Privacy Policy

Ownly is operated by adodesign LLC(“adodesign”, “we”, “us”, “our”). Ownly helps you catalog what you own, what it costs, and when it needs care. This policy explains what we collect, why, who we share it with, and what you can do about it. It applies to the Ownly website and application.

For users in the European Economic Area or United Kingdom, adodesign LLC is the data controller for personal data processed through Ownly, except as described in section 8 (Workspaces) where a business workspace may be the controller and we act as its processor.

Information you give us directly.

• Account information — your name, email address, and password. Passwords are stored only as a salted cryptographic hash; we never store or can read your password.
• Google sign-in (optional) — if you sign in with Google, we receive your name, email address, and profile image from Google. We do not receive your Google password and do not access any other Google data.
• Profile and preferences — timezone, notification settings, reminder lead time, accent colour, and workspace preferences.
• Content you create — assets and items, locations and rooms, warranties, maintenance schedules and service records, expenses, subscriptions, vendors, reminders, documents and notes, including any values, dates, serial numbers, and descriptions you enter.
• Files and images you upload — item photos, receipts, warranty paperwork, documents, and your profile picture.
• Financial documents you choose to upload — if you use statement import, the bank or card statement PDF you provide, and the transactions extracted from it. Please see section 5 before uploading these.

Information we generate or receive automatically.

• Billing records — your plan, subscription status, billing period, and the customer and subscription identifiers issued by Stripe. We never receive or store your full card number.Card details are entered directly with Stripe and handled under Stripe’s own privacy policy.
• Security and operational logs — request metadata, a rate-limiting key derived from your IP address, authentication events, and error diagnostics.
• Activity and audit records — a log of significant actions taken in your workspace (who changed what, and when), used for the in-app activity timeline, security investigation, and account support.
• First-party product analytics — allowlisted feature events, broad page groups, session counts, and active time linked to one-way account and workspace keys. These aggregate measurements do not include record names, values, notes, files, search terms, full URLs, or AI inputs and outputs.
• Moderation records — if an upload is blocked by our automated screening, we record the categories detected, a strike against the account, and related metadata. See section 6.
• AI usage records — when you use a scanning feature we record that a job ran, its result, and the tokens it consumed, so we can meter plan limits and bill correctly.

We do not use advertising cookies, third-party analytics, tracking pixels, session recording, or device fingerprinting. Platform reports expose aggregate totals and suppress small cohorts; they do not provide per-person activity profiles.

Where the GDPR or UK GDPR applies, we rely on the legal bases noted in brackets.

• To provide the service — store and display your catalog, run reminders, share a workspace with people you invite. [Performance of a contract]
• To process payments, manage subscriptions, and enforce plan and storage limits. [Contract]
• To send transactional email — verification, password reset, workspace invitations, billing notices. [Contract]
• To send reminder digests, where you have enabled them. You can turn these off in settings at any time. [Contract / consent]
• To run AI scanning features when you choose to use them. [Contract, at your request]
• To keep the service secure — rate limiting, abuse prevention, automated content screening, fraud prevention, and debugging. [Legitimate interests in operating a safe service]
• To comply with law, respond to lawful requests, and meet mandatory reporting obligations. [Legal obligation]

We do not use your content to train AI models, and we do not make decisions producing legal or similarly significant effects about you by purely automated means, other than the automated content screening described in section 6, which you may appeal by contacting us.

Ownly offers optional AI features: scanning an item photo, reading a receipt, and importing a bank or card statement. These are the only circumstances in which your content leaves our infrastructure for processing by an AI provider.

• What is sent. Only the specific image or PDF you submit for that scan, plus the instructions needed to interpret it. Your catalog, other files, and account details are not sent.
• Who receives it. OpenAI, acting as our service provider under its API terms.
• Training.Content submitted through the OpenAI API is not used to train OpenAI’s models. We do not use your content to train any model of our own.
• How to avoid it entirely. AI scanning is never automatic. If you do not use the scan, receipt-OCR, or statement-import features, none of your content is sent to an AI provider. You can add every record manually.

A bank or card statement is sensitive. If you would rather not send one to a third-party AI provider, do not use statement import — enter expenses manually instead. Consider redacting your account number before uploading.

AI output can be wrong. Scanned values, dates, and totals are suggestions for you to review, not verified facts. See the Terms of Use for the limits on relying on them.

Images you upload are automatically screened before they are stored, to detect sexual content, content sexualising minors, and graphic violence. Screening is automated; no human reviews your uploads as a matter of routine.

If an upload is blocked, we record a moderation flag and a strike against your account. Accumulated strikes lead to suspension, and certain categories result in immediate suspension. You may contest a decision by contacting us at [email protected].

We operate a zero-tolerance policy on child sexual abuse material. Where we detect it, we will preserve the relevant material and account records and report to the National Center for Missing & Exploited Children (NCMEC) or other competent authority as required by law, and we may do so without notice to you.

Ownly is built around a workspace. When you join or are invited to a workspace, the content in that workspace is shared with its other members according to their role.

• Owners and administrators can see, edit, and delete all content in the workspace, manage members and roles, and see the activity log showing who did what.
• Members can see workspace content and edit their own records; guests have read-only access.
• Your name, email address, and profile image are visible to other members of a workspace you belong to.

Do not put information in a shared workspace that you are not willing for its other members to see. If you leave or are removed from a workspace, the content you contributed remains with that workspace.

Business workspaces. Where an organisation creates a workspace and invites you as an employee or contractor, that organisation controls the workspace and its content, and we process that content on its behalf. Direct requests about that data to the organisation.

We share data with vendors who process it on our behalf, only as needed to run Ownly, and under contracts requiring them to protect it:

• Stripe — subscription billing and payment processing. Receives your email and payment details you enter directly with them.
• Cloudflare R2 — storage of files and images you upload.
• OpenAI — AI scanning of items, receipts and statements you submit, and automated screening of uploaded images. See section 4.
• Resend — delivery of transactional and reminder email. Receives your email address and message content.
• Upstash — rate limiting. Receives a derived key, not your content.
• Google — only if you choose Google sign-in, to authenticate you.
• Our hosting and database provider — operation of the application and storage of account and catalog data.

We may also disclose information where required by law, to respond to valid legal process, to enforce our Terms of Use, or to protect the rights, property, or safety of our users or the public. If Ownly is involved in a merger, acquisition, or sale of assets, your information may transfer as part of that transaction; we will notify you before it becomes subject to a different privacy policy.

We do not sell your personal information, and we do not share it for cross-context behavioural advertising, as those terms are defined under California law. We have never done so.

We and our providers are based in, and process data in, the United States. If you use Ownly from outside the United States, your information will be transferred to and processed there, where data protection law may differ from your own. Where required for transfers out of the EEA or UK, we rely on the European Commission’s Standard Contractual Clauses and the UK Addendum, together with the safeguards our providers maintain.

We keep your data for as long as your account is in use, so that it is there when you come back. We do not archive it elsewhere, and we do not keep a copy after you are gone.

Deleting your account deletes everything. Your assets, receipts, documents, photos, expenses, and every uploaded file are erased — not archived, not retained, not recoverable by us afterwards. You have 7 days to change your mind, during which you can sign in to restore the account or download your data; after that it is gone for good. If you would rather skip that window, there is an option to delete everything immediately.

An account that is never used does not sit here forever. Each of these is a deadline we enforce, and none of them arrives without warning:

• Signups that are never confirmed — if you never confirm your email address, the account cannot be used at all, and we delete it after 7 days.
• Accounts that were never filled in — if you confirm your address but never add anything, we close the account after 90 days without a sign-in.
• Accounts nobody has signed into — if your account holds records but nobody signs in for 24 months, we close it. We email you 30 days beforehand and again 7 days beforehand. Simply signing in stops it — there is nothing else to do and nothing to pay.
• Paid plans that end — if a paid plan ends and your workspace holds more than the free plan allows, it is paused rather than deleted. Nothing is removed during the pause — you can sign in to download your data, restart your subscription, or delete the account, and we email you twice before the deadline. After 90 days with none of those, it is permanently deleted. See section 6 of our Terms of Use.

A workspace that fits inside the free plan is never paused or deleted for non-payment — the free plan is free indefinitely, and only genuine disuse ends an account. Where a deadline applies we always write to the address on the account first, and whenever we close an account you keep the same 7-day window to sign in and restore it.

The only things that outlive your account are these, and nothing else:

• Billing records — invoices and payment history, for as long as tax and accounting law requires us to keep them. Held by our payment processor, not by us.
• Suspension records — if your account was suspended for violating our terms, we keep the record of that along with a one-way fingerprint of your email address. It cannot be turned back into your email or any other detail about you. This exists so a suspended account cannot be deleted and re-created to wipe the record, and for nothing else.
• Material we are required by law to preserve — where the law obliges us to retain and report particular content, most notably child sexual abuse material, we preserve it and the details attached to it for as long as that obligation lasts, and we cannot delete it at your request while it applies. See section 9 of our Terms of Use.
• Anonymised activity records — entries showing that an action happened, linked only to a one-way pseudonymous key. Raw product events are retained for a limited operational window, then deleted; daily aggregate summaries may be retained longer for cohort and reliability trends.
• Backups — overwritten on a rolling basis in the normal course, not kept as an archive.

Wherever you live, you can:

• Access and correct your information directly in the app.
• Export your inventory to CSV from the app at any time.
• Turn reminder emails off in settings.
• Ask us to delete your account and data by emailing [email protected].

If you are in the EEA or UK, you also have the rights to object to or restrict processing, to data portability, to withdraw consent where we rely on it, and to lodge a complaint with your local supervisory authority.

If you are in California, you have the right to know what personal information we collect and how we use and disclose it, to request deletion, to request correction, and not to be discriminated against for exercising these rights. Because we do not sell or share personal information and do not use sensitive personal information for purposes requiring a right to limit, there is no opt-out to exercise. You may use an authorised agent.

To exercise any right, email [email protected]. We will verify your request against your account and respond within the time the applicable law allows — generally 30 days, or 45 days in California.

We use strictly necessary cookies only. We set no advertising or analytics cookies.

• Session cookie — keeps you signed in. Required; the app cannot work without it.
• ownly-accent — remembers your chosen accent colour.
• ownly-workspace — remembers your Home or Business preference before you sign in.

We protect your data with password hashing, encryption in transit, signed and expiring URLs for stored files, a strict content security policy, security headers, per-user rate limiting, role-based access control scoped to your workspace, and validation of uploaded file types by content rather than by filename.

No system is perfectly secure, and we cannot guarantee absolute security. If a breach affects your personal data, we will notify you and the relevant regulators as required by law and without undue delay. Keep your password unique and do not share your account.

Ownly is not directed to children and we do not knowingly collect personal information from them. You must be at least 16 years old, or the age of digital consent in your country if lower, to use Ownly. If you believe a child has provided us information, contact us at [email protected] and we will delete it.

We may update this policy. When we do, we revise the version shown at the top of this page. For material changes we will notify you and require you to accept the updated policy before continuing to use Ownly. Your continued use after a non-material update means you accept it.

Questions about privacy, or want to access, export, or delete your data? Email [email protected] and we will respond as promptly as we can.