Privacy

If you vote or add ideas

• No account needed. We don't ask for your name or email.
• Your votes are never shown with your name. Organizers see results, not who voted for what.
• We store your votes, the ideas and comments you add, when you took part, and a random code in a cookie so the site remembers you in that project.
• If your organizer sent you a personal link, they know who they sent it to and whether it was opened. They don't see how you voted.
• Anonymity has practical limits: the organizer or others may guess who wrote something from what it says or the size of the group. Please write with that in mind.
• If you add an idea, you choose to keep it private or show your name if it reaches the top 10.
• When a project ends, we may use what happened to produce anonymized insights. We design them so they do not identify you (see “Anonymized information”).
• Some projects ask for a group, such as a team or office. It's optional. Groups of fewer than five are never shown.
• To limit abuse, we keep a scrambled (hashed) form of your network address in our database, not the address itself. Our hosting and security providers see your full network address when you connect and keep it in their own logs for a limited time (see “Who handles the data”). We also record the kind of link you came from, such as email or Slack, so organizers can see where people joined.

If you run a project

• We store your name, email address and a scrambled form of your password, plus your projects, invitations, decisions and reports. When you create an account we also note where you arrived from, such as a link tag or the site that sent you, so we know which of our own channels work.
• When you create an account, we keep a record of you as a customer in HubSpot, our customer system: your email address, your company (taken from your email domain, or from the company name you enter), when you joined, when you were last active, the kind of projects you run, how many projects you have run, how many people you invited to each (a number only), and which features outside your plan you tapped. We never send HubSpot anything about ideas, votes or the people you invite, and never a participant’s name or address. This record is used to look after your account and understand what people need. It does not mean you receive marketing email. That only happens if you ticked the product news box and confirmed it. Ask us at any time to see or delete this record.
• If you ask us to suggest brand colors from your website, we visit the address you enter once, read its logo and colors, and keep only the colors you choose. We do not keep the page or the address.
• We email you only about your own account and projects, such as a note when a project finishes, a password reset link, or a security notice when your password or 2FA changes. Project notes have a link to switch them off.
• If you turn on two-factor authentication (2FA), we store your authenticator key, encrypted, and your recovery codes as scrambled (hashed) values. You can turn it off at any time.
• If you name reviewers to score the top ideas, an owner for an idea, or a decision-maker, we keep their email address with the project and send each person one personal link on your behalf. We don't add them to any list, and the addresses are removed when the project is deleted.
• We email the people an organizer invites only on the organizer’s behalf: their personal link and, if the organizer turns them on, reminders and a winners email. We never send them marketing. In addition, on projects where the organizer has turned on the Full setting, a participant can ask for one email about what the decision-maker decides on their idea and one with the winners. That address is deleted as soon as the email is sent, is never linked to votes, and organizers never see it.

How we protect your organization's data

• Anything sent to many people needs two confirmations from you. For very large sends you also type the number of people.
• When you tap a feature that is not part of your plan, we count it against your account, so we know which features people want. We store which feature and when, nothing about your project.
• Product news is opt-in. If you tick a box at sign-up, on a project page or on the Product news page, we email you a link to confirm. After you confirm we keep your email address, first name if you gave one, where you signed up (organizer, participant or website) and the wording you agreed to, and pass them to HubSpot, our marketing system, to send news. A sign-up from a project page is never linked to that project or to any vote. Every news email has an unsubscribe link, and you can ask us to delete your address at any time.
• When we email your people their personal links, each address is kept for 30 days after its email is sent, so the organizer can see who was emailed and resend. Then it is deleted. If the organizer turns on automatic reminders (a nudge, a progress check-in, a closing reminder and a winners email), addresses are kept until 30 days after voting closes so those can be sent. Every such email has a one-click link to stop emails like it, and we keep only a scrambled form of the address of anyone who stops so we can honor that. Addresses that were never emailed are deleted when voting ends, and the organizer can delete every stored address at any time. The organizer can see whether a personal link has been opened. They never see a person's votes or ideas.
• We keep a send history with counts only: how many were sent and when. It never holds names or addresses.
• Report links are read-only and anyone holding one can read that report, so share them carefully. You can revoke a link at any time.
• Your results are not kept in shared documents, spreadsheets or other tools. They stay in the database above. Our code backups never contain project data. Our database provider keeps encrypted backups for a limited time so we can recover from problems.

Anonymized information

We may analyse content and activity, including idea text, to produce insights and statistics that do not identify any person or organization, and we may keep and use them after a project is deleted. We remove names, emails and organization names before we keep or share anything. We also combine results so that no group smaller than five is shown, remove other details in idea text that could identify someone, and keep insights separate from any account. We will not try to re-identify anyone, and we require anyone we share insights with to agree to the same. For people in the EU and UK, we do this based on our legitimate interest in understanding how groups make decisions and improving vision lab, and, for project content, with the organizer’s permission.

Roles, security and disclosure

• For project content, the organizer decides why and how it is used, and we process it for them as their processor (or service provider) and for the purposes in the terms of use. For organizer accounts, our customer and marketing records, the contact form, our website, abuse prevention and anonymized insights, we decide how data is used and are responsible for it as controller.
• We use reasonable technical and organizational measures to protect data. No system is perfectly secure. If a breach affects you, we will tell the people and authorities the law requires.
• Data is stored in the United States (in Turso’s US region) and processed by providers in other countries. Where the law requires it, we use legal transfer terms.
• We may disclose information if the law requires it, to respond to valid legal process, or to protect people or the service.
• Depending on where you live, you may have the right to access, correct, delete or object to our use of your data. Use the contact form. We will confirm we received your request within 5 business days and respond within 30 days. If the law allows more time for a complex request, we will tell you why. If your request is about a project, we may pass it to the organizer, who controls that data. You may also complain to your data protection authority.
• We update this page and will email organizers about changes that matter.

Who we are

The Vision Lab, LLC, a New York limited liability company, 12 Lexington Ave, Greenwich, CT 06830. Questions about privacy go to our privacy contact through the contact form. If we are involved in a merger, sale or reorganization, personal information may transfer to the new owner, who must follow this page. When you create an account or ask to join the beta, we record the date and version of the terms you accepted, including the beta terms.

If you contact us

The contact form asks for your name and email, and optionally your company and a topic. We use them only to reply, and keep the message so we can follow up. If you use Need help? on a project page, we also record which project it was and whether you were a participant, reviewer, owner, decision-maker or organizer, so we can find the problem. That never includes how you voted.

What we don't do

• No advertising. We do not sell personal information.
• On our public website pages (not on voting pages) we count visits with a privacy-friendly tool that uses no cookies and keeps no personal profile.
• No tracking across other sites.
• The only cookies are the ones that keep you signed in or remember you in a project.

Optional AI drafting

If an organizer turns on AI drafting for a project, we send a limited set of that project’s results to an AI service provider, Anthropic, to draft a report summary. It is off by default and the organizer chooses it for each project.

What is sent: the project question, aggregate counts (such as the number of participants, ideas and votes), and the text of the top-ranked ideas, suggested fixes and obstacles that participants wrote. We do not send participant names, email addresses or group names, or any information about who wrote what. Because ideas and comments are written in people’s own words, please do not put personal information in them.

The organizer reviews and edits the draft before anything is shared. We keep the finished report, not a separate copy of what was sent.

Who handles the data

The site runs on Vercel and stores data in a Turso database. If an organizer turns on AI drafting, Anthropic processes the limited text described under “Optional AI drafting”. Organizer emails are sent through Resend. HubSpot also holds the customer record described under “If you run a project”, as well as contact form messages, so we can reply, and confirmed product news sign-ups. Cloudflare Turnstile checks that forms are filled in by a person and not a bot, and sees your network address and browser details to do that. These services process data for us under written terms that limit their use of it. We will update this list before adding a new provider.

Keeping and deleting data

• Organizers can delete a project at any time, which removes its ideas, votes and people from our live systems at once, and from database backups when they expire. Anonymized insights already produced may stay.
• To have something removed, or to ask what we hold about you, use the contact form. If you took part without giving your name, tell us the project link, roughly when you took part, and the wording of your idea or comment. We don't hold your name, so we can only find your contribution from what you tell us, and we may not be able to find your votes. We won't ask you for more information than we need.