If you reside in the UK or outside the European Region, AI FUTURE GEN PRIVATE LIMITED ("we," "our," or "us") provides our Services to you under this Privacy Policy and Terms of Service.
This Privacy Policy ("Privacy Policy") explains how we collect, use, and protect your information as part of our commitment to your privacy. It outlines the types of personal data we process to deliver our services effectively—including task management, team collaboration, location-based task assistance, notifications, voice notes, and more.
Our platform is built with privacy in mind, ensuring that your data is used to enhance your productivity while maintaining confidentiality. We give you control over your communication, task sharing, and team access, and we do not store your voice messages or private communication beyond what's necessary to deliver core functionality.
This Privacy Policy applies to all features of our app and website, including task tracking, real-time notifications, voice note sharing, and location-based productivity tools, unless specified otherwise.
Please also review our Terms of Service, which detail the terms under which you use and we provide our Services.
1. Information We Collect
To provide a reliable, secure, and feature-rich experience for small offices and their teams, our application collects a variety of information—both directly from users and automatically through device and app usage. This data helps us ensure that every feature, from smart task tracking to location-based alerts, works smoothly and effectively.
When a user creates an account on our platform—whether as an employee, a team leader, or an administrator—we collect essential personal and professional information. This typically includes your full name, email address, phone number, a secure password, and any relevant team or organisational affiliations such as your job role or assigned group. These details help uniquely identify you in the system, associate you with the appropriate team, and ensure that tasks and events are routed to the correct individuals.
In the course of using our app, we collect and store data about every task you create, assign, or receive. This includes not only the title and description of the task but also any media or documents you choose to attach, such as photos of site visits, scanned files, or voice instructions recorded directly through the app. We also record timestamps for when tasks are created, updated, and marked as completed to provide a full audit trail and enable productivity tracking for both individuals and teams.
For users who choose to enable location services, we may collect your real-time or approximate geographic location while the app is in use. This allows us to support unique app features like task suggestions based on proximity, so if you visit a work site, you can view pending tasks in the surrounding area—preventing future redundant trips and improving operational efficiency. Your location may also be used to log where a task was marked as completed, offering geographic visibility for fieldwork-heavy teams.
In addition to the above, we collect certain device and technical data automatically when you use the app. This includes information like your device type, operating system version, app version, IP address, time zone, and browser type (for web users). This technical data helps us optimise the app for different devices, provide better customer support, detect unusual usage patterns, and ensure security compliance.
Another key category of data includes communications sent within the app. When you use our built-in chat features, send voice notes, or exchange task-related comments and updates with your colleagues, we securely store this communication to ensure continuity and reference in the future. These messages, along with attached media and audio, allow team members to collaborate asynchronously and remain informed without the need for external apps.
Our goal is to collect only the information that is necessary to make your work easier, smarter, and more connected. At every step, we ensure that this data is handled with the highest level of security and privacy in mind.
2. How We Use Your Information
The information we collect is fundamental to enabling the full functionality of our platform and is used exclusively to support, operate, and improve your experience while using the app. Every data point—whether it's a task title, a voice message, or a location pin—is processed with the goal of streamlining workplace operations, enhancing productivity, and simplifying team coordination in modern, often remote or hybrid, office environments.
First and foremost, we use your task-related data to facilitate the core feature of our app: the creation, delegation, monitoring, and completion of tasks. This includes assigning tasks to specific users or teams, tracking progress over time, and providing visibility into what has been completed and what's still pending. Tasks may also carry critical media attachments such as images, documents, or voice instructions, and we use this data to preserve the full context of the work so that no information is lost in translation between sender and receiver. Whether you're creating a task at home, at the office, or while in transit—such as at an airport—you can rely on the system to capture your input and route it appropriately.
With features like creating a task even on a Sunday or late at night, we use time stamps and internal scheduling to line up and send tasks without interrupting the team's workflow. This way, everyone stays in sync without needing to respond right away. Unlike traditional calendars or project management tools that might quietly notify users, we deliver tasks through mechanisms like call-style alerts and ring-based notifications, ensuring critical updates are never missed or ignored. This active alerting system requires real-time processing of your preferences, contact roles, and task urgency, all of which depend on the information you provide.
Location data, if permission is granted, is used to enhance features like nearby task detection. For example, if you are visiting a site to complete a task, our system will scan your location in relation to other pending assignments nearby, helping you reduce travel time and avoid repeat visits. This contextual use of location data not only helps individual employees but also significantly benefits team leaders and office managers in planning optimised outside work schedules.
We also use your contact list, directory entries, and team structure details to support intra-office communication and role-based task delegation. The app allows you to maintain a full office contact book—including employee and vendor information—which becomes instrumental when assigning tasks, requesting assistance, or reaching out to support staff like attendants. If you choose to ring a bell for your office attendant through the app, for example, your action is logged and routed based on the assigned contact, role, and device.
Your information is also used to power event management features, such as creating one-time meetings, deadlines, or announcements. These events behave like calendar items but are enhanced with multiple delivery methods—push notification, email alert, and even phone-like ringing. The goal is to ensure that your team stays informed and responsive without requiring them to check multiple platforms.
We also use aggregated and anonymised usage data for diagnostic and performance monitoring purposes. This includes understanding how different users interact with the app, identifying areas where users face friction, fixing bugs, and optimising performance across devices. No personally identifiable information is ever used for advertising or sold to third-party marketers. Your data is strictly processed to improve the reliability, efficiency, and overall quality of the services we provide.
3. Sharing of Information
At AI FUTURE GEN PRIVATE LIMITED, we understand that the information you share and manage through our app is sensitive and often critical to your office operations. That's why we have a firm commitment to safeguarding your privacy and limiting the sharing of your information only to what is essential for delivering and supporting our services. We do not sell, rent, or trade your personal data or your organisational data to advertisers, marketers, or any unrelated third parties.
However, to ensure seamless performance, reliable data storage, and efficient functionality, we may share limited types of information with carefully selected and trusted third-party service providers. These include partners who provide secure cloud hosting infrastructure, deliver push notifications and alerts, enable app performance analytics, or offer technical maintenance and debugging support. In all such cases, the data shared is minimal and purpose-specific. Additionally, we require these third parties to sign strict confidentiality agreements and adhere to industry-standard data protection practices. They are contractually obligated to use your data solely for the purposes for which it was shared and to prevent any unauthorised access or misuse.
Within the ecosystem of your own organisation, certain types of information may be accessible to other members of your team based on roles and permission levels set by you or your administrator. For instance, if you create a task and assign it to a team or an individual, that task—along with any associated comments, media, and timelines—will be visible to the involved participants and possibly to team leaders overseeing the operation. Similarly, events created by team managers and bell notifications intended for attendants will be shared internally with the appropriate personnel, ensuring smooth coordination without unnecessary data exposure.
Our platform also supports team-based productivity, meaning some elements like a shared directory, contact list of employees and vendors, or team-wide events may be visible to others in your organisation if enabled. This sharing is controlled through user permissions and can be configured according to your company's privacy preferences.
In rare but legally mandated circumstances, we may be required to share certain information with government authorities or law enforcement agencies. This may happen if we receive a valid legal request, such as a written order to attend a court of law to give evidence court order, or a binding directive under applicable laws. We carefully evaluate each such request and only disclose the minimum amount of information necessary to comply with the legal obligation. We will always attempt to notify you, where legally permissible, before disclosing any data in response to such a request.
In summary, our approach to data sharing is governed by the principle of minimisation—we only share what is essential to maintain and operate the service, always in a secure and responsible manner. We take care to ensure your data remains under your control, protected both by our internal protocols and the agreements we establish with our service providers and partners.
4. Your Rights and Controls
At AI FUTURE GEN PRIVATE LIMITED , we strongly believe in giving users full transparency and control over their personal and organisational data. We know that data rights are not just a legal necessity but a vital part of building trust with our users—whether you're an individual employee, a team leader, or an administrator managing office-wide workflows.
Within the app, users have easy access to view and edit their personal information at any time. This includes the ability to update your name, phone number, email address, team association, and profile image (if applicable). You may also change your account password through the in-app settings for added security. Additionally, we provide settings to customise your notification preferences, choose how and when alerts are delivered (e.g., via push notification, email, or bell ring), and select the language in which the app is displayed.
For users who opt to share their real-time or approximate location—used to enhance smart task suggestions near your current area—you maintain full control over this feature. You can enable or disable location services at any time either through your device's permission settings or directly within the app's privacy menu. Disabling location access will prevent features such as "nearby tasks" or "location-tagged task completion" from functioning, but the core task tracking features will remain unaffected.
We also empower users with the ability to manage their presence within their organisation. Depending on your role and permissions, you can create or leave teams, assign or unassign tasks, and control visibility settings for shared documents, messages, or task updates. Team leaders and admins can also manage user access, ensuring that data visibility is always consistent with your company's structure and operational boundaries.
If at any point you no longer wish to use our services, you have the right to request full deletion of your account. This includes the permanent removal of all associated personal data, including your profile, assigned tasks, communication history, and location logs. You may also request a complete export of your task records, event logs, and chat messages for personal backup or compliance purposes. These requests can be made through the support section of the app or by contacting our customer service team, and we will process them promptly in accordance with applicable data protection laws.
Furthermore, we are committed to ensuring that your rights remain accessible and easy to exercise. Whether it's requesting to correct inaccurate information, temporarily disabling your account, managing event participation preferences, or opting out of certain types of notifications, our interface is designed to make these actions simple, intuitive, and transparent.
In essence, we do not treat your data as something we own—but rather something we are entrusted to manage on your behalf. Our platform is built to ensure that users always feel informed and in control of how their data is used, shared, and stored.
5. Data Security
At AI FUTURE GEN PRIVATE LIMITED, the security of your data is not just a feature—it is a foundational principle. We understand that the information shared through our app often involves confidential office operations, sensitive employee communication, business timelines, and strategic workflows. That's why we take extensive measures to ensure that all personal and professional data managed through our platform is handled with the highest levels of protection.
We use industry-standard security technologies to protect your data from unauthorised access, misuse, alteration, or disclosure. We also implement secure authentication mechanisms, including encrypted passwords and token-based session management, to ensure that only verified users have access to their accounts and associated data.
We are continuously vigilant in protecting our systems from vulnerabilities. This includes regular system audits, penetration testing, patching of software, and deployment of updates to stay ahead of emerging threats. Our team actively monitors for suspicious activity, intrusion attempts, and abnormal usage patterns. Automated systems alert us to potential risks in real-time, allowing us to respond proactively and mitigate any impact.
While we implement all reasonable safeguards and continuously upgrade our defences, it's important to acknowledge that no platform can be completely immune to all possible cybersecurity threats. Data breaches, malware attacks, and unauthorized access attempts are challenges faced industry-wide. However, our commitment is to take swift, transparent, and thorough action in the unlikely event of a security incident—including notifying affected users and restoring services with minimal disruption.
Ultimately, protecting your data is not just our responsibility—it is a partnership. We encourage all users to follow best practices, such as choosing strong passwords, keeping login credentials private, logging out after each session on shared devices, and promptly reporting any suspicious account activity. Together, we can ensure that your digital workspace remains as secure as your physical one.
6. Changes to This Policy
As our services evolve to meet the changing needs of small office teams and businesses, we may periodically revise this Privacy Policy to reflect updates in how we collect, use, or protect your information. These changes may be driven by the introduction of new features—such as advanced task automation, AI-based chat support, expanded location tracking, or enhanced integration with office communication tools—or in response to evolving legal obligations and industry standards related to data privacy and security.
When such changes occur, we are committed to keeping you informed in a timely and transparent manner. If we make material changes that significantly affect your rights, the scope of data we collect, or how we use or share your information, we will provide clear notice to all users. This notice may come in the form of a system banner within the app, a push notification on your mobile device, an in-app message upon login, or an email sent to your registered account.
For instance, if we add a new feature that enables task-based AI recommendations or introduce new data-sharing options with integrated platforms (such as calendars or document collaboration tools), you will be informed in advance and given the option to opt-in or manage your preferences before such updates go live.
We encourage users to review this Privacy Policy from time to time, especially after receiving update notifications, to stay fully informed about how their data is being handled. A version history may also be maintained, where appropriate, so that users can view and compare past versions for greater clarity.
Continued use of the app after a revised Privacy Policy has been published will be interpreted as your acknowledgement and acceptance of those changes. If you do not agree with the updates, you will always have the option to discontinue use of our services or contact us with questions or concerns.
Our goal is to be transparent, respectful, and proactive about data privacy—just as we strive to be reliable and efficient in helping you manage your tasks, teams, and office operations. We remain committed to earning your trust by handling all updates to this policy with the same level of integrity and professionalism that we apply to every part of our service.
7. Law, Our Rights, and Protection
We may access, preserve, or share your information if we believe in good faith that it is necessary to comply with applicable laws, legal processes, or government requests. This includes responding to valid subpoenas, court orders, or regulatory requirements.
We also use your information to enforce our Terms of Service and policies, investigate potential violations, detect or prevent fraud and misuse, and address technical or security issues. In certain cases, we may act to protect the rights, safety, or property of our users, your organisation, third-party partners, or AI FUTURE GEN PRIVATE LIMITED—such as when there is a risk of harm or illegal activity.
Any such actions are taken with care, and where possible, we aim to notify users unless prohibited by law or safety concerns.
8. Contact Us
You can contact our support or privacy team through the following channels:
Email: support@toolsforoffice.com
Phone: [Insert Phone Number]
We are committed to responding promptly and respectfully to all enquiries, whether they relate to privacy, security, legal compliance, or general app functionality. Your trust is important to us, and we take every communication seriously. Our goal is not only to protect your data but also to empower you with full confidence in how your information is managed across our services.