01Overview
Meadow Desk is a workspace where independent studios run their projects, clients, time, and invoicing in one place. This Privacy Policy explains what we collect when you use Meadow Desk, why we collect it, and the choices you have. We’ve tried to write it the way we build the product: plainly, and without surprises.
It applies to meadowdesk.com, the Meadow Desk web app, and related services (together, the “Service”), operated by Meadow Desk. It does not cover other companies’ sites we link to.
The short version: we collect only what we need to run your desk, we never sell your data, and you can export or delete it whenever you like.
02Information we collect
We collect three kinds of information: what you give us, what your studio puts into the Service, and what we gather automatically as you work.
Account information
When you create an account we collect your name, email address, and password. If you add them, we also store your studio name, logo, time zone, and billing contact.
Signing in with Google or Apple is optional. If you choose it, that provider tells us your name, your email address, whether it has verified that address, and an account identifier, and we keep the identifier so we recognise you next time. We never receive your Google or Apple password. If you use Apple’s Hide My Email, we only see the private relay address Apple gives us, and our email reaches you through Apple’s relay.
Content you add to your desk
As you work you add information about your leads, clients, projects, tasks, time entries, files, proposals, contracts, and invoices. Some of this may include personal information about your own clients. You control this content, and you’re responsible for having the right to store it (see our Terms).
Information we collect automatically
- Usage data: the features you use, actions you take, and when.
- Device & log data: browser, operating system, IP address, and error logs.
- Cookies and similar technologies: to keep you signed in and understand how the Service is used.
Payment information
Paid plans are sold through Dodo Payments, our merchant of record. When you subscribe, Dodo collects and processes your card details, charges any sales tax or VAT that applies, and issues your receipts, under its own privacy policy. Your card details are never stored on Meadow Desk’s servers. Meadow Desk doesn’t process payments from your clients: they pay you directly, and you record those payments in your desk.
Online invoice payments
If your studio connects its own Stripe account, your clients can pay your invoices online through Stripe’s hosted checkout. Stripe collects and processes their payment details under its own privacy policy and pays the money directly into your Stripe account. Card details never reach Meadow Desk’s servers. To record each payment on its invoice we receive the amount, the payment method type, Stripe’s fee and reference, and the payer’s name and email as Stripe reports them.
03Contract signatures
When a studio sends you a contract to sign through Meadow Desk, we keep a record of the signing as evidence that the contract was signed, and by whom. For each signer it holds:
- Your name, and your email address when you signed in the studio’s client portal or confirmed it with a one-time code.
- Your signature as you typed or drew it.
- The IP address and browser (user agent) you signed from, and the time.
- The signing steps around it: when the contract was sent, opened, and signed, and when a signing code was sent and checked.
This record is printed on the contract’s signature certificate, which is part of the signed PDF both you and the studio receive. The studio is the controller of this information; we process it on the studio’s behalf so the signature can be relied on later.
How long we keep it
The record is kept for as long as the signed contract is kept in the studio’s workspace, because evidence of a signature is only useful while the contract may need to be proven. A signed contract can’t be deleted on its own; its record is deleted when the studio’s workspace is deleted. A studio’s setting that anonymizes long-archived clients removes their contact details elsewhere in the workspace, but leaves signed contracts and their signature records unchanged, as legal records with retention of their own. One-time signing codes are stored only in scrambled (hashed) form and are deleted 30 days after they expire or are used.
If you want this information corrected or removed, ask the studio that sent you the contract first; they decide whether the contract still needs it. You can also contact us using the details below.
04How we use your information
We use the information above to:
- Provide, maintain, and improve the Service, and keep your desk running smoothly.
- Manage your subscription (plan, seats, and renewals) with our billing provider, Dodo Payments.
- Record the online payments your clients make through your connected Stripe account on the right invoice.
- Send service messages: receipts, security alerts, and important changes.
- Offer support and respond when you reach out.
- Detect, prevent, and investigate fraud, abuse, and security incidents.
- Understand which features help studios most, so we build the right things.
We rely on a few legal bases to do this: performing our contract with you, your consent (which you can withdraw), our legitimate interest in running and improving the Service, and compliance with the law. We only send marketing email if you opt in, and every one has an unsubscribe link.
We don’t use the content inside your desk (your client lists, projects, or invoices) to train advertising profiles or sell to third parties. Full stop.
06Data retention
We keep your information for as long as your account is active. If you delete specific content, it’s removed from the live Service promptly and purged from backups within 30 days.
When you close your account, we delete or anonymize your content within 30 days, except where we’re required to keep certain records (for example, invoices and payment records needed for tax and accounting) for as long as the law requires.
07Your privacy rights
Wherever you are, you can:
- Access and export your data: download your clients, projects, and invoices anytime from Settings.
- Correct information that’s inaccurate or out of date.
- Delete your content or close your account entirely.
- Object to or restrict certain processing, and withdraw consent you’ve given.
If you’re in the EEA, UK, or a US state with a privacy law (such as California’s CCPA/CPRA), you have these rights under that law, including the right not to be discriminated against for exercising them. To make a request, email [email protected]. We’ll respond within the timeframe the law requires. You may also complain to your local data-protection authority.
08Security
Protecting your desk is core to the product. We encrypt data in transit (TLS) and at rest, restrict employee access to what’s strictly necessary, log access to sensitive systems, and review our practices regularly.
No method of storage or transmission is ever perfectly secure, so we can’t promise absolute security, but if we ever discover a breach affecting your data, we’ll notify you and the relevant authorities as required by law.
10International transfers
Your information may be processed in the countries where we and our service providers operate, which may be outside the country you live in. When we transfer personal data out of the EEA or UK, we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses.
11Children’s privacy
Meadow Desk is built for businesses and isn’t directed to children. We don’t knowingly collect personal information from anyone under 16. If you believe a child has provided us information, contact us and we’ll delete it.
12Changes to this policy
We may update this policy as the Service evolves or the law changes. When we make material changes, we’ll update the “Last updated” date above and let you know by email or an in-app notice before they take effect.
Meadow Desk is a young product, so this policy may change as it grows, but we’ll always tell you what changed and why.
13Contact us
Questions about your privacy, or want to make a request? Email our team at [email protected].