Decision Room

Privacy

Decision Room stores the profile name and email you provide, room and space memberships, submitted responses, discussions, concerns, tasks and decision history. These records let you return to your decisions and let the group review its outcome.

Room members can see your display name and whether you have responded. Your individual ballot is private. Group results become available after voting closes. Anyone holding a valid invitation can join with the role assigned to that link, so share invitations carefully.

Documents and images you attach stay in private storage. Uploads are checked for size, file type and file signatures. Automated malware scanning is not currently enabled. Current room or Space members can open shared files using a short-lived access link. Deleting a file, room or Space removes its file listings immediately and queues removal from storage. Files shared with a group remain with that group if you delete your profile; remove your uploads first if you do not want them retained.

The service uses Supabase for authentication and data storage, Vercel for hosting, and Forward Email for sign-in and account emails. Email links are used to verify access to your email address.

AI assistance is optional. When enabled and you allow a request, the text described on that screen is sent to OpenAI for processing. Private ballots, account contact lists and attachments are excluded. Space administrators can disable AI for the whole Space. We request that Responses API outputs are not stored for later retrieval; OpenAI may retain data under its API abuse-monitoring policies. Decision Room records the model, request time, token counts and success or failure for service limits and costs, without storing prompt or generated text in that log. Suggestions you save become normal room content. AI usage records are removed when you delete your profile.

You can link Google, Microsoft or Apple sign-in to your existing profile. Calendar and contact connections are optional and separate from sign-in. We encrypt saved connection credentials and imported contact names and email addresses.

Your private Calendar reads appointment titles, dates, times, locations and identifiers for the requested date range. These details are shown to you, not shared with room members. Google uses your primary calendar, Microsoft uses your default calendar, and iCloud uses the calendar selected in Settings. Appointments refresh while Calendar is open or when you choose Sync.

Room availability checks use a separate busy-time request. They return time intervals to help you compare the proposed options, without returning appointment titles or locations. The check does not share your appointments with the room or submit a response for you.

Calendar responses pass through our server. Appointment data is held temporarily in app memory for display and refresh; imported appointment contents are not saved in Decision Room’s database or offline cache. iCloud responses can include additional event fields, which are processed transiently and are not included in the appointment display. We retain connection metadata and links to events you choose to add from rooms so those events can be updated or removed.

Contacts remain private to you and are imported only when you choose Sync contacts. Invitations open in your email application for you to review and send. Permission to add, update or remove room events is optional and separate from reading your calendar.

Disconnecting in Settings removes saved access credentials and imported contacts and stops further access through that connection. Appointment data already displayed on another device may remain until that view refreshes or the app closes. Connection metadata and links to room events can remain with your account. Disconnecting keeps your sign-in account and events already added to your calendar. To also revoke the provider’s permission, remove Decision Room in Google or Microsoft account settings, or revoke the app-specific password in your Apple Account.

An essential session cookie keeps you signed in. Your browser stores appearance preferences and unsent drafts. Private API responses and room pages are not placed in the service worker’s offline cache.

To detect service failures, we collect request counts and response times by page or operation, error types, software versions and random request identifiers. Browser reports exclude error messages, page addresses and query strings; these operational reports do not include private ballots, file contents, calendar appointments, contacts or sign-in credentials. Operational metrics and error samples are scheduled for removal after seven days, and resolved incident records after thirty days. Alerts sent to our support mailbox are handled separately as support records.

You can export your data and delete your Decision Room profile in Settings. Deletion removes your profile name, email, sessions, linked-account email details, imported contacts and connection credentials from the application. Shared decision history keeps a pseudonymous participant identifier and accepted responses so existing outcomes can be recounted.

For questions about your data, email support@decisionroom.site. Do not include passwords or sign-in links.