Privacy Notice
Applies to the TribeROI application at app.triberoi.com (the “Service”).
- Version
- 2.6
- Effective
- 2026-10-17
- Last updated
- 2026-10-16
Scope of this notice
This notice covers the TribeROI application at app.triberoi.com only.
The TribeROI marketing website at triberoi.com is a separate property with separate hosting and separate storage. It has its own privacy notice.
The two share one thing: our sign-in page uses the same Google Analytics property as the website. Where Google Analytics sets cookies, they are set for triberoi.com and read on both, so a visit that starts on the website and continues to sign-in is counted as one visit (sections 3 and 10).
1. Who we are
TribeROI Inc
971 US Highway 202N, Suite N
Branchburg, NJ 08876
United States
Privacy contact: privacy@triberoi.com
EU representative (Article 27 GDPR): not yet appointed. We will publish the name and address here on appointment.
UK representative (Article 27 UK GDPR): not yet appointed. We will publish the name and address here on appointment.
2. The two roles we hold, and why it matters to you
The Service measures the health of communities. That means we handle two very different kinds of personal data, and our responsibilities differ for each.
We are the controller of data about our own users and prospects. If you signed up for our waitlist, hold an account, or contacted us, we decide how your data is used and this notice tells you how. Sections 3 to 8 apply to you.
We are a processor of data our customers bring into the Service. Our customers are community organizers. They upload data or connect platforms they administer, and we analyze it on their instruction. That data may be about members of their community, or about business contacts held in their sales systems. If your data is in a customer’s workspace, the customer is the controller of your data and we are not. Section 9 explains what that means and where to direct a request.
Part A: Where we are the controller
Sections 3 to 8 apply to our own users, waitlist signups, and prospects.
3. What we collect
When you join the waitlist
Email address, first name, last name, and company or community name.
When you hold an account
Email address, account identifier, display name, role within your organization, and which organization you belong to. Authentication is handled by Google Firebase Authentication. If you sign in with a third-party provider, we receive the profile information that provider releases.
When you sign in
Signing in creates an identity for your email address in Google Firebase Authentication before we check whether you have access. If you have no access, no workspace membership, no request for it and no invitation, we delete that identity 30 days after it was created or you last signed in, whichever is later.
When you ask for a sign-in code
The email address you type on the sign-in page, a one-way hash of the code we email to it, and counts we use to limit how often codes are sent and tried. We keep this for any address typed, whether or not it has an account. Using the code deletes the record.
When you are invited
If we invite you to try the Service, or someone in your organization invites you to its workspace, we hold your email address, who invited you, the invitation’s status and, for a workspace invitation, the organization and role.
When you use the application
Records of which recommended actions you open, comprising your account identifier, the action, and a timestamp, and the sources you named during setup, with the order you ranked them in. We use this to understand which features and sources are useful.
Notes you write
If you write a note about a community member, we store the note, your account identifier, and the timestamp.
Server logs
Standard application logs. Email addresses are masked at the point of writing.
Sign-in page analytics
On the sign-in page, and while you sign in or request access, we use Google Analytics to count visits, see where they came from (for example, a link in a LinkedIn post), and see whether sign-in and access requests complete. It receives no email address, no name, and nothing from a workspace. It does not run anywhere in the application once you are signed in.
If you are in the European Economic Area, the United Kingdom or Switzerland, it sets no cookies and stores nothing on your device. Google receives a signal that a visit or step happened, without a cookie. As with any web request, it receives your IP address and browser details.
What we do not collect
Apart from the sign-in page analytics above, we run no analytics, advertising, tracking, session replay, or error reporting service in this application. We do not build advertising profiles and we do not sell or share personal data.
4. Why we use it, and on what legal basis
| What | Why | Legal basis |
|---|---|---|
| Waitlist details | To assess and respond to your request for access | Legitimate interests: responding to a request you made |
| Account details | To provide the service under our agreement with your organization | Contract |
| Sign-in codes | To send you the code you asked for, check it, and limit how often codes are sent and tried | Legitimate interests: responding to a request you made and keeping sign-in secure |
| Feature usage records | To understand which features are used and improve the service | Legitimate interests: improving a service we provide |
| Sign-in page analytics | To see how many people reach the sign-in page, where they came from, and whether sign-in and access requests complete | Legitimate interests: understanding how people find and join the service |
| Server logs | Security, fault diagnosis, and abuse prevention | Legitimate interests: keeping the service secure and working |
| Transactional email | To confirm your waitlist submission, tell you when access is approved, send sign-in codes you ask for, and send invitations to the Service | Legitimate interests, or contract where you hold an account |
You may object to any processing based on legitimate interests. Write to privacy@triberoi.com.
We send no marketing email from this application. Every message it sends is transactional: confirmation that your submission was recorded, notification that access was approved, a sign-in code you asked for, or an invitation to use the Service, from us or from someone in your organization. There is no marketing list to unsubscribe from.
5. How long we keep it
| Data | Period |
|---|---|
| Waitlist, invitation and prospect records | 24 months from our last contact with you, but never while you have access to the Service |
| Account records | For as long as your organization’s agreement is in force, then deleted within 30 days. If you or your organization asks us to delete your account sooner, within 30 days of the request |
| Sign-in identities | If you have no access, no workspace membership, no request for it and no invitation, deleted 30 days after the identity was created or you last signed in, whichever is later. Otherwise kept with your account or waitlist record and deleted with it |
| Sign-in code records | Deleted when the code is used, otherwise 30 days after the last code was sent |
| Feature usage records | Deleted after 24 months, or within 30 days of your organization’s agreement ending if that is sooner. After 24 months, we keep only counts of interest in features, with no link to you |
| Administrative and access records | 24 months. Records of erasure actions are kept longer to demonstrate that we honoured the request; these hold no direct identifiers |
| Sign-in page analytics | Up to 14 months, held by Google Analytics |
| Server logs | 30 days |
| Database backups | 7 days, on a rolling cycle |
6. Who we share it with
We use the following providers. Each processes data on our instruction under a written data protection agreement.
| Provider | What they do | Where |
|---|---|---|
| Google Cloud | Hosting, databases, secrets management, logging | United States |
| Google Firebase Authentication | Sign-in and account authentication | United States |
| Google Analytics | Counting visits to the sign-in page and whether sign-in and access requests complete. Receives no email address or name | United States |
| Resend | Sending transactional email: waitlist confirmations, access approvals, sign-in codes and invitations, and notices to our own team when someone joins the waitlist or is invited to a workspace | United States |
| Anthropic | Generating written summaries of results. Receives no member names, email addresses, or member free text | United States |
Our current list is maintained at app.triberoi.com/sub-processors.
We also disclose personal data where required by law, and to professional advisers under confidentiality obligations.
7. Where your data goes
We process and store all data in the United States. Primary customer data and platform telemetry are stored in Google Cloud’s us-central1 region. Aggregate benchmark statistics, which contain no personal data, are also stored in Google BigQuery’s US multi-region. Sign-in identities are held by Firebase Authentication, primarily in the United States.
Where data is transferred from the European Economic Area, the United Kingdom, or Switzerland, we rely on the European Commission’s Standard Contractual Clauses, together with the UK Addendum where applicable. Our providers are covered by equivalent clauses in their own agreements with us, and one of them additionally holds an EU-US Data Privacy Framework certification.
You may request a copy of the relevant safeguards from privacy@triberoi.com.
8. Your rights
Where we are the controller of your data, you have the right to:
- Access the personal data we hold about you
- Rectify data that is inaccurate
- Erase your data, in the circumstances the law provides
- Restrict our processing
- Object to processing based on legitimate interests
- Portability: receive your data in a structured, machine-readable format
- Withdraw consent, where we rely on consent
- Complain to a supervisory authority
How to exercise them. Write to privacy@triberoi.com. We will acknowledge within five business days and respond within 30 days. If a request is complex we may extend by up to two further months and will tell you why.
Verifying who you are. We will normally reply to the email address we hold on record. If your request comes from a different address, we will ask you to confirm from the address on record before we act.
Part B: Where we are a processor
9. If your data is in a customer’s workspace
You may be here as a member of a customer’s community, or as a business contact in a customer’s sales system. Either way, the customer is the controller of your data. They decided to use the Service, they decide what data enters it, and they decide how long it stays. We act only on their instructions and we cannot act on yours.
What we hold on their behalf. Depending on what the customer connects or uploads:
- Your name, email address, and username or handle on platforms such as their forum, chat server, code repository or publishing site
- Profile details such as location, biography or photograph
- Your registration and attendance at their events
- Survey responses, including free text
- Messages you wrote. From Discord, the full text of your messages. From Slack, the first 280 characters of each message. From DEV.to, Discourse, GitHub, Substack and YouTube, the titles, links and tags of what you published, and not the content itself
- Records of your interactions with other people, including replies, mentions and reactions
- Notes the customer’s staff may write about you
- If the customer connects a sales system, your contact details, your organisation, and the customer’s records of their business dealings with you
- If you work, or worked, for the customer, your name where their sales system records you as the owner of a deal
Where it comes from. Files the customer uploads, including exports from their own workspaces; platforms the customer connects using their own credentials; a TribeROI application the customer installs in their Discord server, HubSpot account or GitHub organisation; and public feeds the customer points us to.
What we do with it. We calculate measures of community health. We generate written summaries of the results, and draft messages, using an AI provider. Those requests are built from computed figures, from text typed into TribeROI by its users (the community’s name and description, the names and claims of bridges, and questions asked through Explain), and, for drafts, from numbered rows that describe members only by their activity, such as how many events they attended and the title of the last one. Community members’ names, email addresses, and anything a member wrote, including survey text, are never sent to that provider. An automated test checks the prompts that describe individual members.
We do not use your data for our own purposes, sell or share it, combine it with data from other sources, or use it to train machine learning models.
How to exercise your rights. Contact the customer. They can access, export, correct, restrict and erase your record through the application, including messages you wrote.
If you contact us instead, we will acknowledge within five business days, tell the customer that you have been in touch, and direct you to them. We will not act on your request ourselves, because doing so would mean altering a customer’s data without their instruction.
If you do not know who the customer is, write to privacy@triberoi.com with the name of the community or organisation and we will help you identify the right contact.
Part C: Applies to everyone
10. Cookies
The application sets three cookies of its own. All are first-party and all are necessary for it to work. On the sign-in page only, and only outside the European Economic Area, the United Kingdom and Switzerland, Google Analytics also sets the two analytics cookies listed below. They belong to triberoi.com, so our website uses the same ones. We set no advertising cookies.
| Cookie | Purpose | Lifetime |
|---|---|---|
| triberoi_session | Keeps you signed in. Holds your authentication token, is not readable by scripts, and is cleared when you sign out | About one hour, refreshed while you are active |
| ts_user_name | Remembers the first name you entered during setup so we do not ask again | One year |
| ts_onboarding_skipped | Remembers that you skipped a setup step | One year, and cleared each time you sign in |
| _ga | Google Analytics, sign-in page only: counts repeat visits as one visitor | 13 months |
| _ga_T086H9P136 | Google Analytics, sign-in page only: keeps one visit together as a session | 13 months |
Our authentication provider also stores sign-in information in your browser’s storage so that you stay signed in. The application keeps your display choices (light or dark theme, and whether the side menu is collapsed) in local storage, and short-lived sign-in progress in session storage, which your browser clears when the tab closes. All of this is functional, stays in your browser, and is not shared.
Do Not Track and Global Privacy Control. We do not read these signals. To stop Google Analytics, use a content blocker or block cookies starting with _ga for triberoi.com; signing in works the same.
11. How we protect data
We separate every customer’s data at the database level and verify that separation automatically on every change to our code. Data is encrypted in transit and at rest. Access requires a verified identity and passes two independent checks. Administrative actions are logged. Credentials for connected platforms are held in a dedicated secrets service and are never written to logs.
A fuller description, including the limits of each measure, is in our technical and organisational measures annex.
12. Children
The Service is a business tool and is not directed at children. We do not knowingly collect data from anyone below the age at which consent applies in their country. Customers undertake not to submit such data. If you believe we hold data about a child, write to privacy@triberoi.com.
13. Automated decision-making
We calculate scores and lifecycle states for individual members and present them to the customer. No decision producing legal or similarly significant effects is made automatically. Any action taken on the basis of a score is taken by the customer.
14. Changes to this notice
We will post any change here and update the date at the top. Where a change is significant, we will tell account holders by email.
Version 2.1 (2026-09-28) adds Google Analytics on the sign-in page: sections 3, 4, 5, 6 and 10.
Version 2.2 (2026-10-04) states where each kind of data is stored: section 7.
Version 2.3 (2026-10-04) states what the sign-in page shares with our website; describes sign-in codes, invitations and the emails we send; states how long account, invitation, sign-in code and feature usage records are kept; and corrects the lifetime of a setup cookie: scope of this notice, sections 3, 4, 5, 6 and 10.
Version 2.4 (2026-10-04) corrects where platform telemetry is stored and describes more precisely what the AI provider receives: sections 7 and 9.
Version 2.5 (2026-10-06) states that sign-in identities of people without access are deleted after 30 days, corrects what the waitlist collects, what the AI provider receives and where Firebase Authentication is located, and describes setup source rankings and browser storage: sections 3, 4, 5, 6 and 10.
Version 2.6 (2026-10-16) adds the customer’s staff named as deal owners in its sales system, and names our HubSpot and GitHub applications as sources: section 9.
15. Complaints
Write to privacy@triberoi.com first and we will try to resolve it.
Related documents The Terms of Service govern use of the application. The Data Processing Agreement governs our processing of community member data on a customer’s behalf.