Privacy Policy

1. Scope and roles

KnowledgeTack LLC operates SuggestionBox.io. This Privacy Policy explains how KnowledgeTack LLC ("SuggestionBox.io," "we," "us," or "our") handles personal information through the SuggestionBox.io website, owner dashboard, hosted suggestion boxes, optional embedded suggestion widget, emails, and related services (together, the "Service"). A customer's own website remains a separate third-party service even when it embeds the SuggestionBox.io widget.

A box owner is the person or organization that creates and manages a suggestion box. A participant is someone who visits a box or submits, expresses interest in, follows, or comments on a suggestion.

For information collected through a customer's suggestion box, that customer generally decides why it wants the information and how it responds to Suggestions. Under laws that distinguish controllers from processors, the customer is generally the controller and SuggestionBox.io is generally its processor or service provider. SuggestionBox.io acts as a controller or business for information we use for our own account administration, billing, fraud prevention, security, support, and legal compliance. The legal role always depends on the facts and applicable law.

2. Information we collect

Owner and organization information

We collect an owner's email address, optional username and display name, time zone, authentication data, and account activity. We also store organization details such as company name, website, logo, public theme colors, public subdomain, moderation settings, and suggestion box status. Passwords are stored as password hashes, not as readable plaintext.

An owner's private Inbox can store unfinished ideas added through the owner dashboard, an organization-specific inbound email address, the Inbox API, the official CLI, or a locally configured AI-assistant tool. We store the submitted title and body, source channel, bounded source context, processing decision, and the owner or named integration that added it. Inbox credential secrets are displayed once and retained only through a one-way verifier.

Participant and suggestion information

When a participant interacts with a suggestion box or its embedded widget, we may collect an email address, email-verification state, separate suggestion-specific contact and update choices, optional public-credit choice and name, improvements, new features, bug reports, expressions of interest, comments, private answers to an owner's suggestion-specific questions, and image attachments. Participants do not create accounts.

An embedded-widget submission also includes the validated website origin and page path where the widget was opened. The widget strips query strings and fragments and does not collect the host page's contents, keystrokes, storage, arbitrary application state, or browser fingerprints.

Owners may also add product ideas directly. Those ideas identify the organization publicly as their source, not an owner's private account details. We store the status, moderation, communication, delivery, response, and verification history needed to run and secure the Service.

Billing information

Paid subscriptions use Stripe Checkout and the Stripe Customer Portal. We send Stripe the owner's email address and identifiers needed to associate each purchase with the correct suggestion box. An owner account may manage several suggestion boxes, but each paid box has a separate Stripe Customer and subscription record. We receive subscription identifiers, price, status, billing period, cancellation state, and payment-event information. SuggestionBox.io does not receive or store full payment-card numbers entered on Stripe-hosted pages.

Technical and support information

We may collect IP address, request time, requested page, browser or device information, error and security events, and related server-log data. IP addresses are used for rate limits and abuse prevention. The application's hourly rate-limit buckets store only a one-way, service-keyed hash of the client identity and are scheduled for deletion after 48 hours; infrastructure and anti-abuse providers may still process the address as described below. If you contact support, we collect your email address and the information you include in the conversation.

3. What is public and what stays private

Public suggestion boxes can display the owner's organization name, website, logo, and selected public theme colors. Approved suggestion titles, descriptions, types, statuses, people-based support totals, public comments, image attachments, owner-added YouTube companion videos, and official owner responses may also be public. Public content can be indexed, copied, or shared by other people.

Participants do not receive public usernames, profiles, or cross-box activity pages. Public comments use a neutral, box-specific visitor label and matching avatar color that do not expose the participant's email address or create an identity shared across different owners' boxes. Participant email addresses are not displayed publicly. Suggestion-specific messages, question choices, answers, and explanations are also private. They are available only to authorized owners of that suggestion box and authorized platform administrators. Unapproved, hidden, or spam content remains available to authorized owners for moderation but is not shown on the public box.

Inbox items and their source pages or inbound-email context are private owner material and are never public merely because they were added. If an owner later turns an Inbox item into a suggestion, only the separately reviewed public title, details, type, and source-appropriate attribution become public. Website-widget submissions enter Suggestions as pending review and are not public until the owner approves them. The original Inbox content and website-widget source details remain owner-only. A participant's name is used for public credit only after explicit consent and email verification. Private email addresses and source pages also remain owner-only Source details.

Do not submit confidential information, account credentials, payment-card data, health information, government identifiers, or other sensitive personal information in a suggestion, comment, or attachment.

4. How we use information

We use information to:

• create and administer owner accounts and suggestion boxes;
• receive unfinished owner thoughts into a private Inbox and let an owner turn them into, relate them to, or remove them from Suggestions;
• receive website-widget submissions as pending Suggestions, preserve their bounded owner-only source, create a working title from the submitted text when the owner enables automatic titles, and hold them for owner review before publication;
• verify participant email addresses before publishing or counting protected interactions;
• publish, moderate, search, sort, count, and display suggestions, expressions of interest, comments, and statuses;
• send verification links, status updates, official responses, and suggestion-specific questions or proposals to participants who explicitly follow that suggestion;
• record private answers and show deduplicated response and solved-check totals to the relevant box owner;
• process subscriptions and reconcile Stripe webhook events;
• detect spam, enforce rate limits, troubleshoot errors, and protect the Service and its users;
• maintain backups, improve reliability, and understand product performance; and
• comply with law, enforce our Terms, and protect legal rights.

When automatic Website Widget titles are enabled, an automated system may create a working title or classify a clearly unusable submission as spam. The owner can review moderated content. This automation does not make decisions that produce legal or similarly significant effects for a person.

Where applicable law requires a legal basis for processing we control, we rely on performance of a contract, legitimate interests in operating and securing the Service, consent where requested, and compliance with legal obligations. When we process information on behalf of a box owner, that owner is responsible for identifying its legal basis and providing any notices or obtaining any consent its use requires.

5. How we share information

We share information only as needed for the following purposes:

• With the box owner. Authorized owners receive suggestion content, participant email addresses, interest and comment activity, suggestion-specific private answers and explanations, and moderation details for their own box. They do not receive the participant's activity in other suggestion boxes.
• With service providers. Providers support server hosting, managed database and object storage, backups, transactional email, security, and support. Infrastructure providers include DigitalOcean for server hosting, managed PostgreSQL, object storage, and managed database backups; Amazon Web Services (AWS) for SES email delivery, SNS delivery events, and private Inbox email; Namecheap Private Email for the support mailbox; Cloudflare Turnstile for automated-abuse prevention on anonymous public actions; and OpenAI for optional automatic working titles and conservative detection of clearly unusable Website Widget submissions. For that OpenAI request, we send only the submitted suggestion text, not the participant email, website origin, page path, organization details, or other source context, and request that the API response not be stored.
• With Stripe. Stripe processes subscription checkout, billing, payment methods, invoices, fraud signals, and the customer billing portal. Stripe handles that information under the Stripe Privacy Policy.
• For legal and safety reasons. We may disclose information when reasonably necessary to comply with law, respond to valid legal process, investigate abuse, prevent harm, or protect rights and security.
• In a business transaction. Information may transfer as part of a merger, financing, acquisition, reorganization, or sale of all or part of the Service, subject to applicable law.

We do not sell personal information, rent email lists, or share personal information for cross-context behavioral advertising. We have not done so during the preceding 12 months.

6. Cookies and browser storage

The Service currently uses essential technologies rather than advertising or analytics cookies:

• host-only session and security cookies keep owners signed in on the host that created the session and protect forms from unauthorized requests;
• a signed, tenant-specific participant cookie can remember an email-verified participant for up to one year, so that person does not need to verify the same identity for every interaction;
• temporary browser session storage can preserve interface behavior, such as restoring focus after a suggestion search;
• the embedded widget uses a short-lived signed embed session to bind its frame to the configured website origin and source path. It does not require access to the host website's cookies or storage;
• Stripe may use its own cookies or similar technologies on Stripe-hosted checkout and billing pages under Stripe's policies;
• Cloudflare Turnstile processes technical interaction and device signals needed to distinguish people from automated abuse when an anonymous public action is submitted. Cloudflare describes this processing in its Turnstile Privacy Addendum; and
• an owner-created suggestion with a companion video loads an embedded YouTube player. Google and YouTube may process technical information under the Google Privacy Policy.

You can clear cookies through your browser. Clearing an owner session signs the owner out. Clearing the participant cookie means the participant may need to verify by email again.

7. Retention and deletion

We generally keep account, organization, suggestion, participant, and moderation data while it is needed to provide the Service. When a subscription becomes canceled or unpaid, the application assigns the workspace a 90-day recovery date. Data may remain after that date until deletion is completed.

Participant-interaction and embedded-widget rate-limit buckets are content-free and scheduled for deletion after 48 hours. Private suggestion messages and current responses remain with the suggestion while they are needed to provide the communication history and outcome evidence. Private response links expire after 30 days or when the owner closes the question, whichever comes first. Rendered message content can remain in the transactional email ledger for its separate 30-day operational-retention period.

A new Inbox item can be permanently deleted instead of archived. Deleting it removes its title, body, and private source context. A bounded, content-free idempotency tombstone or abuse signal may remain temporarily so delivery retries cannot recreate a deliberately deleted item and rate limits can still be enforced. Converted or related Inbox source details remain private with their suggestion until a separately defined privacy or retention action removes them.

Some information may remain longer in backups, security logs, billing and tax records, support records, or records needed to prevent fraud, resolve disputes, enforce agreements, or comply with law. Previously active public addresses may be protected during recovery and later reassigned only after ownership or rights review.

An owner or participant may request deletion by contacting us. We may need to verify the request, coordinate with the relevant box owner, and retain information where law or legitimate security needs permit. Removing public content does not guarantee removal of copies already indexed, cached, or shared by others.

8. Your choices and privacy rights

Depending on where you live, you may have rights to request access, correction, deletion, portability, restriction, or objection, or to appeal a privacy decision. We will respond as required by applicable law and may verify your identity before completing a request.

• Owners can update organization and account information through the Service and manage billing through the Stripe Customer Portal.
• Participants can use the stop-following link in a notification email to stop future communication about that suggestion.
• Participants can revise one current private answer while the owner's question remains open. Stopping future communication does not erase an answer already provided.
• Participants can clear the remembered identity from a suggestion page or through browser settings.
• For content controlled by a box owner, contacting that owner directly may be the fastest way to request correction or removal.

Where applicable, an authorized agent may submit a request for you. We may ask for proof of the agent's authority and may still verify your identity directly. If a law gives you a right to appeal our decision, reply to our response and explain why you believe it should be reconsidered.

To make a privacy request, email support@suggestionbox.io. We do not discriminate against anyone for exercising a privacy right. You may also have the right to complain to the privacy or data-protection authority where you live.

9. Security and international processing

We use reasonable administrative, technical, and organizational measures designed to protect information, including access controls, signed time-limited verification links, tenant isolation, host-only cookies, encrypted transport in production, secure cookies, rate limits, and restricted owner dashboards. Knowing a participant's email address alone is not enough to publish or count a protected interaction; access to the valid verification link sent to that inbox is required. No internet service can guarantee absolute security.

Inbox API, CLI, and AI-assistant credentials are organization-scoped, revocable, and add-only; they cannot read Inbox contents or publish suggestions. Private inbound email uses a randomized address, verified owner senders, provider signature and sender-authentication checks, bounded plain-text parsing, and delivery deduplication.

The Service and its providers may process information in the United States and other countries where they operate. Those countries may have privacy laws different from the laws where you live. Where required, we use lawful transfer mechanisms available through our service providers or applicable law.

10. Children's privacy

The Service is designed for software businesses and is not directed to children under 13. We do not knowingly collect personal information from a child under 13. Box owners must not intentionally use the Service to collect personal information from children under 13. Contact us if you believe a child has provided information so we can investigate and remove it when appropriate.

11. Changes to this policy

We may update this policy as the Service, providers, or law changes. We will post the revised policy with a new effective date and provide additional notice when required by law. Continued use after an update means the revised policy applies to later activity.

12. Contact

KnowledgeTack LLC operates SuggestionBox.io from the United States. For privacy questions, requests, account deletion, billing privacy concerns, or suspected misuse, email support@suggestionbox.io.

SuggestionBox.io is the service name used throughout this policy. A box owner's own privacy notice may also apply to information collected through that owner's suggestion box.