Privacy Policy

FileFeedback is a collaborative file review service operated by [LEGAL ENTITY], of [REGISTERED ADDRESS]. We are the data controller for the personal data described in this policy.

For anything relating to privacy or your data, email support@filefeedback.com.

Where a business uses FileFeedback to collect feedback from its own clients, that business is the controller of the content in its workspace, and we act as its processor.

Account details. Your email address, first and last name, and profile image, handled through our authentication provider, Clerk. Clerk manages passwords and sign-in — we never see or store your password.

Your content. The files you upload (video, images, PDFs, audio and captured web pages), together with comments, replies, file titles, tags, tasks and portfolios. We process this to provide the service. We do not use it to train AI models and we do not sell it.

Guest reviewer details. When you invite someone to review a file, we store the name and email address you supply, the access link issued to them, and any comments they leave. Guests do not need an account and are never charged.

Approval records, including IP address. When someone formally approves or rejects a file, we deliberately record their IP address, browser user agent and a timestamp alongside the decision. This exists so an approval can be evidenced later, which is the point of a sign-off. It is kept as part of the approval record.

Billing. Payments are handled by Stripe. We store the identifiers Stripe gives us for your customer and subscription records. We never receive or store your card number.

Usage and communications. A periodically updated “last active” timestamp, whether our emails to you were opened or their links clicked, and messages you send us through the contact form or the in-app assistant.

Survey responses. If you take part in one of our research surveys, we store your answers and the email address you give. Individual responses are never published; only aggregate results are.

Our browser extension exists to do one thing: send the page you are looking at to your own FileFeedback workspace so colleagues or clients can comment on it.

• It acts only when you click the capture button. It does not run in the background, does not read pages you have not asked it to capture, and does not collect your browsing history.
• When you click capture, it sends the current page’s rendered content and a screenshot of the visible area to your workspace. Because it captures what your browser has already rendered, a page behind a login will be captured as you see it — only capture pages you are comfortable storing and sharing with the people who can see that workspace.
• Your access token and workspace address are stored locally on your own device, in the browser’s extension storage. They are sent only to FileFeedback.
• It contacts no server other than FileFeedback. There is no advertising, no analytics and no tracking inside the extension.
• Uninstalling the extension removes the stored token and address from your device. Pages you already captured remain in your workspace until you delete them.

We do not sell personal data. We share it only with service providers who help us run FileFeedback, and only as far as each needs:

• Clerk — accounts and sign-in.
• Amazon Web Services — file storage and delivery of our emails.
• Stripe — subscription payments.
• Google — analytics on our marketing pages (see below).
• Microsoft — Clarity, which records how pages are used (see below).
• Anthropic — processes messages you send to the in-app assistant so it can reply. Your uploaded files are not sent to it.
• A messaging relay — used to alert us when a new workspace is created. These alerts contain a workspace name only; no names, emails or file content.

If you connect an optional integration — such as Slack, Asana, Google Drive, Dropbox, YouTube or a social account — we exchange data with that service only as needed for the feature you switched on, and you can disconnect it at any time.

We may also disclose data where the law requires it, or to establish or defend legal claims.

Uploaded files are stored in Amazon S3 in the United States, and several of the providers above operate there too. That means your personal data is transferred outside the UK and the European Economic Area.

These transfers are made under the safeguards UK and EU data protection law provides for, including Standard Contractual Clauses and the UK International Data Transfer Addendum, together with the technical protections described under Security.

Essential cookies. Needed to keep you signed in and to keep the service secure. These cannot be turned off without breaking the site.

Marketing analytics. Google Tag Manager and Google Analytics run on our public marketing pages only. They are deliberately not loaded on the dashboard, or on guest, share or portfolio links, so reviewing a file does not feed our marketing analytics.

Session replay. We use Microsoft Clarity, which records page interactions — clicks, scrolling and navigation — and replays them as anonymised sessions, so we can see where the product is confusing. Unlike the analytics above, Clarity runs across the site. You can opt out of it entirely using Microsoft’s privacy controls, or by enabling Do Not Track in your browser. Browsers also let you block or delete cookies through their own settings.

We keep your account and its content for as long as your account is open, so that your files and their feedback history remain available to you.

Deleting a file removes it from your workspace. Ask us to close your account and we will delete your personal data and your files within 30 days, other than records we must keep longer — billing records for accounting purposes, and approval records where they form the evidence of a sign-off already given.

Backups are overwritten on a rolling basis, so deleted content may persist briefly in backups after removal from the live service.

Under UK and EU data protection law you can ask us to give you a copy of your data, correct it, delete it, restrict how we use it, or provide it in a portable format. You can object to processing we carry out on the basis of our legitimate interests, and withdraw consent where you gave it.

Email support@filefeedback.com and we will respond within one month. There is no charge.

You can unsubscribe from our marketing emails using the link in any of them, or from your notification settings. We will still send essential messages about your account, such as billing notices.

If you are unhappy with how we have handled your data you can complain to the UK Information Commissioner’s Office at ico.org.uk, or to your local supervisory authority. We would rather you came to us first so we can put it right.

We process your account details and content to perform our contract with you. We rely on our legitimate interests in running, securing and improving the service for analytics, product research and telling existing customers about relevant changes. We rely on consent for optional marketing and for optional integrations you choose to connect, and on legal obligation for records such as billing.

Files are encrypted at rest in Amazon S3 and in transit over HTTPS. Access tokens for connected services are encrypted before they are stored. Access to a workspace is limited to its members and the people explicitly invited to review a file.

Share links and guest links contain a long, unguessable token. Anyone holding such a link can open what it points at, so treat them as confidential and remove them when a review is finished.

No service can promise perfect security, but if a breach affects your personal data we will tell you and the relevant regulator as the law requires.

FileFeedback is a business tool and is not intended for children under 16. We do not knowingly collect their data. If you believe a child has given us personal data, contact us and we will delete it.

If we change this policy we will update the date at the top, and for significant changes we will tell account holders by email before the change takes effect.