Rinse Privacy Notice

Version 1.10. Effective date: 29 October 2026. Last updated: 26 October 2026.

This notice explains what personal data Rinse collects, why, who we share it with, how long we keep it and what your rights are. We've tried to keep it in plain English. If anything is unclear, please contact us (see section 1).

1. Who we are

Rinse (rinseapp.io) is a project management web app for freelancers and small creative and digital agencies. It is run by Oli McQuillan, trading as Rinse ("Rinse", "we", "us"). Our trading and postal address is 44 Bell Chase, Aldershot, GU11 3GZ, United Kingdom.

For the personal data described in this notice as ours, we are the controller. That means we decide how and why it's used, and we're responsible for looking after it under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact us about privacy: support@rinseapp.io. You can also write to us at 44 Bell Chase, Aldershot, GU11 3GZ, United Kingdom.

The person responsible for privacy at Rinse is Oli McQuillan. We're not required to appoint a data protection officer (DPO), given the size of our business and the kind of processing we do, so Oli is your point of contact for anything in this notice.

2. Who this notice is for

This notice covers:

Account holders: freelancers, agency owners and team members who sign up for Rinse or accept an invite to a workspace.
People we've been asked to invite: someone whose email address a workspace owner enters to invite them.
Visitors to our public website and help pages at rinseapp.io.
People who join our pre-launch waitlist on our public website (see section 3.11).
People who contact our support team.

If you're a client of a Rinse customer

Agencies and freelancers use Rinse to run projects for their own clients. They may add their clients' names, contact details, files and notes to Rinse, and they may send their clients a private project link (a "client link") where the client can see progress, upload files, send files that may be saved into the agency's own Google Drive or OneDrive, comment, give feedback on files shared for review, and approve work.

When we handle that information, we do it on behalf of the agency or freelancer you work with. In data protection terms they are the controller and we are their processor. They decide what's collected and why, and their own privacy notice applies.

If you have a question about your information, or want to use your data protection rights, please contact the agency or freelancer who sent you the link. If you contact us, we'll pass your request to them where we can identify them, and we'll help them respond. Section 13 explains what our systems record when you use a client link.

3. The personal data we collect

3.1 Your account

Email address and password. When you sign up with email, we store your email address and a securely hashed version of your password. We never see or store your password in plain text. We send a link to confirm your email address.
Google or Microsoft sign-in. If you choose "Continue with Google" or "Continue with Microsoft", the provider confirms your identity and shares basic account details with us, typically your email address and name. We don't receive your Google or Microsoft password.
Sign-in session. When you're signed in, a session token is kept in your browser so you stay signed in (see section 12).

3.2 Your profile

Name, which is shown to your teammates on tasks, comments and mentions. Until you set it, we use the part of your email address before the "@".
Photo, if you upload one, or the ready-made avatar you pick. Uploaded photos are stored so they can be displayed in the app. Anyone who has the exact link to an uploaded photo can view it.
The main kind of work you do (for example "Website build"), which you choose during setup.
Your settings, such as whether the daily email digest is switched on and, for workspace owners, whether benchmark sharing is switched on.

3.3 Your workspace and team

Workspace details: workspace name, logo, and settings such as reminder schedules, approval rules and the sender name and reply-to address used for client emails.
Members and roles: who belongs to each workspace and whether they're the owner or a member. Your name and photo are visible to other members of the workspaces you belong to.
Invites: when a workspace owner invites someone, we store the invitee's email address, who invited them, and when the invite expires (after 7 days). If the invitee later signs in with that email address, Rinse adds them to the workspace.

3.4 What you put into Rinse

Rinse stores the work you and your team create: templates, projects, tasks, dates, checklists, internal comments and @mentions, files and links you attach, change requests, meeting notes, pipeline enquiries, retrospectives and the drafts in your Outbox.

Some of this will be about you (for example tasks assigned to you, or comments you write). We are the controller for that information about you as an account holder.

Much of it will be about your clients and other people, for example client names, contact names, email addresses, phone numbers, notes and files. For that information, we act as your processor (see section 2 and our Terms of Service).

Files for client review (proofing). You can add PNG, JPG or PDF files, up to 25 MB each, to a task so your client can review them, and you can upload new versions. We keep every version in private file storage. When a PNG or JPG is uploaded, we remove hidden details saved in the image, such as where a photo was taken (GPS location) and camera details. PDFs are stored as uploaded, so any details saved inside a PDF, such as the author's name, stay in it. With each version we keep the file name, type, size and number of pages, who uploaded it and when, and any note about what changed. We also keep the pins and comments on each version, the replies, whether each comment has been resolved and by whom, and any feedback or approval, with the name typed, the time and any note. As with your other content, we act as your processor for files and comments about your clients, and we're the controller for information about you as an account holder.

3.5 Calendar feed

If you create a calendar link in Settings, we generate a private link and store a scrambled (hashed) copy of its secret part, not the link itself. To stop the link being overused, we record when it's fetched, against your account. The feed contains task names and dates, plus each task's project name, client name, status and a link back into Rinse. Anyone with the link can see this, so please keep it private. You can replace the link at any time, and it stops working if you leave the workspace.

3.6 Notifications and email

In-app notifications about due tasks, comments, mentions, client activity and approvals.
Emails we send you: confirmation and password emails, workspace invites, and the daily digest of overdue and due-soon tasks (you can turn the digest off in Settings). App email is sent through our email provider, Resend, from a Rinse address on mail.rinseapp.io.
Instant email alerts about client activity. If you own the workspace, or you're assigned to a task on a project, we email you when a client uses that project's client link to comment (including pins and replies on files for review), send feedback or ask for changes, approve something (with any note they add) or attach a file to a to-do. The email gives the project and task name, the name the client typed, and what they wrote or the name of the file. Files sent through "Send files" (section 3.13) don't trigger these emails, except when a file can't be copied to your Google Drive or OneDrive (section 3.13). It doesn't include the file itself, the client's email address or the client link. Several actions on the same project within a few minutes arrive as one email. Actions by your own team, and activity on sample projects, aren't emailed. These alerts are on unless you turn them off in Settings, under "Instant email alerts" (each alert links there). They're sent through Resend from mail.rinseapp.io, like our other app email. To send them, we keep a short-term queue of these details and a record of who each alert went to (see section 10).
Waitlist emails. If you join our pre-launch waitlist, we email you when Rinse launches and send you occasional product updates, but only if you've agreed to this. Section 3.11 explains how this works and how to unsubscribe.
Emails your workspace sends to its clients. Rinse drafts reminders, approval requests and weekly updates into your Outbox. Nothing is sent until someone in your workspace approves it. Approved emails are sent from a Rinse address on mail.rinseapp.io, show your workspace's name as the sender, and set the reply-to address to your agency, so your client's reply goes to you, not to us. If you haven't set a reply-to address for your workspace, we use the workspace owner's sign-in email address as the reply-to address, so your clients can see it. If you'd rather they didn't, set a reply-to address for your workspace. We keep a record of each email's recipient, subject, text, status, who approved it and when it was sent.

3.7 AI features

Rinse includes AI features that draft text for you. Section 6 explains exactly what we send and where it goes.

3.8 Support requests

When you contact support, whether by emailing support@rinseapp.io or by using the in-app or public contact form, we collect your name, email address, your message and any attachment, and, if you use a form, the category you choose. If you use the in-app form, we also attach technical details to help us solve the problem. You can see this list before you send:

your user ID, email, name, workspace ID and name, your role, and how many members and workspaces you have;
whether you've finished setup, and your main kind of work;
the page you were on (with any private link tokens removed);
your browser, operating system, screen size, time zone and language;
the app version, and the last error message you saw;
how many AI drafts your workspace has used this month.

The in-app form also has a tick box, "You can look at my workspace to help with this", which is off by default. We only look inside your workspace if you tick it.

3.9 Technical information

Browser storage. See section 12.
Logs. Our hosting and infrastructure providers keep technical logs, which can include IP addresses, browser details, the pages or endpoints requested, and error messages. We use these to keep Rinse secure and working.
Rate limits. To prevent abuse of client links, we record each action taken through a client link (such as a comment or upload), the link it was taken on, and the time. Our own app code doesn't record IP addresses for client links, except that when a client sends a file (section 3.13) it stores a keyed hash (a scrambled code) of the IP address, never the address itself, and deletes it after 24 hours. To stop spam sign-ups to our waitlist, it stores a keyed hash (a scrambled code) of your IP address, never the address itself, and deletes it after 24 hours (see section 3.11).
Fonts. The fonts on our pages are served from our own website, so no font request goes to a third party.

We don't use advertising tools, and we don't use your data to build advertising profiles. On our public marketing pages, and only if you accept analytics cookies, we use Google Analytics to understand how our website is used (see section 3.10). If you join our waitlist, your sign-up record includes the page you signed up from and any campaign tags in the link you used (see section 3.11). These come from the sign-up form itself, not from Google Analytics, and we look at them only in aggregate to see which pages and campaigns bring people to the waitlist. The form reads campaign tags from the link itself, without cookies.

3.10 Our public website

If you write for our public resources pages, we publish your name, job title, short biography and photo as the author, with your agreement.

Website analytics (Google Analytics). If you accept analytics cookies in our cookie banner, we use Google Analytics on our public marketing pages, such as our home page, feature pages and resources pages, to understand how our website is used and to improve it. We don't use it in the Rinse app, on client links, on our admin pages, on our waitlist sign-up page or on the page you see after joining our waitlist. Where a waitlist form appears on another marketing page, Google Analytics doesn't record anything you type into it. Google Analytics doesn't load until you accept. If you don't accept, nothing is sent to Google.

When it's on, Google Analytics stores a random ID in cookies on your device (see section 12) and collects:

the pages you visit and how long you spend on them;
how you arrived, such as the website that linked to us and any campaign tags in the link;
your approximate location (your country and region), worked out from your IP address. Google says that Google Analytics doesn't log or store IP addresses from visitors in the UK or EU: it uses them only to work out approximate location and then discards them;
the type of device you use (for example, mobile or desktop), and its operating system, browser and language;
how you use our pages, such as scrolling to the bottom of a page and clicking links to other websites.

We look at this only in combined reports (for example, how many people visited a page), not to identify you. We never send Google your name, email address or account ID, and we remove private codes (such as the codes in sign-in and invite links) from page addresses before anything is sent. We don't use Google Analytics for advertising: we've switched off ads personalisation and Google signals, we don't link it to Google Ads or other Google products, and we've switched off Google's data sharing settings, so Google uses the data only to provide Google Analytics to us. Google explains how it handles information from websites that use its services at https://policies.google.com/technologies/partner-sites

Our lawful basis. Consent. The UK's Privacy and Electronic Communications Regulations (PECR) require your consent before we set analytics cookies, and we rely on the same consent under UK GDPR for the data Google Analytics collects.

Your choices. Our cookie banner has a "Reject all" button next to "Accept all", so saying no is as easy as saying yes. You can change your mind at any time using the "Cookie settings" link in the footer of every marketing page. If you withdraw your consent, Google Analytics stops loading and we ask your browser to delete the Google Analytics cookies where it can. You can also block or delete cookies in your browser settings. Withdrawing consent doesn't affect the analytics collected before you withdrew it.

How long it's kept. Google Analytics automatically deletes the data linked to your random ID once it's 2 months old (Google does this once a month). Combined reports that don't identify anyone, such as monthly visit totals, aren't affected and may be kept for longer. The cookies themselves are listed in section 12.

Who handles it. Google Ireland Limited provides Google Analytics to us as our processor (see section 8).

3.11 Our pre-launch waitlist

Before Rinse launches, you can join our waitlist using the sign-up form on our public website. If you do, we collect:

your email address;
your name and role, if you choose to give them;
the page you signed up from (for example feature:gantt-charts);
any campaign tags (known as UTM tags) that were in the link you used to reach the form;
when you gave your consent and which version of this notice you were shown.

What we use it for. We use your details to email you when Rinse launches and to send you occasional product updates. We also use the page you signed up from and any campaign tags, in aggregate (combined across all sign-ups), to understand which pages and campaigns bring people to the waitlist, so we can improve our website. We keep the time of your consent and the notice version as a record of what you agreed to.

Our lawful basis. For the emails, we rely on your consent, which you give by ticking a box on the form. The box isn't ticked in advance. Because product updates are marketing emails, we also follow the UK's Privacy and Electronic Communications Regulations (PECR), which require your consent before we send them. For understanding which pages and campaigns bring people to the waitlist, we rely on legitimate interests: improving our website, using only combined figures.

Withdrawing consent. You can withdraw your consent at any time by using the unsubscribe link in any of our emails, or by emailing support@rinseapp.io. You can also ask us to delete your waitlist details at any time.

How long we keep it. We keep your waitlist details until you unsubscribe or ask us to delete them, and then we delete them. However, we keep a minimal record so that we make sure we don't email you again, and so that we can show what you agreed to if there's a later question. It contains only your email address, when you gave your consent, which version of this notice you saw, and when you unsubscribed or asked us to delete your details. We don't use that record for anything else. Deleted details may stay in our database backups for up to about 14 days, and our email provider keeps its delivery records for 30 days (see section 10).

Who handles it. Your waitlist details are stored with our hosting provider, Lovable, and our emails are sent through our email provider, Resend. Both are listed in section 8.

Stopping spam sign-ups. To limit how often the form can be used, when you submit it our system stores a keyed hash (HMAC) of your IP address and of the email address you enter. A keyed hash is a scrambled code created with a secret key. It lets us spot repeated sign-ups without keeping the addresses themselves in these records. These records never store or show your IP address or email address in plain form, and they're deleted after 24 hours. We rely on legitimate interests for this: preventing spam and abuse of the form. Your email address itself is kept in your waitlist details, as described above. Separately, our hosting providers' technical logs may include IP addresses (see section 3.9).

The waitlist is only for people aged 18 or over (see section 16).

3.12 Connected cloud storage (Google Drive or OneDrive)

The workspace owner can connect the workspace to a Google Drive or Microsoft OneDrive account, so that files clients send through a client link (section 3.13) are saved into the agency's own storage. Only the workspace owner can connect or disconnect an account, and a workspace can connect one Google account and one Microsoft account. Personal Microsoft accounts and work or school accounts can both be connected.

What we receive. When you connect, you sign in with Google or Microsoft and agree to the access Rinse asks for. Google or Microsoft then gives us:

the email address of the account you connected. Microsoft also gives us the account's name and basic profile, but we don't store them;
a refresh token, which is a long-lived key that lets Rinse save files to your storage without you signing in each time. Rinse uses it to get short-lived access tokens, which it uses straight away and doesn't store.

The access we ask for.

Google: your email address (openid and email) and drive.file. This only lets Rinse see and change the folders and files that Rinse itself creates in your Drive. Rinse can't see the rest of your Drive.
Microsoft: sign-in and your basic profile (openid, profile and User.Read), offline_access (so the connection keeps working when you're not signed in) and Files.ReadWrite.AppFolder. This only lets Rinse see and change its own app folder in your OneDrive (Apps/Rinse). Rinse can't see the rest of your OneDrive.

What we do with it. We use the connection only to create a folder for each project and save into it the files described in section 3.13. In Google Drive, the project folders go inside a folder called "Rinse" that Rinse creates. In OneDrive, they go inside Rinse's app folder, shown as Apps/Rinse. Each project folder is named after the project, with an 8-character code added, so the project's name appears in your Drive or OneDrive. Members of your workspace can see which provider is connected, the connected account's email address and whether the connection is working.

Signing in to connect. While you connect, we keep a short-lived sign-in record (a one-time security code, the workspace and the owner who is connecting) and a cookie that lasts 10 minutes. We delete the record as soon as it's used, or when it expires.

What we store, and how. We store the provider, the connected account's email address, who connected it, the ID of Rinse's folder, the connection status and when it was connected or last updated. The refresh token is encrypted before we store it, with a key that only our server holds. It's never sent to your browser or shown in the app, and only our server code can use it. We keep all of this until the owner disconnects or the workspace is deleted.

Disconnecting. The workspace owner can disconnect in Settings at any time. When you do, we delete the stored connection, including the token. For Google, we also ask Google to cancel Rinse's access. Microsoft doesn't let us do that, so to remove Rinse from your Microsoft account, go to https://account.live.com/consent/Manage (personal accounts) or your organisation's app permissions (work or school accounts). You can also remove Rinse's access to your Google account at any time at https://myaccount.google.com/connections. Disconnecting doesn't delete files already saved in your Drive or OneDrive, and it doesn't change when Rinse deletes its own copies (section 3.13).

3.13 Files clients send through a client link

The workspace owner can switch on "Allow client uploads" for a project only once the workspace has connected Google Drive or OneDrive (section 3.12). Until then, the "Send files" box on the client link is off. When it's on, anyone with the project's client link can send files without logging in. They can send PNG, JPG, PDF, Word, Excel and PowerPoint files, design files (Figma .fig, Photoshop .psd and Illustrator .ai) and video files (.mp4 and .mov), up to 100 MB each. This is separate from the files clients can attach to to-dos and comments.

Where the file goes first. We store it in our private file storage (in Europe, Ireland). We check that the file's content matches its type. For PNG and JPG files, we remove hidden details saved in the image, such as GPS location and camera details. PDFs, Office, design and video files are stored as sent, so details saved inside them, such as the author's name or, for videos, where and when they were recorded, stay in them.
Copying it to the agency. Our server copies the file into the project's folder in the agency's Google Drive or OneDrive. If a copy fails, the copy is tried up to 4 times in total. If the last try fails, we email the workspace owner and teammates assigned to the project's tasks who have instant email alerts on (section 3.6; not for sample projects), and show a notice in the app to all workspace members. If the file still hasn't been copied when we delete our copy (below), it's no longer in Rinse. A successful copy doesn't trigger an email.
Files we remove straight away. If a file's size or type doesn't match what was declared, we delete it and its record immediately. Uploads that never finish are deleted after 24 hours. Neither is counted.
Deleting our copy. We delete our copy 30 days after the file was sent, whether or not it was copied to Google Drive or OneDrive. If the project is deleted sooner, we remove our copies within about a minute.
The record of each file. We keep the file's name, size and type, when it was sent, whether the copy worked (and any error), its MIME type, and the file's ID in Google Drive or OneDrive. We delete this record together with our copy of the file, 30 days after it was sent (or sooner if the project is deleted). After that we keep only a count of how many files were sent, with no names or other details, until the project is deleted. Members of the workspace can see the latest 50 records (name, size, status, date and any error) on the project page while they exist.
Who can see file names. The client link shows the names, sizes and status of the 20 most recently sent files for the project to anyone who has the link, including files sent by other people. So don't put anything in a file name that not everyone with the link should see. If the owner has pasted a link to a shared Google Drive, OneDrive or SharePoint folder, we store it and show it on the client link while uploads are on.
Stopping abuse. We limit how many files can be sent through each link, and from each IP address, in an hour. To do this we store keyed hashes of the link and of the sender's IP address, never the IP address itself, and delete them after 24 hours.
No virus scanning. We don't scan these files for viruses or other malware (see section 14).

Once a file is in the agency's Google Drive or OneDrive, it's under the agency's control: the agency decides who can see it and how long it's kept, and Google's or Microsoft's terms apply. Deleting the project in Rinse doesn't delete it. As with other client link content, we handle these files for the agency, as its processor.

3.14 Google user data

This part applies to information we receive from Google APIs, for example when a workspace owner connects Google Drive (section 3.12). That information is the connected account's email address, the tokens Google gives us, and the IDs of the folders and files that Rinse creates.

Rinse's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.

In particular:

We use Google user data only to provide the features described in section 3.12 and section 3.13, which you can see and control in the app.
We don't use Google user data for advertising, including personalised, retargeted or interest-based advertising.
We don't sell Google user data, and we don't transfer it to anyone except our own service providers who help us run these features (section 8), for security purposes (for example, investigating abuse), to comply with the law, or as part of a sale or merger of the Rinse business, and only with your prior consent in that case.
We don't use Google user data to create, train or improve AI or machine learning models, and we don't send it to our AI features (section 6).
We don't use Google user data to decide whether someone is creditworthy or for lending.
People at Rinse don't read Google user data, unless you've asked us to look at specific data (for example, in a support request), it's needed for security purposes (for example, investigating a bug or abuse), or the law requires it.

4. How we use your data and our lawful bases

UK GDPR requires a lawful basis for each use. The ones we rely on are:

Contract: we need the data to provide Rinse under our Terms of Service.
Legitimate interests: we have a genuine reason to use the data, and it doesn't override your rights. You can ask us for details of how we balanced this.
Legal obligation: the law requires us to keep or use the data.
Consent: you've agreed, and you can withdraw at any time.

What we do	Data	Lawful basis
Create and secure your account, sign you in, confirm your email	Account and sign-in data	Contract
Show your profile to teammates, run workspaces, invites and roles	Profile, workspace and membership data	Contract. For people who are invited but haven't joined yet: legitimate interests (letting a customer invite their team)
Store and display your projects, tasks, comments and files	Your workspace content	Contract
Connect your workspace to Google Drive or OneDrive and keep the connection working	The connected account's email address, the encrypted refresh token, who connected it and the connection details (section 3.12)	Contract
Receive files that clients send through a client link, check them, copy them to your Google Drive or OneDrive, show the list of files sent and delete our copy after 30 days	The files, their names, sizes and types (including MIME type), when they were sent, whether they were copied and the drive file ID, a count of files sent, and any shared folder link (section 3.13)	As your processor, on your instructions
Limit how many files can be sent through a client link, to prevent abuse	Keyed hashes of the link and the sender's IP address, deleted after 24 hours	Legitimate interests (preventing abuse). For the client's data, we act as your processor, on your instructions
Send notifications, confirmation emails, invites and the daily digest	Name, email, task details	Contract. Daily digest: legitimate interests, and you can turn it off
Send instant email alerts about client activity on a client link to the workspace owner and to teammates assigned to the project	Your name and email address; the project and task name; the name the client typed and what they wrote, or the name of a file attached to a client to-do; for files sent through "Send files", only when a copy to Google Drive or OneDrive has failed, the file name	Legitimate interests (letting your team see and answer their clients quickly), and you can turn them off. For the client's details in the alert, we act as your processor, on your instructions
Send approved emails from your workspace to its clients	Recipient details and email content; your workspace's name and reply-to address (if none is set, the workspace owner's sign-in email address)	As your processor, on your instructions. Using the owner's sign-in email address as the reply-to address: contract (so that clients' replies reach you)
AI drafting features	The facts described in section 6	Contract (for data about you). As your processor (for data about your clients)
Benchmark sharing	Task-type durations in days (section 7)	Legitimate interests (giving customers useful comparisons of how long work takes). On by default, and the workspace owner can switch it off
Calendar feed	Task names and dates, with project name, client name and status; feed access log	Contract
Prevent abuse, keep Rinse secure, fix faults	Logs, rate-limit records, error messages	Legitimate interests
Answer support requests, including AI-assisted sorting and drafting	Support request and context	Contract where it concerns your account. Otherwise legitimate interests
Look inside your workspace to solve a support problem	Workspace content	Consent (the tick box on the contact form)
Process deletion and other data rights requests, verify identity	Account details, request records	Legal obligation
Publish author details on our website	Name, title, bio, photo	Consent
Keep our pre-launch waitlist, email you when Rinse launches and send you occasional product updates	Waitlist details (section 3.11)	Consent (the unticked box on the sign-up form), in line with PECR for marketing emails. You can withdraw at any time
Understand which pages and campaigns bring people to the waitlist, so we can improve our website	Source page and campaign tags, used in aggregate	Legitimate interests (improving our website)
Understand how our public marketing pages are used, so we can improve our website (Google Analytics)	Pages visited, how you arrived, approximate location, device and browser details, and how you use the pages, linked to a random cookie ID (section 3.10)	Consent (the cookie banner), as PECR requires for analytics cookies. You can withdraw at any time using "Cookie settings"
Make sure we don't email you again after you unsubscribe or ask us to delete your waitlist details, and show what you agreed to if there's a later question	A minimal record: your email address, when you gave consent, the notice version you saw, and when you unsubscribed or asked for deletion	Legitimate interests (respecting your wishes and showing what you agreed to)
Limit waitlist sign-ups to prevent spam and abuse	Keyed hashes of your IP address and email address, deleted after 24 hours	Legitimate interests (preventing spam and abuse)

We don't make decisions about you based solely on automated processing that have legal or similarly significant effects.

5. Where your data comes from

Most of it comes from you. Some comes from:

your workspace owner or teammates, for example when they invite you, assign you a task or mention you;
Google or Microsoft, if you sign in with them, or if your workspace owner connects Google Drive or OneDrive (section 3.12);
your agency's clients, who can add comments, files, approvals and names through a client link (we process these for the agency);
the link you followed to our waitlist form, which may contain campaign tags (section 3.11);
Google Analytics, which works out your approximate location from your IP address, if you've accepted analytics cookies on our marketing pages (section 3.10).

6. AI features

Rinse's AI features draft text; they don't take actions for you. Nothing an AI feature drafts is sent to anyone until a person in your workspace has reviewed and approved it.

Where the data goes. Requests go through the Lovable AI Gateway, run by Lovable (see "Our processors" in section 8), which passes them to OpenAI, the company that provides the AI model we use. OpenAI processes the requests in the United States.

How long it's kept, and training. OpenAI's terms for its API say that it doesn't use data sent through the API to train its models, and that it may keep requests for up to 30 days to monitor for abuse, after which they're deleted. Lovable's agreements with its AI model providers also restrict how they can use and keep the data. We ask for each response not to be stored by OpenAI for later retrieval. Lovable keeps a summary record of each request (such as when it was made, the model used and its size), and may keep a copy of the request and response for up to 90 days so that faults can be investigated. Rinse itself doesn't keep a separate copy of what it sends; it keeps only the drafts it creates in your workspace (such as weekly updates in your Outbox) and any draft you choose to save.

What each feature sends:

Feature	What we send to the AI provider
Project wrap-up ("How it went")	Project, client and template names; the project's dates; phase names with planned and actual days; the tasks where your team was waiting on the client; the total number of revision rounds and the number of change requests; the names of up to five tasks that ran furthest over or under plan; and up to four earlier projects, each with its name, client, how far it ran over or under plan, and its finish date. No notes, comments, files or client contact details are sent
Client update draft	The client's name; up to five of their projects (each with its name, status and dates); for each project, the number of tasks done, the names of tasks in progress, up to three upcoming task names and the number of overdue tasks; and up to eight of your notes about the client, each cut to 400 characters
Weekly client update (Outbox)	Project name, client name, the tasks completed, due next and waiting on the client, pending approvals with due dates. The client link isn't sent: it's added to the draft after the AI step
Task type suggestion	The task name you're typing and your workspace's list of task type names

We never send client links to the AI provider. Where a draft needs one, the AI works with a stand-in and Rinse adds the real link afterwards.

Please don't put sensitive information, such as health details, into client notes if you plan to use AI drafting.

Monthly limit. We may set a monthly limit on AI drafting for each workspace. If a limit applies and your workspace reaches it, AI drafting pauses until the limit resets, and your work is saved. You can still write drafts yourself.

Rinse can show how long types of task usually take across similar freelancers and agencies. Benchmark sharing is switched on by default for every workspace.

When it's on, we use only how many days each type of task took in your workspace (for example, "Design: 12 days" in a "Website build" project), counting your team's working time and leaving out time spent waiting on clients. We don't use names, client names, project names or other project details, notes or files.

We combine these durations with those from other workspaces into ranges (the typical time and the middle spread). A benchmark is only shown where at least five workspaces have contributed.

The setting covers the whole workspace, and only the workspace owner can switch it on or off, at any time, in Settings under "Benchmark sharing". Members can see the setting and that the owner controls it. When the owner switches sharing off, the workspace's timings are removed from the benchmarks straight away. If it's switched back on, they're added back. You'll still see benchmarks where they exist either way.

We rely on legitimate interests for benchmark sharing: it gives every customer a useful, realistic picture of how long work takes, and it uses only a narrow set of figures that are combined with other workspaces'. You can object at any time (see section 15). If you're the workspace owner, switching sharing off is the quickest way to do that. If you're a member, you can ask your workspace owner or contact us.

We don't sell personal data. We share it only with service providers who help us run Rinse, under contracts that require them to protect it and use it only on our instructions, and in the other cases listed below.

Our processors

These are the companies that process personal data for us. Where a company is marked "through Lovable", it works for Lovable, and Lovable's contract with it protects the data. Lovable publishes the full list of its own sub-processors at trust.lovable.dev.

Provider	What they do for us	Location	Transfer safeguard
Lovable (Lovable Labs Incorporated, United States; part of the Lovable group, which is based in Stockholm, Sweden)	Hosts and runs the Rinse web app and backend (database, sign-in and file storage), stores our waitlist sign-ups, runs the AI Gateway, brokers Google and Microsoft sign-in, and connects Rinse to our email provider	United States (company). Our database and files are stored in Europe (Ireland)	UK International Data Transfer Addendum to the EU Standard Contractual Clauses, in Lovable's data processing agreement
Supabase (through Lovable)	The database, sign-in and file storage platform that Lovable's backend runs on	Europe (Ireland)	Covered by Lovable's contract with Supabase
Cloudflare (through Lovable)	Global network that delivers the Rinse web app and runs its server code	Worldwide, from the location nearest to you	Covered by Lovable's contract with Cloudflare
OpenAI (through Lovable)	The AI model behind our AI features (section 6)	United States	Covered by Lovable's contract with OpenAI
Resend	Sends app email and approved client emails from mail.rinseapp.io, and our waitlist emails (the launch email and occasional product updates)	United States (Resend stores email data in the US)	UK-US data bridge (Resend is certified under the UK Extension to the EU-US Data Privacy Framework), plus the UK International Data Transfer Addendum in Resend's data processing agreement
Zoho (Zoho Desk)	Support ticketing. Emails to support@rinseapp.io are forwarded into it	EU data centre (the Netherlands and Ireland). Zoho's support engineers in India may occasionally access data to fix a technical problem	UK adequacy regulations for the EU. Zoho's standard contractual clauses cover access from India
Google (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland)	Google Analytics on our public marketing pages, only if you accept analytics cookies (section 3.10). Google acts as our processor under the Google Ads Data Processing Terms, which cover Google Analytics	Ireland (company). Google may also process the data in the United States and other countries where it has data centres	UK adequacy regulations for Ireland. For transfers to Google LLC in the United States, the UK-US data bridge (Google LLC is certified under the UK Extension to the EU-US Data Privacy Framework), with standard contractual clauses and the UK International Data Transfer Addendum in Google's data processing terms as a fallback
AI assistant service used by our support team	An AI assistant service that helps us sort support tickets and draft replies. A person at Rinse checks every reply before it's sent, unless the reply is just a link to a help article	May process data outside the UK, protected by the safeguards in section 9	See section 9

We'll update this list before we start using a new processor.

Other organisations that receive data. If you choose to sign in with Google or Microsoft, they confirm your identity to us under their own privacy terms. These companies act as independent controllers for that data.

Google Drive and OneDrive. If a workspace owner connects Google Drive or OneDrive, Rinse saves the files clients send into that account (section 3.13). Google or Microsoft then holds those files as the agency's own storage provider, under the agency's own agreement with them. They aren't our processors for this, so they're not in the table above. When you connect, they confirm the connected account to us under their own privacy terms.

Other people who see your data inside Rinse:

Members of your workspace see its projects, clients, comments and files, including every version of each file for client review and all the pins and comments on it, and your name and photo. They also see which Google Drive or OneDrive account is connected, by its email address, and the list of files clients have sent.
Your clients see what you choose to share with them on a client link: project and task names, dates, files marked visible, comments shared with the client, and your workspace name and logo. Emails sent to them for you show your workspace's name and your reply-to address, which is the workspace owner's sign-in email address if you haven't set one. They also see the latest version of every file for review on the project's tasks, the pins and comments that clients have added to it, and your team's replies to those comments, with the names of the teammates who replied. Comments your team starts on a file, and earlier versions, aren't shown on the client link. If the project allows clients to send files, they also see the names, sizes and status of the 20 most recently sent files, and, if you've added one, a link to a shared folder. Anyone who has the link can open it, so share it only with the right people.
People with your calendar link see the events it contains.

Other cases. We may share data with professional advisers (such as lawyers and accountants); with the police, regulators or courts where the law requires it or to protect people's rights and safety; and with a buyer or investor if Rinse's business is sold or restructured, who would have to protect it in line with this notice.

9. International transfers

Some of our providers are based outside the UK, or use sub-processors outside the UK, for example in the European Economic Area or the United States. When your data is transferred outside the UK, we make sure it's protected by one of the safeguards UK law recognises:

UK adequacy regulations, for countries the UK has approved, including the EU and EEA countries (for example, Zoho's EU data centre, and Google in Ireland).
The UK-US data bridge, for US companies certified under the UK Extension to the EU-US Data Privacy Framework (for example, Resend and Google).
The UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or the ICO's International Data Transfer Agreement (for example, Lovable, and through Lovable its own sub-processors).

When Rinse saves a file into an agency's Google Drive or OneDrive (section 3.13), it does so on the agency's instructions, and where the file is stored depends on the agency's own account with Google or Microsoft.

For any provider not named above, including the AI assistant service used by our support team, we use the UK International Data Transfer Addendum or another safeguard approved under UK law. You can contact us for more details or a copy of the relevant safeguards (with commercial terms removed).

10. How long we keep data

Data	How long
Account, profile and workspace data	While your account is open. After deletion, see section 11
Workspace content (projects, clients, files, comments)	Until you delete it, or until the workspace is deleted, plus the 30-day grace period
Files for client review (proofing), with their pins and comments	Earlier versions are deleted automatically 6 months after the project is marked complete. The final approved version (or, if no version was approved, the latest version) is kept while your account is open, unless you delete it sooner. Deleting a file, its task or its project deletes all its versions, and we remove them from file storage within about a day
Pending invites	Invites expire after 7 days. Unaccepted invites are deleted 90 days after they're created
In-app notifications	90 days
Instant email alert queue (the details of each client action, and a record of who each alert went to)	30 days, then deleted
Client email records in the Outbox	For as long as the project exists in your workspace
Connected Google Drive or OneDrive (account email address, encrypted refresh token, connection details)	Until the workspace owner disconnects, or the workspace is deleted
Sign-in record while connecting Google Drive or OneDrive (one-time security code, workspace, owner)	Deleted as soon as it's used, or when it expires
Files clients send through a client link (our copy)	30 days after the file was sent, then deleted, whether or not it was copied to Google Drive or OneDrive. If the project is deleted sooner, removed within about a minute. Copies saved in an agency's Google Drive or OneDrive are the agency's, and it decides how long to keep them. Deleting the project in Rinse doesn't delete them
Records of files clients send (name, size, type, when sent and copy status)	Deleted with our copy of the file, 30 days after it was sent (or within about a minute if the project is deleted sooner). After that we keep only a count of files sent, with no file details, until the project is deleted. Files whose size or type doesn't match are deleted with their record straight away, and unfinished uploads after 24 hours; neither is counted
Client file anti-abuse records (keyed hashes of the link and IP address)	24 hours
Client link and calendar rate-limit records	30 days for client link actions, 7 days for calendar feed fetches
AI requests	Not kept by Rinse. OpenAI may keep them for up to 30 days, and Lovable may keep a copy for up to 90 days (section 6)
Benchmark figures	The combined ranges don't identify anyone and may be kept indefinitely
Waitlist details (section 3.11)	Until you unsubscribe or ask us to delete them, then deleted. We keep a minimal record (your email address, when you gave consent, the notice version you saw, and when you unsubscribed or asked for deletion) only to make sure we don't email you again and to show what you agreed to
Waitlist anti-spam records (keyed hashes of IP address and email address)	24 hours
Support requests	2 years after the ticket is closed
Email delivery records at Resend	30 days
Hosting and platform logs	Up to 30 days, unless we need them longer to investigate a security incident
Google Analytics data (section 3.10)	Data linked to your random cookie ID: deleted automatically by Google Analytics once it's 2 months old (in a monthly clean-up). Combined reports that don't identify anyone may be kept for longer
Backups	Our database is backed up daily and backups are kept for up to about 14 days. Deleted data may stay in a backup until it's overwritten. Uploaded files aren't included in database backups
Unused accounts	We don't automatically delete accounts that haven't been used. If we introduce a policy for this, we'll update this notice and tell you before it applies

11. Deleting your account or workspace

At launch, deletion is handled by our support team:

Ask us through the in-app contact form ("Delete my account or workspace") or at support@rinseapp.io.
We'll confirm it's you by replying to your account's sign-in email address.
If you own a workspace that has other members, ownership needs to pass to one of them first. We'll arrange the transfer with you through support. Then we delete your own account and the workspace carries on.
If you're the only member of your workspace, we delete the workspace and everything in it, including files for client review, and its client links stop working.
Grace period. Access and client links stop straight away. We permanently remove the data 30 days later, so a mistaken request can still be reversed within that time. Files for client review are removed from file storage within about a day after that. After that it may remain in database backups for up to about 14 days, until they're overwritten.

If you're a member (not the owner) of someone else's workspace, deleting your account removes your access and your profile. Comments you wrote in that workspace are deleted too, along with any replies to them. Comments and replies you wrote on files for client review stay with the file, but your name is no longer shown with them. Other content you created there, such as projects and tasks, belongs to the workspace and stays with it.

If your workspace connected Google Drive or OneDrive, deleting the workspace deletes the stored connection, but not the files already saved in that account. To remove Rinse's access from your Google or Microsoft account, see section 3.12.

12. Cookies and browser storage

Rinse doesn't use cookies or similar technology for advertising. Most of the items below are strictly necessary for features you ask for, or remember preferences you set. The only exception is Google Analytics, which runs on our public marketing pages and sets its cookies only if you accept them in our cookie banner (see section 3.10):

Name	Type	Purpose	How long
Sign-in session (`sb-…-auth-token`)	Local storage	Keeps you signed in	Until you sign out
`sb-…-auth-token-code-verifier`	Local storage	A one-time security code that lets Rinse complete your sign-in safely	Until sign-in completes, or until you sign out
`sb-…-auth-token-user`	Local storage	Keeps the details of your signed-in account that go with your sign-in session	Until you sign out
`rinse.authNext`	Session storage	Remembers which page to return you to after you sign in	Until you close the tab
`rinse.pendingInvite`	Session storage	Remembers an invite link while you sign in, so you land in the right workspace	Until you close the tab
`__Host-rinse-drive`	Cookie (workspace owners only)	A one-time security code that lets Rinse safely finish connecting Google Drive or OneDrive	10 minutes
`rinse.termsAccepted`	Session storage	Keeps your acceptance of our terms while you sign up with Google or Microsoft	Until you close the tab
`rinse-share-name`	Local storage (client links only)	Remembers the name a client typed on a client link, so they don't have to type it again	Until the browser's storage is cleared
`rerunner:collapsed:<project id>`, `rerunner:columns`, `rerunner:columns:<project id>`, `rerunner:column-headers`, `rerunner:column-headers:<project id>`	Local storage	Remember your layout preferences, for a particular project or for projects generally	Until the browser's storage is cleared
`rinse:project-view:mobile:<user id>`, `rinse:project-view:desktop:<user id>`	Local storage	Remembers whether you last used the timeline or list view for projects, separately for mobile and desktop screens	Until the browser's storage is cleared
`sidebar_state`	Cookie	Stores whether the sidebar is open or closed (the value is true or false). It's a functional setting only	7 days
Security cookies from our hosting network	Cookie	Our hosting provider may set a short-lived cookie to protect Rinse from automated abuse and attacks	Short-lived, usually minutes to hours
`rinse_consent`	Local storage (marketing pages)	Remembers whether you accepted or rejected analytics cookies, and when, so we don't ask you on every page. It's strictly necessary to respect your choice	6 months, then we ask you again
`_ga`	Cookie (Google Analytics, marketing pages only, only if you accept)	Distinguishes visitors by a random ID, so we can count how many people use our website	Up to 2 years (Google's default). Some browsers delete it sooner
`_ga_<container-id>`	Cookie (Google Analytics, marketing pages only, only if you accept)	Remembers your current visit (session), such as when it started and how many pages you've seen	Up to 2 years (Google's default). Some browsers delete it sooner

In these names, <user id> stands for your account's ID, <project id> for the project's ID and <container-id> for the ID of our Google Analytics property.

We ask for your consent only for the Google Analytics cookies (_ga and _ga_<container-id>). All the others are strictly necessary or remember preferences you set, and none are used for advertising, so we don't ask for consent to them. To change your choice about analytics cookies, use the "Cookie settings" link in the footer of our marketing pages. If you withdraw consent, we ask your browser to delete the Google Analytics cookies.

13. Using a client link (for clients of Rinse customers)

When you open a client link from an agency or freelancer, Rinse shows you their project on their behalf. If you complete a to-do, upload a file, approve an item, request changes or comment, Rinse records what you did, when, and the name you typed, and shows it to the agency's team. Rinse may also email the agency's team to tell them, with the name you typed and what you wrote (or the name of a file you uploaded). These emails don't include your email address or the client link, and we delete the copy we keep to send them after 30 days. Your comments are also visible to anyone else who has the link. Your browser remembers the name you typed (see section 12).

Files for review. If the agency shares a file for your review, you see its latest version. You can drop numbered pins on it and comment, reply to comments that clients started, send feedback (which creates a change request for the agency) or approve it, with an optional note. You give your name before you comment, and it's saved with each comment, feedback and approval. Comments and names that clients add, and the agency team's replies to them, are visible to anyone who has the link. Once a version is approved, it's locked and no more pins can be added. The file opens through a private link that expires after 10 minutes.

Sending files. If the agency has connected Google Drive or OneDrive and lets you send files, you can send PNG, JPG, PDF, Word, Excel and PowerPoint files, design files (Figma .fig, Photoshop .psd and Illustrator .ai) and video files (.mp4 and .mov), up to 100 MB each, without logging in. Rinse stores each file and copies it into the agency's own folder there. Rinse deletes its copy after 30 days. The copy in the agency's Google Drive or OneDrive is under the agency's control, and the agency decides who can see it and how long it's kept. Anyone with the link can see the names, sizes and status of the 20 most recently sent files, including files sent by other people, so think about this before you name a file. Rinse doesn't scan files for viruses. For PNG and JPG files, Rinse removes hidden details such as GPS location, but details saved inside PDFs, Office, design and video files, such as the author's name, stay in them.

Rinse doesn't check who you are, so please type your own name. The agency decides how long this information is kept, except that earlier versions of files for review, with their pins and comments, are deleted automatically 6 months after the project is marked complete (see section 10). To ask about it, contact the agency or freelancer (see section 2).

14. Keeping data secure

We use measures including encrypted connections (HTTPS), hashed passwords, access rules that stop one workspace from seeing another's data, private file storage with short-lived download links, secret links stored only in hashed form (for calendar feeds and invites), and rate limits on public links and on waitlist sign-ups. The keys that let Rinse save files to a connected Google Drive or OneDrive are encrypted with a key only our server holds, and are never sent to your browser. We don't scan files for viruses or other malware, including files clients send through a client link. We check that a file's content matches its type and allow only certain file types, but that isn't a virus scan, so please take care when opening files. No system is perfectly secure. If a breach puts your rights at risk, we'll tell you and the ICO as the law requires.

15. Your rights

You have the right to:

access a copy of your personal data;
correct data that's wrong or incomplete;
delete your data (see section 11, or section 3.11 for waitlist details);
restrict how we use your data in some circumstances;
object to uses based on legitimate interests, including benchmark sharing and instant email alerts;
data portability: receive data you gave us in a common format, where we rely on contract or consent;
withdraw consent at any time, where we rely on consent. For waitlist emails, you can use the unsubscribe link in any of our emails or email support@rinseapp.io. For analytics cookies, use the "Cookie settings" link in the footer of our marketing pages.

To use any of these rights, contact support@rinseapp.io or use the contact form. We'll confirm who you are before acting, and reply within one month (longer for complex requests, in which case we'll tell you). At launch, data exports are prepared by hand through support.

Some things you can do yourself: change your name and photo, turn off the daily digest and instant email alerts (in Settings), switch off benchmark sharing (workspace owners), replace your calendar link, disconnect Google Drive or OneDrive (workspace owners), delete content you created, unsubscribe from waitlist emails using the link in any of them, and change your choice about analytics cookies using "Cookie settings". To change the email address you sign in with, contact support.

16. Children

Rinse is a business tool for people aged 18 or over, and our waitlist is also only for people aged 18 or over. We don't knowingly collect data from children.

17. Complaints

If you're unhappy with how we've handled your data, please tell us first at support@rinseapp.io. You can also complain to the Information Commissioner's Office: ico.org.uk, or 0303 123 1113.

18. Changes to this notice

We'll update this notice when our services or the law change. We'll show the date of the latest version at the top, and tell account holders about significant changes by email or in the app before they take effect. If you're on our waitlist, we'll tell you about significant changes by email.

Version 1.10. Effective date: 29 October 2026. Last updated: 26 October 2026.