Privacy Policy

Effective date: 21 September 2026

Updated to explain iCloud sync, Full privacy, website tracking and optional productivity research.

This Privacy Policy explains how Brainsoft Oy(“Brainsoft”, “we”, “us”), a company registered in Finland, collects, uses and protects your information when you visit ikuna.app or use the Ikuna application. We build Ikuna around three principles: Personal Mode by default, transparency about what we share, and minimal telemetry. We do not sell your personal data.

1. Data we collect

On this website (ikuna.app)

When you visit ikuna.app, we may process pages visited, device and browser type, approximate location derived from your IP address, referral source, and interactions such as button clicks and checkout steps. We use this information to operate and improve the site, understand product interest, and measure advertising.

In the Ikuna application

Ikuna stores your workspace configuration locally on your device. If you enable iCloud sync, workspace data is also stored in your private iCloud account, tied to your Apple ID. Apple operates that storage; Brainsoft does not operate or have access to your private iCloud storage.

Where telemetry is enabled, Brainsoft receives derived, aggregated or pseudonymized activity metrics and deep-work session data. Brainsoft telemetry does not include raw workspace names, app names, bundle identifiers or window titles. These exclusions apply to Brainsoft telemetry, not to workspace data you choose to sync to your own iCloud account and not to data you separately agree to provide for research.

System information

We may collect country from your locale, language, timezone, macOS version, app version and subscription tier to operate and support the Service.

2. How we use your data

• To provide, maintain and improve the Service.
• To process payments and manage subscriptions.
• To understand usage and improve conversion and product experience.
• To measure advertising and prevent fraud and abuse.
• To conduct optional productivity research when you separately opt in.
• To comply with legal obligations.

We process data needed to provide the Service and fulfil our contract with you, to meet legal obligations, and for our legitimate interests in security, service improvement and fraud prevention where those interests do not override your rights. We rely on consent for optional analytics, advertising measurement and research where applicable. You may withdraw consent at any time without affecting processing already carried out.

3. Third-party processors

We share the minimum data necessary with processors who act on our behalf:

Where data is transferred outside the EU/EEA, we rely on appropriate safeguards such as Standard Contractual Clauses.

4. Cookies, website analytics and advertising

Strictly necessary cookies and local storage support security, site operation and saved preferences. Optional analytics and advertising technologies are used only where permitted and, where required, after consent.

• Google Analytics 4 and Google Tag Manager measure website traffic, navigation and conversions and deliver measurement tags.
• Meta Pixel and TikTok Pixel measure advertising performance and attributed visits.
• PostHog measures website and product usage so we can improve Ikuna and diagnose problems.

The legal basis for optional analytics and advertising is your consent where applicable; elsewhere we rely on our legitimate interest in understanding and improving the Service, subject to your rights. You can block or delete cookies and similar storage in your browser and use browser privacy controls to withdraw permission. You may also contact us to exercise an objection or withdrawal. Website and product analytics are retained for up to 14 months unless a shorter period is required.

5. Optional productivity research

Productivity research is separate from routine product analytics. We use research data only when you explicitly opt in to a specific study. The invitation or consent form will explain the study, the data involved, its purpose and any additional retention period before you agree. Research outputs use aggregated or pseudonymized data unless you expressly agree to another form of attribution.

Participation is voluntary and is not required to use Ikuna. You can withdraw from a study at any time by contacting us; withdrawal does not affect processing already carried out or data that has already been included in aggregated results. We will contact you proactively about research invitations, interviews or follow-ups only if you separately consent to that contact. You can revoke that contact consent at any time, without affecting your account or access to the Service.

6. Data retention

Website and product analytics data is automatically deleted after no more than 14 months. Local application data remains on your device until you remove it. Data synced to your private iCloud account is controlled through your Apple account and devices. Research data follows the period stated in the relevant study notice. Records required for tax or legal purposes are kept for the period required by law.

7. Your rights and choices

If you are in the EU/EEA, you have the right to access, correct, delete, restrict, port, or object to the processing of your personal data. We will respond to verified requests within 30 days as required by the GDPR. You also have the right to lodge a complaint with your local data protection authority.

Pro and Legacy users can open Settings → Account, find Privacy & Telemetry, and turn on Full privacy. Full privacy disables PostHog, GA4, Firebase Analytics, Crashlytics and other Firebase telemetry. Account sign-in, subscription verification and optional iCloud sync continue to work. Website visitors can manage cookies and similar storage through browser settings and privacy controls.

8. Security

We use technical and organizational measures appropriate to the risk to protect your data. No method of transmission or storage is completely secure, but we work to safeguard your information.

9. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be notified through the Service or by updating the effective date above.

10. Contact

Brainsoft Oy, Oulu, Finland, privacy@brnsft.com.

This page mirrors the master policy maintained at brnsft.com/privacy. If there is any discrepancy, the version at brnsft.com governs.