Privacy Policy: Advanced Search for monday.com

1. What we collect

The app reads data from your monday.com account through monday's official API, using the permissions granted by the account member who connects the app. This person becomes the app admin. We only receive data the app admin can see in monday.com, and we index content only from the boards the app admin chooses.

Content from your boards

• Names of boards, columns, groups and workspaces.
• Item and subitem names, and the values in their columns: text, numbers, dates, statuses, dropdowns, people, and links between items. If your team stores personal information in columns, such as names or email addresses typed into a text column, that information is indexed too.
• Column settings, such as the labels of status and dropdown columns.
• A history of changes to items from the day a board is indexed: the previous and new value of status, dropdown, people, date, number and checkbox columns and of item names, and when monday.com says the change happened.

Information about people in your account

• monday.com user ids of people assigned in people columns.
• Display names of those people, so we can show names instead of numbers.
• The monday.com user id of the app admin, and of people who save searches or confirm shared fields.
• Whether the app admin's monday.com user is still active. We check this only so that someone else can take over if the admin leaves, and we do not store it.

Things you create in the app

• Saved searches: their names, the search terms and filters in them, and whether they are shared.
• Watchlists: which saved search you watch, how often and at what time, your time zone, and the digests of each run. A digest holds the names of items you can open and links to them. It is built with your own permissions, and only you receive it.
• How the app is used: which features a search used (for example linked items or history), roughly how many results it returned, and clicks on buttons for features we haven't built yet. We do not store what you searched for. Your monday.com user id is replaced with a code we cannot reverse without our own key.
• Whether your team has used Jira, if the app admin answers that question during setup.
• Invitations to watch a saved search: who created one, for which search, when it expires and how many times it has been used. An invitation gives no access to anything: whoever opens it sees only what they can already open in monday.com.
• Names of shared fields that group similar columns across boards.
• Your choice of result columns, and whether setup has been completed. These are kept in your browser's local storage on your device, not on our servers.

Account, subscription and technical information

• Your monday.com account id and account URL name (slug), and the app's install state.
• Your subscription to the app as reported by monday.com: plan, trial status, days left in a trial, and renewal date.
• The access and refresh tokens monday.com issues to the app. These are encrypted before they are stored.
• Operational records: indexing statistics, such as the number of items indexed; records of deletions; and a record, with user ids, whenever a different person takes over as app admin. None of these contain board content.

What we do not collect

• We do not collect email addresses from monday.com user profiles. If you write to us, we keep your message and email address to answer it.
• We do not index content from boards the app admin has not chosen. We only list those boards' names, their columns' names, and their workspaces' names, so the app admin can choose.
• We do not use cookies or tracking technologies for advertising.

2. Why we use it

We use this information only to:

• build and keep up to date a search index, so your team can search across boards;
• show each person only the results they are allowed to see (see section 4);
• save and share searches;
• check your subscription with monday.com and apply the limits of your plan;
• let another member reconnect the app if the app admin's monday.com user is deactivated;
• keep the service secure and working, including limiting excessive requests and investigating errors.

We do not use your data to train machine-learning models, for advertising, or for any purpose unrelated to the app.

3. Where it is stored

Stored data is kept in a database hosted in the European Union (Paris, France) with our hosting provider, Clever Cloud (section 6). We do not operate in any other region.

• Data is encrypted in transit using TLS 1.2 or higher.
• The database is encrypted at rest by our hosting provider.
• monday.com access tokens are additionally encrypted by the app (AES-256-GCM) before they are stored.

4. Who can see it

• People in your monday.com account. When someone searches, the app asks monday.com, using that person's own monday.com session, which boards and items they can open, and trims results to match. Nobody sees an item in search results that they could not open in monday.com. Indexing settings and item counts are shown only to the app admin. Saved searches are private to their owner unless the owner shares them with the account.
• Our staff. Only authorised staff can access production systems, and only when needed to operate, secure or support the service. Access is limited to a small number of named Orbiscend people.
• Service providers listed in section 6, only as needed to run the service.

When a new app admin takes over, we ask monday.com to revoke the previous admin's access for the app.

5. No selling or sharing

We do not sell your data. We do not share it with third parties for their own purposes. We disclose data only to the service providers in section 6, or where we are required to by law.

6. Service providers (subprocessors)

monday.com is the platform the app runs on. Its handling of your data is governed by your agreement with monday.com.

We will update this list before adding a new provider that handles your data.

7. How long we keep it, and deletion

While the app is installed, we keep indexed content in step with monday.com:

• when an item or board is deleted in monday.com, its content and its change history are removed from the index;
• saved searches are kept until their owner deletes them;
• watchlists and their digests are kept until you delete the watchlist;
• usage records are kept for 13 months;
• changing plans does not delete data.

When the app admin removes a board from search, its content stops being searchable and is no longer updated. It is deleted when the app is uninstalled.

When your account uninstalls the app, we check with monday.com before deleting anything:

• If the app's connection still works, we ask monday.com whether the app is still installed. If it is, nothing is deleted.
• If monday.com can't confirm, for example because the connection had already stopped working, we wait 7 days before deleting. During those days the app shows the scheduled deletion date, and reconnecting the app cancels the deletion.
• If we can't reach monday.com to check, we keep trying, and delete 9 days after the uninstall so that deletion still happens within 10 days.

When deletion goes ahead, we revoke the app's monday.com access tokens and permanently delete all indexed content, saved searches, shared fields, cached names, operational records, and the other account data described in section 1. This happens within 10 days of uninstalling. If a step fails, we retry automatically every hour.

After deletion we keep only records that contain none of your board content and no information about people:

• your monday.com account id, the region your data was stored in, the install state, and the dates the account was created and uninstalled, along with default settings (the Free plan and a connection status) that contain nothing from your account;
• a record that deletion took place.

Deleted data can remain in encrypted database backups until those backups expire, after 7 days. Records of background jobs, which contain only account and board ids, are removed within 14 days. Backups are used only to restore service after a failure.

8. Your rights

Depending on where you are, you may have rights to access, correct, delete or restrict use of your personal data, and to object to processing. Because we process data on behalf of the monday.com account that installed the app, please contact your account administrator first. You can also contact us (section 10), and we will help your organisation respond. Uninstalling the app deletes your account's data as described in section 7.

9. Changes to this policy

We will post any changes on this page and update the date at the top. If a change materially affects how we handle your data, we will tell the account's app admins in the app before it applies.

10. Contact

Orbiscend sp. z o.o.
Aleja Grunwaldzka 56 lok. 202, 80-241 Gdańsk, Poland
KRS 0001268728, NIP 9571207236, REGON 545793040
Email: privacy@orbiscend.com

You also have the right to complain to a data protection authority. In Poland, where we are based, that is the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych, UODO).