Privacy Policy
What data Processly collects, why, and the choices you have.
Last updated: October 2026
1. Who we are
Processly ("we", "us") provides a service for documenting business processes, SOPs and policies at theprocessly.com (the "Service"). This policy explains what personal data we collect, why, who we share it with, and the choices you have. It applies together with our Terms & Conditions.
2. What we collect
Account data
When you sign in with Google we receive your name, email address, profile photo and a unique account ID. We never see your Google password.
Organization data
Your role in each organization, the invitations you send or receive, and records such as who owns a department, process or policy.
Your content
The processes, SOPs, policies, tables, flow charts, logos and other files you or your colleagues add to an organization, including names and email addresses of team members you enter as owners or preparers.
Activity records
An audit log of actions in your organization (for example, who created, submitted, approved or deleted a document, and when), and the version history of published documents.
Emails
When an admin invites someone, we store the invitee's email address and send them an invitation email. We also use the email address of your account to contact you about Processly, as described in section 3.
Technical data
Our hosting and authentication providers may process standard technical data such as IP address, browser type and timestamps for security and to operate the Service. We do not run advertising or analytics trackers.
3. How we use it
- To create your account, authenticate you and keep the Service secure.
- To run organizations: showing your documents to the right members, applying roles and the approval workflow.
- To send invitations and service notifications, and to contact you about Processly, as described below.
- To maintain the audit trail that organization admins rely on.
- To fix problems, prevent misuse and improve the Service, including improving our AI features using content that has first been de-identified (names, emails, amounts and other identifying details removed). You can ask us to exclude your organization at admin@theprocessly.com.
- To comply with the law.
Staying in touch. By registering, you agree that we may contact you using the email address linked to your account, or other contact details you give us, about Processly. This includes service notices, product updates, new features, offers, promotions and other communications. You can opt out of marketing and promotional messages at any time using the unsubscribe link in the message or by writing to admin@theprocessly.com. Opting out does not stop service messages, such as invitations, security notices and changes to our terms.
We do not sell personal data and do not use your content to show advertising.
4. Who can see your data
- Members of your organization, according to their role. Admins can see members, roles and the audit log; published documents are visible to every member.
- Anyone with a public link, if an admin turns on sharing for a published SOP. Only that SOP is visible.
- The Processly platform administrator, who can access the Service's data to provide support and keep the platform safe.
- Service providers that process data for us, listed below.
5. Service providers
| Provider | What for |
|---|---|
| Google (Firebase Authentication, Firestore, Cloud Storage, Hosting) | Sign-in, storing your data and files, serving the website. Data is stored in Google Cloud's Mumbai region (asia-south1). |
| Google Gemini API | Powers the optional AI features: "Draft with AI", "Polish", "Import SOP" and the AI flow chart. Only the text you choose to submit to those features (for example, your process description, the SOP or policy text being polished, or the text of an existing SOP you import) is sent to Google Gemini models to generate the result. Google may use content submitted through the Gemini API to train and improve its models and products. |
| Twilio SendGrid | Delivering invitation emails. |
| Google Fonts | Loading fonts when you view the site; your browser contacts Google to fetch them. |
| jsDelivr (open-source libraries) | Loading code libraries used for Word, Excel and PDF exports. |
These providers may process data outside India. We choose providers that maintain appropriate security safeguards. We may disclose data if required by law or a valid legal request.
AI features. These are optional and only run when you click them. They use Google Gemini models. Under the terms of the Gemini API service we currently use, content you submit through these features may be used by Google to train and improve its models and products. For that reason, please do not enter personal data, passwords or confidential business secrets into AI prompts, into text you ask the AI to polish, or into an existing SOP you import. AI output can be wrong or incomplete, so always review it before you submit a document for approval.
6. Cookies and local storage
We use only what is needed for sign-in and for the Service to work, such as the session that keeps you signed in. We do not use advertising or tracking cookies. Your browser settings can block or clear these, but sign-in will not work without them.
7. How long we keep data
We keep your data while your account and organization are active. When an organization is deleted, its content is removed from active systems, and copies in backups may remain for a limited period. Audit-log entries and approved versions are kept for as long as the organization exists, because they are records its admins rely on. We may keep limited data longer where the law requires.
8. Security
Data is encrypted in transit and stored on Google Cloud infrastructure. Access to each organization's data is enforced by role-based security rules, so one organization cannot read another's. No system is perfectly secure, so please use a strong Google account password with two-step verification, and do not store card numbers, government ID numbers or passwords in the Service. If we learn of a breach affecting your data, we will notify you and the authorities as the law requires.
9. Your rights
Subject to applicable law, you can ask us to:
- Give you a summary of the personal data we hold about you;
- Correct or update inaccurate data (you can also edit your own details within the Service);
- Delete your data and account;
- Withdraw your consent to processing, including opting out of marketing messages; and
- Nominate someone to exercise these rights on your behalf if you are unable to.
Content created inside an organization belongs to that organization, so requests about it may need to go through its admin. To make a request, contact us using the details below.
10. Children
The Service is built for businesses and is not intended for anyone under 18. We do not knowingly collect children's personal data.
11. Changes to this policy
We may update this policy. If a change is material we will notify you in the product or by email. The date at the top shows when it was last changed.
12. Contact and grievances
For privacy questions, requests, or complaints, email us at admin@theprocessly.com.
We aim to acknowledge requests within 7 days and resolve them within 30 days.