Terms of use
Summary
- Doodle board is a shared whiteboard run by T19 ("T19", "we", "us"). These terms are the agreement between us and the person or company that opens an account ("you").
- You pay £5 per seat each month plus VAT, after a 7-day free trial. You can cancel yourself at any time from Billing and seats.
- Your boards are private to your account until you choose to share them. You own what you put on them.
- For what is on your boards, we are your processor and you are the controller. For your account and billing details, we are the controller. The customer data processing agreement below covers this.
- You must follow the acceptable use policy.
Who these terms are between
These terms are between T19 and the customer named on the account. If you sign up for a company, you confirm you can agree to these terms for that company. People you invite to a Team account must accept these terms before they join.
Your account
- You must give accurate details and keep your password and your sign-in codes safe.
- A Solo account is for one person. A Team account has one admin and as many seats as you pay for. The admin decides who joins and who is removed.
- Tell us at once if you think someone else has used your account. Our support address is on the Help page.
Trial, price and payment
- Every new account starts with a 7-day free trial. You give a payment card to start it. If you cancel before the trial ends, you pay nothing.
- After the trial the price is £5 per seat each month, plus VAT. VAT is shown on its own line on every invoice.
- Our payment provider takes payment and issues invoices. Card details go to the provider, not to us.
- If a payment fails, we tell you and give you time to put it right. If it is still not paid, your account becomes read-only and then ends, as set out on the Billing and seats screen.
Cancelling and closing your account
- The admin can cancel the subscription from Billing and seats, during the trial or after it. You do not need to contact support.
- The admin can close the account from the account page. Closing it ends access for everyone on the account.
- After an account is closed or its subscription ends, we delete its boards and its people's details 30 days later. Invoices and billing records are kept for 6 years because the law requires it. The privacy notice gives the period for each kind of data.
Your boards and your content
- You own what you put on your boards. You give us permission to store it and process it. You also give us permission to show it to the people you share it with. We use this permission only to run the service.
- You are responsible for what is on your boards and for who you share them with.
- A board is private to your account unless you share it. If you share it by link, anyone with the link can see it. A board password adds a second check.
- We do not look at your boards. There are three exceptions: to deal with a report under the acceptable use policy, to keep the service secure, and when the law requires it.
Customer data processing agreement
This section is the data processing agreement between you and T19. It applies whenever we handle personal data for you, and it is part of these terms.
Who is responsible for what
- Board content. T19 is the processor for board content and you are the controller. Board content means everything on your boards, including board titles. We handle it only on your instructions, which are these terms and the way you use Doodle board.
- Account and billing data. T19 is the controller for account and billing data. This means the names, email addresses and sign-in details of the people on your account. It also means the details we need to take payment and issue invoices. The privacy notice explains how we use it.
What we agree to do as your processor
- Handle board content only to provide Doodle board to you, and not for any other purpose.
- Make sure the people who can reach board content are bound to keep it confidential.
- Keep board content secure, with the measures described in the privacy notice and in our security documentation. These are encryption in transit and at rest, separation between accounts, access limited to named staff, and a record of administrator actions.
- Keep board content in the EU. We only use the sub-processors below, and each one holds or processes it in the EU.
- Help you answer requests from people about their personal data.
- Tell you within 48 hours of becoming aware if board content has been lost, stolen or seen by someone who should not have seen it.
- Delete board content 30 days after a board is deleted or an account is closed, and delete it earlier if you ask us in writing. You can also delete a board yourself at any time.
- Give you the information you need to show that we meet this agreement. Allow reasonable audits by you or someone you appoint, with notice, during working hours.
Sub-processors
You give us general permission to use the sub-processors below. We will update this list before we add or change one, and the list in the privacy notice always matches it. If you object to a new sub-processor, tell us before it starts. Your objection must have a reasonable data protection reason. You may then close your account without penalty.
| Name | What it does for Doodle board | Data it handles | Region |
|---|---|---|---|
| Vercel | Hosts the Doodle board website and runs its server code. | Everything a person sends to the website while it is used. This is account details, board content in transit, and technical logs such as request IDs and addresses. | Frankfurt, Germany (EU)Server code runs in the Frankfurt region only. |
| Neon | Holds the Doodle board database. It is the only saved copy of every board. | Account and team details, sign-in records, board titles and board content, sharing settings, abuse reports and the security log. | Frankfurt, Germany (EU) |
| Resend | Sends our emails: sign-up, invitations, password resets and account changes. | The recipient’s email address, the subject and the text of each email. No board content is ever put in an email. | Ireland (EU) |
| Stripe | Takes payment for subscriptions, runs free trials and promotion codes, and issues invoices with VAT. | The paying customer’s name, billing email, company name, billing address, VAT number and card details. Card details go straight to Stripe; we never see or store them. | Ireland (EU)Stripe Payments Europe, Limited, in Ireland, is the Stripe company that serves customers in the UK and the EU. |
| Real-time collaboration service | Passes live changes and who is present between the people who have the same board open. | Only while a board is open: the person’s user ID and display name, the board ID and the changes passed between people. It stores no board content or email address. | EU (Cloudflare’s EU jurisdiction)Provided by Cloudflare. Every board’s room is held and run in Cloudflare’s EU jurisdiction; connections reach Cloudflare, encrypted, at its location nearest you. The saved board is always the copy in Neon. A room keeps nothing once the last person has left, except the user IDs of people it removed, for 6 minutes so they cannot rejoin. A record of which boards a person had open is deleted when they leave, or within two hours if the connection drops. |
We remain responsible for what our sub-processors do for us. We have a written contract with each of them that requires the same level of protection as this agreement.
The data and the people involved
- Subject matter and duration: providing Doodle board for as long as your account is open, and for 30 days after it is closed.
- Kind of data: whatever you put on a board. We do not ask for special category data, but you may add it, and you must only do so if you have a lawful reason.
- People it is about: whoever you choose to write about, and the people you invite to your boards.
When the agreement ends
When your account is closed we delete board content as described above. If you want a copy first, export what you need from your boards before you close the account, or email support.
Using Doodle board
You must follow the acceptable use policy. We can remove a board, or close an account, if it breaks that policy or the law. We tell the account holder when we do, unless the law stops us.
Availability and support
- We aim for 99.5% availability each month. This is a target, not a guarantee.
- Support is by email. Our hours, how quickly we reply and our address are on the Help page.
- We may change or improve Doodle board. If a change would make it much worse for you, we will tell you in advance and you can cancel.
Our responsibility to you
- Nothing in these terms limits liability that cannot lawfully be limited, including for death or personal injury caused by negligence, or for fraud.
- Subject to that, we are not liable for loss of profit, business or goodwill. We are also not liable for loss that was not a foreseeable result of our breaking these terms.
- This covers anything connected with Doodle board. Our total liability to you is limited to the fees you paid us in the 12 months before the event.
- If you are a consumer, your legal rights are not affected.
Changing these terms
We will tell the account admin by email at least 30 days before a change to these terms that matters takes effect. Each version has a number and a date at the top of this page. We record the version each person accepted when they signed up or accepted an invitation.
The law
These terms are governed by the law of England and Wales. The courts of England and Wales can hear any dispute. If the law where you live lets you go to your local courts, you keep that right.
Contact
Questions about these terms: use the contact details on the Help page.