AtomicSam Privacy Policy
AtomicSam is built for teams who run on deadlines, billables, and reputation. Privacy is part of that reputation, so we treat it like a first-class feature.
Here's the promise in plain English: your data is yours. We use it to run AtomicSam, keep it secure, and make it better. We do not sell your personal information. Ever. (We've got enough to build without building a side hustle you didn't ask for.)
This policy explains what we collect, why we collect it, where it goes, and the choices you have.
Privacy at a glance
- •We collect only what we need to operate AtomicSam, support you, and improve the product.
- •We don't sell personal information.
- •We use a small set of trusted providers: Supabase (data/auth/storage), Resend (emails), Google Analytics 4 (analytics).
- •Hosting region is configuration-dependent, typically the United States or the European Union. We can confirm the exact region in writing.
- •Analytics is designed to avoid sending personal info, especially form field values.
- •You can request access, correction, deletion, or export of your personal information.
1. Who we are
AtomicSam ("we", "us", "our") provides a professional services management platform.
If you want to talk privacy, email privacy@atomicsam.com. Our legal entity details (name and address) appear in our customer terms and on our website.
2. What this policy covers
This policy applies to the AtomicSam website, the AtomicSam application, and related interactions like trials, demos, onboarding, and support.
3. What we collect
We collect information in a few predictable, sensible ways.
Information you give us
This includes things like your name, email, company details, and anything you submit via a form or send to us in support emails. If your organisation uses AtomicSam to manage work (projects, jobs, contacts, notes, attachments), we store the information you or your team enters so the product can do its job.
Information we collect automatically
When you use our website or app, we may collect technical and usage information such as IP address, browser type, device identifiers, operating system, log data, pages visited, events, and time stamps. This helps us keep the service reliable, secure, and improving.
Information from integrations you connect
If you connect AtomicSam to a third-party service, we may process information exchanged with that service based on what you authorise. You control whether integrations are connected and can disconnect them.
4. Why we collect it
We use personal information to:
- •provide and operate AtomicSam (accounts, authentication, core features)
- •keep AtomicSam secure (fraud prevention, abuse monitoring, reliability)
- •respond to support requests and contact enquiries
- •send service communications (billing notices, security updates, product changes)
- •improve AtomicSam (feature decisions, bug fixes, performance optimisation)
- •send product updates and marketing communications you can opt out of at any time
5. The providers we use (processors)
Like most SaaS products, we use specialist providers to operate the service. They process information only on our instructions, under contract, with confidentiality obligations.
Our key providers include:
- •Supabase – database, authentication, edge functions, and file storage (on AWS infrastructure)
- •Resend – email notifications (for example contact form notifications)
- •Google Analytics 4 (GA4) – analytics for website and selected in-app experiences
- •Google (Drive API) – optional integration that lets users link Google Drive folders to jobs
If you need a formal subprocessor list for procurement or compliance, email privacy@atomicsam.com and we'll provide the current list.
6. Where your data is hosted
AtomicSam runs on AWS-backed infrastructure via our platform providers. The specific hosting region depends on configuration and is typically the United States or the European Union.
If you need the exact region for your environment (compliance, vendor review, internal policy), email us and we'll confirm it in writing.
7. Cookies and analytics
We use cookies and similar technologies to keep the site working properly, keep accounts secure, understand what's useful, and improve the experience.
We also use Google Analytics 4 to measure interactions such as page views, event names, time stamps, CTA clicks, scroll depth, and form submission events.
Our intent is to avoid sending personal information to analytics, particularly form field values like names, emails, and message content. You should assume anything you type into a form is private, and we aim to keep it that way.
8. Data retention
We keep information only for as long as needed for the purposes described in this policy, unless we're required to keep it longer by law.
Current retention behaviour includes:
- •Rate limiting records are automatically deleted after 24 hours.
- •Contact submissions and most stored records are retained until manually deleted (we don't yet enforce a general automatic expiry).
As AtomicSam matures, we may introduce clearer default retention windows (for example, keeping contact form submissions for a defined period). If we do, we'll update this policy. If your organisation needs specific retention periods, talk to us and we'll work through options.
9. Support
When you submit our contact form, the submission is stored in our database and triggers an email notification to our team via Resend. We don't currently use a third-party helpdesk/ticketing system in this environment.
10. Google API Services User Data
If you connect Google Drive, AtomicSam can create job folders, link existing folders, and surface "Open in Drive" links. We access folder names and IDs only — we never read, download, or store the contents of your files.
AtomicSam's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
We never use Google data for advertising, to train AI models, or to sell to anyone. OAuth tokens are encrypted at rest and only used by our secure backend.
You can disconnect any time at Settings → Integrations → Google Drive, or revoke access directly at myaccount.google.com/permissions. Questions: privacy@atomicsam.com.
11. AI and automated decision-making
AtomicSam uses AI to assist with everyday workflows. Current AI-powered features include the Performance Coach (dashboard insights and recommendations), Alert Insights, job overrun predictions, job description and short-name suggestions, task suggestions from your library, invoice parsing, client/organisation research, approval routing analysis, and ClickUp task name generation. AI features are assistive, not authoritative — a human remains in control of any decision that matters.
AI requests are sent server-side through a managed AI gateway, which routes prompts to underlying model providers (currently Google Gemini and OpenAI). Only the data needed for the specific task is included in the prompt — typically job titles, short descriptions, and aggregated metrics — never raw client lists, full contact details, or file contents.
We do not use your data to train, fine-tune, or evaluate AI models, and our model providers are contractually prohibited from doing so with prompts sent through the gateway. There is no fully automated decision-making that produces legal or similarly significant effects on you.
12. When we share information
We share personal information only when necessary:
- •with our service providers listed above, to operate AtomicSam
- •if required by law or valid legal process
- •to protect rights, safety, or property
- •with your consent
We don't sell personal information. We don't share it with advertisers. We don't trade it for coffee.
13. Security
We use practical technical and organisational measures designed to protect information. These include encryption in transit and at rest, access controls, secure development practices, and vendor due diligence.
No system is perfectly secure. If you believe something has gone wrong, please contact privacy@atomicsam.com immediately.
14. Your rights
Depending on where you are, you may have rights to:
- •access the personal information we hold about you
- •correct inaccurate information
- •request deletion of your information
- •request a copy of your data in a portable format
- •object to or restrict certain processing
- •withdraw consent (where consent was the basis for processing)
To exercise any of these rights, email privacy@atomicsam.com. We'll respond within a reasonable timeframe and may need to verify your identity first.
15. Changes to this policy
We may update this policy from time to time. If we make material changes, we'll notify you by email or in-app notice. Continued use after a change means acceptance of the updated policy.
16. Contact
Questions, concerns, or requests: privacy@atomicsam.com