Prismic OS
Privacy policy
Last updated:
Prismic Media Co. (“Prismic”, “we”) runs Prismic OS: the website at prismic.cc and the Prismic OS app for iPhone, iPad and Mac. It is a private workspace for Prismic’s team, its clients, and the freelancers and talent it works with. Accounts exist only by invitation. This page explains what we hold, why, who else receives it, how long we keep it, and how to have it deleted.
What we collect, and how
We hold what you and your team put into Prismic OS, and what the service records to keep it working and secure. What we hold about you depends on your role: a client sees and adds far less than a member of staff.
Your account
- Your name, email address, phone number, profile photo, role and settings.
- Your password, stored only as a one-way hash that nobody — including us — can read back.
- Each sign-in: the time, the IP address and the type of device or browser.
Your work
- Projects, tasks, comments, chat messages, reactions and mentions, briefs, deliverables and approvals, time entries, documents, and the files and photos you upload — including photos you take and documents you scan with the camera in the app.
Clients and money
- Client companies and their contacts, portal invitations, proposals, quotes, contracts, invoices, payments and expenses.
Talent and freelancers
- Profiles of the talent and freelancers Prismic works with: name, gender, age band, phone number, Instagram, email, photo, portfolio, rates, agreement status, and staff notes about working with them.
- For anyone under 18, a parent’s or guardian’s name and phone number.
Employees (Prismic staff only)
- Your employee record: civil ID and passport number, date of birth, nationality, marital status, an emergency contact, bank name and IBAN, salary and salary changes, advances and loans, payroll and payslips.
- Leave, performance reviews, goals and feedback, improvement plans and disciplinary records, training and certificates, joining and leaving checklists, and the company equipment you hold.
- Attendance: when you clock in or out we record the time, the IP address and the device. If your device shares its location, or you clock in at an office kiosk that takes a photo, we also keep that location or photo.
Diagnostics from the app
- If the app stops responding, it sends us a short report, linked to your account, so we can fix it.
- The app tells our server which screen is open, without identifying you, to check that the service is working.
A record of changes
- A log of who changed what and when — with the IP address and device — and records of approvals.
What stays on your device
- Face ID / Touch ID confirms money actions on your device. No biometric data ever leaves it.
- The camera is used only when you choose to take a photo or scan a document.
- The microphone and Apple’s speech recognition are used only for dictation, which is switched off in the current app. If you dictate, Apple converts the audio to text; the audio does not come to us.
- Notifications: if you allow them, your device gives us a notification token, which we use with Apple to deliver them.
How we use it
- To run the service for your team: share work, chat, manage clients and projects, invoice, pay staff, keep attendance and leave, and find and book talent.
- To keep accounts secure: limiting repeated sign-in attempts, ending sessions, and keeping the change log.
- To send the notifications you have allowed.
- To meet legal duties, such as tax, accounting and employment records.
We do not sell your data, show advertising, track you across other apps or websites, or build advertising profiles. The app contains no advertising or third-party analytics code.
Who else receives it
People in your workspace see what their role allows. Clients see only their own work.
Companies that run Prismic OS for us:
Each of them handles the data only to provide its service to us, and is bound to protect it to at least the standard this policy describes.
- No artificial-intelligence service receives your personal data. If that ever changes, we will update this policy and ask for your permission in the app first.
- No email-sending service is used today: sign-in links are handed to you by your workspace administrator.
- Authorities receive data only when the law requires it.
How long we keep it, and how it is deleted
- Your data is kept while you have access to the workspace.
- When you ask for your account to be deleted, it is switched off at once and deleted from our system within 30 days: your sign-in, your password and your access end.
- If you worked with Prismic as a freelancer, we keep a business record of that work: your name, your contact details, and your bookings, deliveries and messages on our jobs. We keep it to run and document the work we did together, and it cannot be used to sign in. To ask about this record, write to contact@prismic.media.
- Records the law requires us to keep — invoices, payments, payroll and employment records — are kept for as long as the law requires, and then deleted.
- Work you shared with others — messages, comments and files on shared projects — stays part of your team’s records and shows your name.
- We back up every night. Backups are kept for 14 days on our server and 30 days on an encrypted company computer; deleted data disappears from them as they expire.
Your choices
- See or correct your data: most of it you can see and edit in the app. For anything else, write to us.
- Delete your account: In the app, open your profile (clients: tap the person icon at the top of Review) and choose Delete my account. On a Mac, it is in Settings → Account. Or write to contact@prismic.media.
- Withdraw permission for notifications, the camera, the microphone or Face ID at any time in your device’s Settings. The app keeps working without them.
- We reply within 5 working days.
Children
Prismic OS is not meant for children, and nobody can join without an invitation. Talent profiles for people under 18 are created by Prismic staff and always carry a parent’s or guardian’s contact.
Security
- Every connection is encrypted (HTTPS).
- Passwords are stored only as one-way hashes.
- What each person can see follows their role.
- Repeated wrong sign-ins are limited, and changes are logged.
Changes, and how to contact us
When this policy changes we update this page and the date at the top, and announce important changes in the app. For questions, requests or complaints about your data, write to contact@prismic.media — Prismic Media Co..