TroopBook Privacy Policy

Last updated: October 9, 2025

1. Overview

This Privacy Policy describes how TroopBook ("we", "our", or "us") collects, uses, and shares personal information in connection with our software-as-a-service platform (the "Service"). By using the Service, you consent to the practices described in this policy.

2. Information We Collect

• Account Information: Name, email address, organization details, and account preferences.
• Usage Data: Log data, device identifiers, browser information, and activity within the Service.
• Customer Content: Data, documents, and media uploaded by users. We process Customer Content solely to provide and maintain the Service.
• Support Communications: Messages and attachments you send to our support team.

Social Sign-In (Google and Apple)

When you sign in using Google or Apple, we access and use limited information from your account solely for authentication purposes:

Information we receive:

• Email address: Used to create and authenticate your account
• Name: Used to personalize your account profile
• Profile picture URL (optional): May be displayed in your account settings

How we use this information:

• Account creation and authentication
• Linking your social account to your TroopBook account for convenient sign-in
• Displaying your name and profile picture in the application

Google user data usage: TroopBook's use of information received from Google APIs adheres to Google API Services User Data Policy, including the Limited Use requirements. We only request basic profile information (name, email, profile picture) and do not request or access any other Google user data.

Storage and retention:

• Social sign-in data (name, email, profile picture URL) is stored securely in our database
• Data is retained as long as your account remains active
• You may disconnect your social account at any time through account settings

Sharing and use limitations:

• We do not sell or share social sign-in data with third parties
• Social sign-in data is not used for advertising, marketing, or any purpose beyond providing the TroopBook service
• Data is only used as described in this Privacy Policy

We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us so we can take appropriate action.

3. How We Use Information

We use personal information to:

• Provide, operate, and improve the Service.
• Communicate with you about updates, security alerts, and support messages.
• Process transactions and manage billing.
• Monitor usage and protect against fraudulent or unauthorized activity.
• Comply with legal obligations.

4. Legal Bases for Processing (EEA/UK Users)

Where applicable law requires a legal basis for processing, we rely on the following:

• Performance of a contract when we provide the Service.
• Legitimate interests, such as improving and securing the Service.
• Compliance with legal obligations.
• Consent, when we request it (e.g., marketing communications).

5. Sharing of Information

We may share personal information with:

• Service Providers who perform hosting, communications, analytics, payment processing, or customer support on our behalf.
• Business Partners when you authorize integrations or third-party services.
• Legal Authorities when required by law or to protect rights, safety, or property.
• Successors in connection with a merger, acquisition, or corporate restructuring.

We do not sell personal information.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce agreements. You may request deletion of your Customer Content through in-app tools or by contacting us.

7. Data Security

We implement administrative, technical, and physical safeguards designed to protect personal information. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. International Transfers

We may store and process personal information in the United States and other countries where we or our service providers operate. When required, we use appropriate safeguards for international data transfers.

9. Your Rights & Choices

Depending on your location, you may have rights to access, correct, update, or delete personal information. You can exercise these rights by contacting us or using available in-app tools. You may also opt out of marketing communications by following the unsubscribe instructions in those messages.

10. Cookies & Similar Technologies

We use cookies and similar technologies to operate the Service, remember preferences, and measure performance. You can control cookies through your browser settings, but disabling cookies may affect certain features.

11. Third-Party Links

The Service may include links to third-party websites. We are not responsible for the content or privacy practices of those sites.

12. Changes to This Policy

We may update this Privacy Policy periodically. The "Last updated" date indicates when changes were made. Material changes will be communicated through the Service or by email. Your continued use of the Service after changes become effective constitutes acceptance.

13. Contact Us

If you have questions or concerns about this Privacy Policy, contact us at:

TroopBook Email: [email protected]