Privacy Policy

Mention Reminder is operated by Webalize sp. z o.o., with its registered office in Warsaw (plac Bankowy 2, 00-095 Warszawa, Poland), entered in the Polish National Court Register (KRS) under number 0000822439, NIP 5252811769, REGON 385278470, share capital PLN 5,000 (“Mention Reminder”, “we”, “us”). We provide a bot and related services that help teams track and resolve unanswered mentions in chat platforms - currently Discord and Slack.

For data protection questions, contact privacy@mentionreminder.com. Where we have appointed a data protection officer or an EU representative, we will provide their details on request.

For content from your Discord servers and Slack workspaces (mentions, message excerpts, reminders) we generally act as a processor on behalf of your organization - the workspace admin decides why and how Mention Reminder is used. Your organization is then responsible for informing team members and for having an appropriate legal basis.

For the customer relationship - panel accounts, billing data, form submissions, website analytics - we act as a controller. For customers in the EEA we make a Data Processing Agreement (DPA) available; email privacy@mentionreminder.com.

Account and configuration data: Discord server and Slack workspace identifiers, organization name, reminder hours and time zone, the primary-server selection, and the per-user “observed” (seat) flag.

Mention data: user, channel, and message identifiers, message URLs, author identifier, timestamps, and a short message excerpt needed to render the “to reply” list. We do not store the full text of every message to provide reminders.

Installation tokens: for OAuth installs (Slack) we store the app authorization token so the bot can operate in your workspace.

Billing data: company name, address, tax/VAT number, invoice email, and subscription and payment-status identifiers. Payment card data is processed solely by Stripe - we neither see nor store the full card number.

Form submissions: data you provide in the contact form (first name, last name, email, company, message) and waitlist sign-ups (email, selected platforms).

Technical data: IP address, browser and device type, error reports, and events needed for security and diagnostics. Panel sign-in uses a single essential, signed session cookie.

Providing the service (Art. 6(1)(b) GDPR): detecting mentions, maintaining private reminders, sending them on schedule, panel sign-in, and handling subscriptions.

Legitimate interests (Art. 6(1)(f) GDPR): security, abuse prevention, diagnostics, privacy-preserving aggregate website analytics, and product improvement.

Legal obligation (Art. 6(1)(c) GDPR): retaining invoices and tax records.

Consent (Art. 6(1)(a) GDPR): where we require it, e.g. optional marketing emails. You can withdraw consent at any time.

AI classification is optional. When enabled, short message excerpts may be sent to a model provider (currently OpenAI) solely to assess whether a mention needs action or whether a reply resolves it. Excerpts are not used to train the provider’s models.

AI can be turned off - Mention Reminder then runs on simple rules. Enterprise (self-hosted) deployments can use local models so content never leaves the customer’s infrastructure.

We rely on carefully selected providers that process data on our behalf under data processing agreements: Discord and Slack (chat platforms, within granted permissions), Stripe (payments and invoicing), OpenAI (optional AI classification), Vercel (website and panel hosting, plus analytics), and a managed PostgreSQL provider (application data storage).

Discord, Slack, and Stripe also process data as independent controllers under their own privacy policies. A current list of key subprocessors is available on request at privacy@mentionreminder.com.

We use a single essential, signed session cookie (mention_reminder_session) that keeps you signed in to the panel. It is required for the service and is not used for tracking or advertising.

For website analytics we use Vercel Analytics, which works without cookies and without profiling - it collects aggregate, anonymized visit statistics (such as page views, country, and device type) and does not identify individuals. For that reason we do not show a cookie-consent banner. If we later add tools that require consent, we will ask for it before enabling them.

Some providers (such as Stripe, OpenAI, and Vercel) may process data outside the European Economic Area, including in the US. In those cases we rely on appropriate safeguards - the European Commission’s Standard Contractual Clauses or participation in the Data Privacy Framework where applicable.

We keep mention and configuration data for as long as your workspace uses Mention Reminder. When the last connection is removed or the account is deleted, we enter a “dormant” state: data is retained for a grace period (currently up to 12 months) so an accidental removal can be undone, after which it is permanently deleted.

Billing data and invoices are retained for the period required by tax law. Form submissions are kept until the matter is handled and for a reasonable period afterward. You can ask us to delete data subject to your rights sooner at any time.

We apply appropriate technical and organizational measures - encryption in transit, restricted access to data, signed sessions, and separation of secrets. No method of transmission or storage is 100% secure, but we treat data protection as a priority and respond to incidents in line with applicable law.

Depending on where you live, you may have the right to access, correct, delete, restrict, or port your personal data, and to object to certain processing and withdraw consent. You also have the right to lodge a complaint with a supervisory authority (in Poland: the President of the UODO).

To exercise your rights, email privacy@mentionreminder.com. Where we act as a processor on behalf of your organization, we may route the request to the workspace admin. We may need to verify your identity or admin authority.

Mention Reminder is a tool for teams and is not directed at children. Use requires meeting the minimum age set by Discord’s and Slack’s terms and by applicable law. We do not knowingly collect data from anyone below that age.

We may update this policy as our product or legal obligations change. We will post the new version on this page and update the “Last updated” date. Material changes affecting workspace admins may also be communicated by email or in-product notice.

Privacy questions: privacy@mentionreminder.com.