Retaino Privacy Policy

Last updated: 2026-05-30

This policy explains how Retaino handles personal data when someone visits the website, signs in, manages organizations, imports customer data, prepares campaigns, sends SMS messages, handles replies, pays for the service, and measures reported bookings.

Roles and contact

Retaino is the controller for account, website, billing, security, diagnostics, and product operations data described in this policy.

When a customer imports contact, campaign, SMS, reply, opt-out, tracking, or booking data into Retaino, the customer is the controller and Retaino acts as processor under the Data Processing Agreement.

Contact Retaino at hello@retaino.io for privacy requests or questions.

Data Retaino collects as controller

Account and authentication data

Retaino processes email addresses, names, organization membership, roles, authentication identifiers, and session data needed to create, protect, and administer accounts through Clerk.

Website and app data

Retaino processes request metadata, device and browser information, security logs, cookie choices, product settings, and technical events needed to operate, secure, and improve the website and app.

Billing data

Stripe processes checkout, payment, tax, invoice, subscription, and billing portal records. Retaino receives payment status, customer identifiers, plan information, invoice status, refund status, and related billing metadata needed to provide access and account administration.

Diagnostics and error monitoring data

Retaino uses Sentry on the backend to detect, investigate, and resolve errors. Sentry may process technical diagnostics such as route, request method, environment, release, error details, timestamps, and limited operational tags such as organization, campaign, contact import, provider, or provider error identifiers. Retaino configures Sentry to avoid sending default personal data and to filter sensitive fields such as authorization headers, cookies, phone numbers, email addresses, message bodies, raw payloads, secrets, and tokens.

Data Retaino processes for customers

Retaino may process customer personal data under customer instructions, including:

• imported contact names, phone numbers, email addresses, and booking metadata;
• normalized contact identifiers and hashes;
• campaign audience rules, campaign content, booking links, campaign status, and campaign recipient snapshots;
• SMS sender information, recipient phone numbers, message bodies, delivery status data, inbound replies, provider message identifiers, timestamps, and opt-out events;
• tracking link records and click events;
• reported booking dates, revenue amounts, service labels, notes, and campaign attribution references;
• permission and legal acceptance evidence.

The customer is responsible for giving its own clients the privacy information required for the customer's use of Retaino.

Why Retaino uses personal data

Providers

Retaino uses service providers for authentication, database hosting, web hosting, API hosting, object storage, traffic routing, security, payment processing, tax calculation, background job orchestration, SMS delivery, inbound reply processing, delivery event processing, opt-out handling, diagnostics, and error monitoring.

Current service providers include Clerk, Neon, Vercel, Cloudflare, Stripe, Inngest, Twilio, and Sentry. Customer personal data processed on behalf of customers is also covered by the Subprocessor Notice.

International transfers

Retaino and its providers may process personal data outside the EU or EEA where needed to provide, secure, support, monitor, or bill the service. Retaino uses appropriate transfer mechanisms such as adequacy decisions, the EU Standard Contractual Clauses, the EU-US Data Privacy Framework where applicable, and supplementary safeguards where appropriate.

Retention

Retaino keeps personal data only as long as needed for the relevant purpose, unless a longer period is required for security, legal, tax, accounting, or audit reasons.

MVP retention defaults include:

• raw uploaded contact files are temporary and deleted after processing or by lifecycle cleanup;
• normalized contacts, campaign records, SMS ledger records, opt-outs, replies, clicks, and reported booking records are kept while the organization is active or until deletion is requested and Retaino can lawfully delete them;
• legal acceptance records are kept as contract and audit evidence;
• billing records are kept as needed for tax, accounting, and payment disputes;
• diagnostics and error monitoring records are kept for operational security and troubleshooting.

Your rights

Depending on where you live, you may have the right to access, correct, delete, restrict, export, or object to the processing of your personal data. You may also withdraw consent where processing depends on consent.

If your request concerns data controlled by a Retaino customer, Retaino may refer the request to that customer or assist the customer under the Data Processing Agreement.

You may lodge a complaint with Integritetsskyddsmyndigheten, IMY, in Sweden or with another competent data protection authority.