Privacy Policy
CollabWiz is a shared workspace for student project groups — chat, video, files, notes, tasks, and calendars in one room. This policy explains what we collect, how we use it, who we share it with, and the control you have over your information.
This Privacy Policy applies to the CollabWiz website at xollab.com, our mobile applications for iOS and Android, and our desktop application (together, the "Service"), all operated by CollabWiz ("CollabWiz," "we," "us," or "our"). By creating an account or using the Service, you agree to the practices described here. If you do not agree, please do not use the Service.
01 Information we collect
We collect information in three ways: information you give us, information you create while using the Service, and information collected automatically.
Information you provide
- Account information. When you sign up, we collect your email address and a password (stored only in hashed form by our authentication provider). You may also add a display name and a profile photo (avatar).
- Verification codes. To confirm your email or reset your password, we send and process one-time verification codes.
- Support communications. If you contact us, we keep the messages you send and our replies.
Content you create in the Service
CollabWiz is a workspace, so much of what we store is content you and your group choose to put there:
- Chat and group messages
- Notes and documents (including text, images, and other media you add)
- Tasks and project progress
- Files you upload
- Calendar entries and personal events
- Project room details, membership, and invitations you send
This content is visible to other members of the rooms you belong to. Please be mindful of what you share.
Information collected automatically
- Usage and analytics data. We use analytics to understand how the Service is used — for example, which features are opened, how often groups meet, and aggregate activity within rooms. This helps us improve the product.
- Device and technical data. Device type, operating system, app version, language, approximate region inferred from your IP address, and log data such as access times and error reports.
- Push notification tokens. If you enable notifications, we store a device token so we can send you alerts (for example, a new chat message or a video call starting).
- Cookies and local storage (web). On the web app we use essential cookies and browser storage to keep you signed in and remember your preferences. We do not use advertising cookies.
02 How we use information
We use the information described above to:
- Provide, operate, and maintain the Service and your account
- Authenticate you and keep your account secure
- Store and sync your content across your devices and your group
- Enable real-time features such as chat, collaborative notes, and video and audio calls
- Send you notifications you have asked for (new messages, calls starting)
- Send essential service emails such as verification and password-reset codes
- Understand and improve how the Service is used, and develop new features
- Detect, prevent, and address abuse, fraud, security incidents, and technical problems
- Comply with legal obligations and enforce our terms
We do not sell your personal information, and we do not use your content to serve advertising.
03 Legal bases for processing (EEA/UK)
If you are in the European Economic Area or the United Kingdom, we process your personal data under the following legal bases:
- Performance of a contract — to provide the Service you signed up for.
- Legitimate interests — to secure, maintain, and improve the Service, and to prevent abuse, provided these interests are not overridden by your rights.
- Consent — where you have given it, for example to receive optional notifications. You can withdraw consent at any time.
- Legal obligation — where we must process data to comply with the law.
05 Video and audio calls
Video and audio calls are powered by Daily. During a call, your audio and video streams are transmitted in real time to the other participants in your room. By default, calls are not recorded.
If a participant chooses to start a recording, a file of that call may be created and stored, and other participants are able to see that a recording is taking place. Only start or share recordings with the awareness and agreement of the people on the call, and follow any laws in your area about recording conversations.
Background blur and virtual-background effects are applied on your device; the background-replacement images we offer are provided as preset options within the app.
06 Data retention
We keep your information for as long as your account is active and as needed to provide the Service. Content you create remains available to you and your group until you or your group deletes it.
When you delete your account, we delete your personal information and the content you own, as described in Deleting your account. We may retain limited information where required to comply with legal obligations, resolve disputes, or enforce our agreements, and we may keep aggregated or de-identified data that can no longer be linked to you.
07 Data security
We take reasonable measures to protect your information, including encryption of data in transit, encryption of stored data at our hosting and storage providers, access controls, and row-level security rules that restrict each user's data to that user and the rooms they belong to.
No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we become aware of a breach that affects your personal information, we will notify you and the relevant authorities as required by law.
08 Your rights and choices
Depending on where you live, you may have some or all of the following rights regarding your personal information:
- Access — request a copy of the personal information we hold about you.
- Correction — update or correct inaccurate information; you can edit much of your profile directly in the app.
- Deletion — delete your account and personal information (see below).
- Objection and restriction — object to or ask us to limit certain processing.
- Portability — receive certain information in a portable format.
- Withdraw consent — where we rely on consent, withdraw it at any time.
You can manage notification preferences in your device settings and in the app. To exercise any other right, contact us at privacy@xollab.com. We will respond within the time required by applicable law, and we will not discriminate against you for exercising your rights.
09 Deleting your account
You can delete your account at any time directly within the app: go to Settings → Delete my account and confirm.
Account deletion is permanent and cannot be undone. When you delete your account we remove your login and the personal content you own — including your notes, tasks, files, messages, calendar entries, and profile. Rooms you own are either handed to another member or, if you are the only member, deleted along with their content.
Some information may remain temporarily in routine backups, and we may retain limited records where the law requires. If you need help deleting your account, contact privacy@xollab.com.
10 International data transfers
CollabWiz and our service providers may store and process information in the United States and other countries that may have data-protection laws different from those in your country. Where we transfer personal data out of the EEA or UK, we rely on appropriate safeguards such as Standard Contractual Clauses. By using the Service, you understand your information may be transferred to and processed in these locations.
11 Children's privacy
The Service is intended for students in higher education and is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided us personal information, please contact privacy@xollab.com and we will delete it. Where the Service is used by students under the age of majority, it should be used in accordance with the policies of their school or institution.
12 Third-party services
The Service may contain links to third-party websites or let you open content hosted elsewhere. We are not responsible for the privacy practices of those third parties, and this policy does not apply to them. We encourage you to review the privacy policies of any third-party services you use.
13 Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page, and for material changes we will provide a more prominent notice, such as an in-app message or email. Your continued use of the Service after an update means you accept the revised policy.
14 Region-specific disclosures
European Economic Area & United Kingdom
If you are in the EEA or UK, CollabWiz is the controller of your personal data. You have the rights described in Your rights and choices, and you have the right to lodge a complaint with your local data-protection authority. The legal bases on which we process your data are described in Legal bases for processing.
California
If you are a California resident, the California Consumer Privacy Act (as amended) gives you the right to know what personal information we collect and how we use it, to request access to and deletion of your personal information, and to not be discriminated against for exercising your rights. The categories of information we collect and our purposes are described throughout this policy. We do not sell or share your personal information as those terms are defined under California law. To exercise your rights, contact privacy@xollab.com.
15 Contact us
If you have questions about this Privacy Policy or how we handle your information, contact us at:
CollabWiz
Email: privacy@xollab.com
Web: xollab.com