Privacy policy

Who we are

Pigeonhole is run by [Your name or company name] ([Company number, if any]), [Business address]. We are the controller of the personal information described here. Questions or requests: fly@pigeonhole.social.

What we collect

Your account

• Your email address, and your name and workspace name if you add them.
• Your answers to the optional welcome questions (how you heard about us, how you want to post, any tutorial you're following).
• Sign-in codes, stored only in a scrambled (hashed) form that can't be turned back into the code. They work for 10 minutes and are deleted within a day. We store sessions the same way, and they end after 30 days.

If you look round the demo

• The email address you confirm, whether you ticked the box to hear news and tips from us, when you confirmed it and when you visited. The code we email is stored only as a hash and stops working after 10 minutes.

Accounts you connect

• The public details of each social account or webhook you connect: its name, handle, profile picture and the network's ID for it.
• The access details the network gives us (such as a Bluesky app password or a network's access token) and any webhook signing secret. These are encrypted (AES-256) before they are stored. We never ask for your main password to any network.

What you create

• Posts, drafts, photos and videos you upload, your brand details, prompts and posting times.
• What happened to each post: when it was scheduled and published, its link on the network, and any error.

Your business and its website

• The details you give about your business: what you sell, who buys it, how you talk, your location and links.
• If you use Start from your website, we read the public pages of the address you give (up to six of them) and save the photos we find there to your Library.

Your customers' messages and reviews

• Comments, messages and reviews that reach the accounts you connect, including Google reviews, with the person's public name and what they wrote, plus the replies you send.
• Contact details of leads and customers that you add, or that tools you connect send us (for example a booking or payment).

Billing

• Stripe takes card payments on its own secure pages. We never see or store your card details. We keep your plan, whether it's paid up, when it renews and Stripe's reference for you.

API keys and activity

• API keys are stored only as a hash, plus their first few characters so you can tell them apart.
• A log of each request made with your API keys or by your AI assistant (what was asked, whether it worked, how long it took, and any error). We keep it for about 30 days.
• Our hosting provider keeps standard server logs, which include IP addresses, for security and troubleshooting.

How we use it, and why we're allowed to

• To provide the service you signed up for: signing you in, publishing and scheduling your posts, showing previews, analytics and errors (necessary for our contract with you).
• To keep it secure and working: limiting sign-in attempts, investigating problems and preventing abuse (our legitimate interests).
• To write and make things for you: we send your business details, your brief and the content involved to AI services that write posts and replies and make pictures. They return the result to us, and it waits for your approval (necessary for our contract with you).
• To bill you for your plan through Stripe (necessary for our contract with you, and to keep tax records the law requires).
• To improve Pigeonhole: the optional welcome answers tell us how people find us and what they need (our legitimate interests). Skip the questions if you prefer.
• To contact you about your account, such as sign-in codes, the Sunday email of posts waiting for your approval (which you can turn off), and important changes to the service or these terms. We don't send marketing email without your consent.
• For the demo: we check your email is real before opening the demo, and keep a note that you looked round (our legitimate interests). We only send you news and tips if you ticked the box, and you can stop them any time.

Your customers' information

For your own customers' messages, reviews and contact details, you decide how Pigeonhole uses them and we handle them on your behalf (you are the controller and we are your processor). Please mention the tools you use in your own privacy notice.

Who sees your information

• The networks you publish to. When you publish, the post's text, media and any options go to that network, and its own privacy policy applies from then on.
• Webhooks you add. Posts you send to a webhook go to the address you entered.
• AI assistants and tools you connect. When you give an assistant (such as Claude) or an automation an API key, it can read and act on your workspace on your behalf. What it does with that information is covered by its own terms.
• Our service providers, who process data only on our instructions: netcup GmbH, in the EU for hosting, IONOS for email, Stripe for payments, Anthropic (Claude) for writing and OpenAI for pictures.
• Google and Meta, when you connect them. If you connect a Google Business Profile, Facebook Page, Instagram account or ad account, we exchange posts, replies, reviews and results with them so the team can work there. We also ask Google's PageSpeed service to check your website's speed when the Search team runs.
• Anyone with a media link. Photos and videos attached to posts get a long, hard-to-guess web address so networks can fetch them. Anyone who has that address can view the file, so don't upload anything you wouldn't post.
• Authorities, if the law requires it.

We don't sell your personal information or share it for advertising.

Where it's stored

Your data is stored with netcup GmbH, in the EU. Some of our providers, such as Stripe, Anthropic, OpenAI, Google and Meta, may process it in the United States. When information leaves the UK, it's protected by the UK's adequacy regulations (including the UK-US data bridge where it applies) or by approved contract terms.

How long we keep it

• Account information and what you create: while your account is open, and deleted within 30 days of you asking us to close it, apart from backups, which roll over within 30 more days.
• Disconnected accounts: their access details are wiped as soon as you disconnect.
• Activity logs: about 30 days. Sign-in codes: deleted within a day. Sessions: 30 days at most.
• Demo emails: until you ask us to remove yours.
• Billing records: six years after the end of the tax year they relate to, as UK tax law requires.
• Links in the Sunday email: they stop working after 7 days or once used.

Cookies

We use a few cookies, all needed for signing in or opening the demo, and no analytics or advertising cookies:

• ph_session keeps you signed in, for up to 30 days or until you sign out.
• ph_pending_email remembers which email you're signing in with while you enter your code, for up to 15 minutes.
• ph_demo_pass lets you back into the demo without a new code, for up to a year.
• ph_prev_session remembers your own sign-in while you look round the demo, so leaving the demo takes you back to your account, for up to 30 days.

Stripe's checkout and billing pages are run by Stripe and use its own cookies, which its privacy policy covers.

Security

Connections are encrypted, network credentials are encrypted at rest, and sign-in codes, sessions and API keys are stored only as hashes. You can revoke an API key or disconnect an account at any time. No system is perfectly secure; if a breach affects you, we'll tell you as the law requires.

Your rights

Under UK data protection law you can ask for a copy of your information, ask us to correct or delete it, object to or restrict how we use it, and ask for it in a portable format. Email fly@pigeonhole.social; we'll reply within a month. If you're unhappy with how we handle your information, you can complain to the Information Commissioner's Office (ico.org.uk).

Children

Pigeonhole is a business tool and isn't meant for anyone under 13.

Changes

If we change this policy in a way that matters, we'll tell you by email or in the app before it takes effect. See also our terms of service.