Effective date: 29 September 2026
Last updated: 29 September 2026
Replaces: the policy last updated 22 April 2026
This Privacy Policy explains how personal data is collected, used, shared and protected when you use the Android app TaskFlow AI: Daily Plan & ToDo (also shown as "TaskFlow AI"; Google Play package site.mrtaskflow.app) and the product website https://mrtaskflow.site (together, the "Service"). The website is an information, privacy and support site. The productivity workspace itself is only available in the Android app.
Please read this policy carefully. If you do not agree with it, please do not use the Service.
The Service is published by Emon Ahmed, trading as iToolApk ("we", "us", "our"). For the purposes of the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where it applies, the EU GDPR, we are the controller of the personal data described in this policy.
We only collect what the features you use need. Many features are optional. If you don't use a feature, we don't collect the data for it.
| Category | Examples | Why we use it |
|---|---|---|
| Account data | Email address, a unique user ID, name (if you provide it), sign-in and authentication tokens | Creating and securing your account, signing in, syncing your data, contacting you about your account |
| Task, calendar and planning content | Tasks, subtasks, due dates, priorities, projects, recurring work, reminders and alarms, in-app calendar events, routines, focus sessions, schedules, notes (including photos and files you attach), documents, spreadsheets, study plans and timetables | Core app features such as your to-do list, daily plan, calendar, reminders, auto-scheduling, morning briefing and daily digest |
| Health, wellness and medication information (optional, user-entered) | Medication names, doses and reminder times, care plans, wellness check-ins, mood entries, sleep hours and quality, hydration, workouts, habits, yoga progress, and any health notes you type | Showing your trackers and sending the reminders you set up. Only collected if you choose to enter it (see section 2.4) |
| Work and shift data | Duty sheet and shift times, employee or client names, work hours, signatures | Timetable, duty-shift and shift-tracking features |
| Finance data | Income and spending entries, budget categories, saving goals, transaction descriptions. We never ask for bank log-in details | In-app money tracker. Not shared externally |
| Career data | Work experience, skills, education, job applications | Resume builder, jobs pipeline and interview preparation |
| AI assistant content | Messages you type or speak to the assistant, and assistant "memories" (saved preferences and context) | Answering your requests and personalising help. You can review, edit and clear memories in the app |
| Messages and collaboration content | Team chat messages and shared tasks, if you use these features | Letting you collaborate with people you choose |
| Support communications | Emails and any information you send us | Replying to you and keeping a record of the request |
| Category | Examples | Why we use it |
|---|---|---|
| Device information | Device model, operating system version, screen size, app version, user-agent | Making the app work properly on your device and fixing compatibility problems |
| Usage and diagnostic data | Features used, screens visited, timestamps, error and diagnostic logs | Keeping the Service running, fixing bugs and improving features |
| Location data (optional) | GPS coordinates, only when you use a feature that needs them, such as logging a shift check-in, and only after you allow it | Adding a location stamp to shift check-ins |
We do not use your data for advertising, and we do not share it with advertising networks or data brokers.
Some features let you record information about your health, such as medications, care plans, wellness check-ins, sleep, mood or workouts. This can count as special category (health) data under UK and EU data protection law.
TaskFlow AI includes an optional AI assistant that you can use by chat or voice. It is also used for features such as the morning briefing, smart digest, auto-scheduling and the AI draft writer.
When data is sent. Your text is only sent to an AI provider when you use an AI feature, for example when you send a message to the assistant, ask for a briefing or digest, or use AI auto-scheduling or drafting. What is sent is your request plus the context the feature needs to answer it. For example, the morning briefing may include your tasks, duty shift, weather and unread-message summary, and the assistant may include relevant saved memories. If you use the assistant's Offline or Privacy mode, your requests stay on your device.
Which provider. The app uses NVIDIA NIM by default. In Settings → AI you can instead choose one of the providers below and use your own API key ("bring your own key"), or use Hybrid mode. If the default model stalls, the app may automatically retry your request with another supported model, which may come from one of the other providers listed below.
| Provider | Role | Privacy policy |
|---|---|---|
| NVIDIA NIM (NVIDIA Corporation) | Default assistant | https://www.nvidia.com/en-us/about-nvidia/privacy-policy/ |
| Groq (Groq, Inc.) | Optional, bring your own key or fallback | https://groq.com/privacy-policy/ |
| OpenAI (OpenAI) | Optional, bring your own key | https://openai.com/policies/privacy-policy/ |
| Anthropic (Claude) (Anthropic) | Optional, bring your own key | https://www.anthropic.com/legal/privacy |
| Google Gemini (Google) | Optional, bring your own key | https://policies.google.com/privacy (see also https://ai.google.dev/gemini-api/terms) |
How the providers handle your data. Each provider processes the text it receives under its own terms and privacy policy. If you use your own API key, your relationship with that provider is governed by your agreement with them. Please review their policies before using their services.
Your API keys. API keys you enter are stored locally on your device. They are not sent to our servers, and we don't see or store them. You can remove them at any time.
What we keep. We do not keep AI conversation logs on our servers beyond the current session. Assistant memories you choose to save stay visible in the app, and you can review, edit or clear them at any time.
Accuracy. AI output can be wrong or incomplete. Please don't rely on it for medical, financial or legal decisions.
Permissions are only requested when the related feature needs them. You can refuse or withdraw any permission in your device's Settings at any time. Only the feature that needs it will stop working.
| Permission | What it's used for | When it's requested |
|---|---|---|
| Notifications | Task reminders, medication and wellness reminders you set up, proactive AI nudges, missed-deadline alerts, shift nudges | When you first open the app, or when you first set up a reminder |
| Alarms and reminders (exact alarms) and run at start-up | Firing reminders and alarms at the exact time you choose, and restoring them after your phone restarts | When you create a time-based reminder or alarm, if your Android version requires it |
Microphone (android.permission.RECORD_AUDIO) |
Voice assistant: turning what you say into text | Only when you tap the mic button or turn on Voice Mode (see section 4.1) |
| Location | GPS stamp on shift check-ins | When you submit a shift record that uses location |
| Photos, media and files / storage | Attaching photos and files to notes and documents, and exporting your data | When you attach or export a file |
| Calendar | The in-app calendar stores events you create in the app. If you connect Google Calendar, access is given through your Google account (section 2.3). If a feature asks for access to your device calendar, it will only be used for that feature | Only if you use a feature that needs it |
| Camera | Not currently requested. If a future feature (such as document scanning or taking photos for notes) needs it, it will only be requested when you use that feature | Not currently requested |
SpeechRecognizer, such as Google's speech service or whichever provider your device uses) to be turned into text. The audio is then discarded.We do not sell, rent or trade your personal data. We only share data in the following cases:
The Service may link to third-party websites or services (for example maps). We are not responsible for their privacy practices, so please read their policies.
In the app: open the app and sign in, then tap Profile → Settings → Account → Delete Account and confirm. You will be signed out, and your account and associated data will be deleted from our systems within 30 days.
By email: if you can't sign in, email [email protected] from the address linked to your account, with the subject line "Delete my TaskFlow AI account". We will reply within 7 business days to confirm your identity and complete the deletion within 30 days. More details are on https://mrtaskflow.site/delete-account.
What gets deleted: your email address and user ID, tasks, notes, documents, projects, routines, spreadsheets, finance entries, study plans, health and medication logs, assistant memories, and your profile preferences and settings. The limited records listed in section 6 may be kept for the periods shown there. Deletion is permanent and cannot be undone.
Data on your device: uninstall the app, or go to Settings → Apps → TaskFlow AI: Daily Plan & ToDo → Storage → Clear data.
Before you delete: you can export your data from Profile → Settings → Export Data, or ask us for a copy by email.
We use reasonable technical and organisational measures to protect your data, including:
No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a personal data breach is likely to put your rights at risk, we will tell you and the relevant regulator as required by law. To report a security vulnerability, email [email protected].
The Service is not intended for children under 13 (or the minimum age of digital consent where you live, if higher). We do not knowingly collect personal data from children under 13. If we learn that we have, we will delete it. If you think a child has given us personal data, please contact [email protected].
If you are in the United Kingdom or the European Economic Area, you have the right to:
To use any of these rights, email [email protected]. We will reply within one month, which can be extended in some cases as the law allows. We may need to confirm your identity first. Users elsewhere, for example in California, may have similar rights under local law and can contact us the same way.
| Purpose | Lawful basis |
|---|---|
| Providing your account and core features (tasks, calendar, reminders, notes, trackers, sync, export) | Performance of a contract (Art. 6(1)(b)) |
| Sending your request to an AI provider when you use an AI feature | Performance of a contract (Art. 6(1)(b)), at your request |
| Processing health and medication information you choose to enter | Your explicit consent (Art. 9(2)(a), together with Art. 6(1)(a)), which you give by choosing to enter it. You can withdraw it by deleting the information |
| Notifications, microphone, location and other optional permissions | Consent (Art. 6(1)(a)), given through the in-app and Android permission prompts |
| Security, preventing fraud and abuse, diagnostics, fixing bugs and improving the Service | Our legitimate interests in running a secure, reliable app (Art. 6(1)(f)) |
| Keeping purchase records and responding to lawful requests | Legal obligation (Art. 6(1)(c)) |
| Replying to support requests | Legitimate interests (Art. 6(1)(f)) or contract, depending on the request |
If you are unhappy with how we handle your personal data, please contact us first so we can try to put it right. You also have the right to complain to the UK Information Commissioner's Office (ICO): https://ico.org.uk/make-a-complaint/, telephone 0303 123 1113, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. If you are in the EEA, you can also complain to the data protection authority in your country.
We are based in the United Kingdom. Some of our service providers and AI providers, including NVIDIA, Groq, OpenAI, Anthropic, Google, Supabase and Render, may process data in other countries, including the United States. When personal data is transferred outside the UK or EEA to a country without an adequacy decision, the transfer should be protected by appropriate safeguards, such as the UK International Data Transfer Agreement or Addendum, EU Standard Contractual Clauses, or the UK Extension to the EU–US Data Privacy Framework (where the recipient is certified). You can contact us for more information about these safeguards.
TaskFlow AI is a general productivity and personal organisation app. It is not a medical device. It does not diagnose, treat, cure, monitor or prevent any disease or medical condition. Medication and wellness reminders are only simple, user-configured reminders. They may not fire if notifications or alarms are turned off, your device is switched off or in a power-saving mode, or the app has been removed. Do not rely on the app as your only way of taking medication correctly. AI answers are not medical advice. Always follow the advice of a qualified healthcare professional, and contact emergency services in an emergency.
We may update this policy from time to time. When we do, we will post the new version on this page and change the "Last updated" date. If a change is significant, we will also tell you in the app or by email before it takes effect. Please check this page from time to time.
If you have questions, concerns or requests about this policy or your personal data, please contact:
Emon Ahmed, trading as iToolApk
21, Wigram House, Poplar High Street, London E14 0DA, United Kingdom
Email: [email protected]
Websites: https://itoolapk.com · https://mrtaskflow.site