informed. If we make changes that materially alter your privacy rights, Productive will provide additional notice, such as via email or through the Services. If you disagree with the changes to this Privacy Policy, you should deactivate your Services account. Contact the Customer if you wish to request the removal of Personal Data under their control.
International Data Transfers Privacy Shield and Contractual Terms
Productive may transfer your Personal Data to countries other than the one in which you live, including transfers to the United States. To the extent that Personal Data is transferred abroad, Productive will ensure compliance with the requirements of the applicable laws in the respective jurisdiction in line with Productive’s obligations.
In particular, we offer the following safeguards if Productive transfers Personal Data from jurisdictions with differing data protection laws
European Commission’s Standard Contractual Clauses. Productive uses Standard Contractual Clauses approved by the European Commission (and the equivalent standard contractual clauses for the UK, where appropriate) for transfers to the United States. Productive will transfer your Personal Data to facilitate the provision of the Services. A copy of our standard data processing addendum, incorporating the Standard Contractual Clauses, is available here, and a copy of the executed version of the Standard Contractual Clauses may be obtained by contacting us as described in the ‘Contacting Productive’ section below.
Data Protection Officer
To communicate with our Data Protection Officer, please send an email to dpo@productive.io.
Identifying the Data Controller and Processor
Data protection law in certain jurisdictions differentiates between the ‘controller’ and ‘processor’ of information. In general, the Customer is the controller of Customer Data and Productive is the processor of Customer Data and the controller of Other Information. The legal entity that provides the Services is The Productive Company, Inc., a Delaware-based company, which is the controller of Other Information and a processor of Customer Data relating to Authorized Users who use Organizations established for Customers.
Your Rights
Individuals in the European Economic Area, the United Kingdom, and across the globe have certain statutory rights in relation to their personal data. Subject to any exemptions provided by law, you may have the right to request access to your personal information, as well as to seek to update, delete, or correct this information. You can do this using the settings and tools provided in your Services account. If you cannot use the settings and tools, contact the Customer who controls your Organization for additional access and assistance.
To the extent that Productive’s processing of your Personal Data is subject to the General Data Protection Regulation or other applicable laws requiring a legal basis for processing Personal Data, such as the UK Data Protection Act, Productive primarily relies on its legitimate interests, described above, to process your Personal Data. Where we rely on legitimate interests to process your Personal Data, you can object to that processing by contacting us as described in the ‘Contacting Productive’ section below. In response to your objection, we will stop processing your information for the relevant purposes unless we have compelling grounds in the circumstances or the processing is necessary in the context of legal claims. Productive may also process Other Information that constitutes your Personal Data for direct marketing purposes, and you have a right to object to Productive’s use of your Personal Data for this purpose at any time.
Data Protection Authority
Subject to applicable law, you also have the right to (i) restrict Productive’s use of Other Information that constitutes your Personal Data and (ii) lodge a complaint with your local data protection authority. If, however, you believe that we have not been able to assist with your complaint or concern, and you are located in the European Economic Area or the United Kingdom, you have the right to lodge a complaint with the competent supervisory authority. If you work or reside in a country that is a member of the European Union or that is in the EEA, you may find the contact details for your appropriate data protection authority on the following website. If you are a resident of the United Kingdom, you may contact the UK supervisory authority, the Information Commissioner’s Office.
Contacting Productive
Please also feel free to contact Productive if you have any questions about this Privacy Policy or Productive’s practices, or if you are seeking to exercise any of your statutory rights. You may contact us at legal@productive.io or at our mailing address below:
The Productive Company, Inc
2093 Philadelphia Pike #3280
Claymont, DE, 19703 USA
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