Your data stays yours.

Who we are

Toolcrow (“Toolcrow”, “we”, “us”) is a service that lets you turn small tools you build with AI into working, shareable links, private by default. This policy covers the Toolcrow website and app at www.toolcrow.app and the tools (“drops”) you host with it. For the personal data described here, Toolcrow is the controller: we decide why and how it is used. The exception is data a maker collects through their own tool, see If you use a tool someone else made. If you have any questions, email hello@toolcrow.app.

What we collect

• Account information. When you sign up we store your email address and an automatically assigned username. If you sign in with Google, we receive your email address and basic profile information from Google to create and secure your account.
• Content you create. The code and files of the tools you deploy (your HTML, CSS and JavaScript), their titles, descriptions, tags and settings.
• Data your tools save. Data a tool saves for one visitor stays in that visitor’s own browser and never reaches our servers. Only when a tool explicitly saves shared data (data every user of that tool should see) do we store it: in the Google Sheet you connected, or otherwise in Toolcrow’s built-in database, scoped to that tool and hosted in the EU. We only store your tool’s data output if you build it that way, and you can ask us to delete it at any time.
• Usage data. Product analytics so we can improve the product: which pages are visited and a few key actions (joining the waitlist, creating an account, creating or sharing a drop), measured with PostHog (EU) and Google Analytics. Both only set cookies once you agree in our cookie banner. Until then (or if you decline) they count visits anonymously without cookies, and nothing is linked to your account. Once you agree and are signed in, PostHog links these actions to your internal account ID, never to your email address. You can decline, and you can change or withdraw your choice at any time: open Cookie settings (also at the bottom of this page) and choose again. If you withdraw, both go back to counting without cookies and we remove their cookies from your browser. We do not run advertising trackers, we do not record session replays, and PostHog and Google Analytics do not run on the pages where your published tools are served. Two more counts run without cookies and without identifying you: Vercel’s page-view and page-speed measurement, and our own simple visitor count (pages viewed, referring site, country and device type), hosted on Cloudflare. None of these measurements run on the pages where your published tools are served.
• Security data. To stop people from guessing drop passwords or invitation codes, and to keep the sign-up and waitlist forms from being flooded, we store the IP address of recent attempts for a short time (see how long we keep data). To stop a tool from flooding a service its maker connected, we also count per day how often a visitor’s submissions are forwarded. For that count we use a scrambled code made from the IP address and the tool: it changes every day, cannot be turned back into the address, and is deleted within two days. Our hosting provider also keeps short-lived technical logs of requests to run and protect the service.
• Communications. Messages you send us, feedback you submit, invitation emails you ask us to send on your behalf, and your email address if you join the waitlist. If you report a drop, we store your report and, only if you give it, your email address.

Cookies

• On www.toolcrow.app. Cookies that keep you signed in; the app does not work without them. Analytics cookies from PostHog and Google Analytics, only after you click Accept in the cookie banner. Your choice in the banner is stored in your browser’s local storage, not in a cookie. If you arrive from the “Powered by Toolcrow” badge on a tool, we remember for 30 days which tool that was (cookie tc_loop_src), only to count how many new makers a tool brings in. The cookie is removed once you finish signing up.
• On the tools (*.toolcrow.live). No tracking or advertising cookies. Only cookies a tool needs to work: after the right password (or an invitation) a cookie keeps the tool open for you for 12 hours, and if you choose NL or EN on one of our screens, a cookie remembers that choice for a year, for that tool only. The tool’s own code cannot read these cookies.

If you use a tool someone else made

Tools on Toolcrow are made by our users (“makers”), not by Toolcrow. When you use one:

• What you type into a tool stays in your own browser, unless the tool is built to share or submit it. Shared or submitted data is stored for the maker: in a Google Sheet the maker connected, or in Toolcrow’s built-in database. The maker decides what the tool asks for and what happens with it, so questions about that data go to the maker. Toolcrow stores it on the maker’s behalf and does not use it for its own purposes.
• If the maker turned on forwarding, what you submit is also sent to a service the maker chose, such as Zapier, Make, n8n, Slack or Discord, and handled there under the maker’s account. Toolcrow keeps a short record that a submission was forwarded and whether it arrived, never what was in it.
• If you send feedback with the feedback button, the maker receives your message and, if you add them, your name and email address. We store the type of browser you used with it. If the maker connected their own AI assistant, it can read your message, but not your name or email address.
• If the tool uses AI, what the tool sends is passed to our AI provider (see below).
• Makers see how many people visit their tool. We also note which site a visit came from (only the site name). We count this without cookies and without storing your IP address. Only people count: a visit is counted once you actually do something in the tool (move the mouse over it, click, type, scroll or touch). Bots, link previews and AI assistants are never counted.

How we use your data, and on what basis

We use your data only to run and improve Toolcrow. We do not sell your personal information, and we do not use it for advertising. The GDPR requires a legal basis for each use. These are ours:

• To provide the service you signed up for (performance of a contract, Art. 6(1)(b) GDPR): creating and securing your account, hosting and serving the tools you publish, checking a newly published tool so we can offer a fix, the Google Drive connection and forwarding to a webhook if you turn them on, AI in your tools, and the emails the service needs, such as login links, invitations you ask us to send and notices about your tools (like the feedback digest).
• Our legitimate interest (Art. 6(1)(f) GDPR): keeping Toolcrow and the people who use its tools safe (the security data above, reviewing reports, and an automatic check that flags tools that look like a fake login page), counting visits without cookies, and a welcome email plus one personal follow-up email after you sign up. Reply to any of our emails if you would rather not receive them.
• Your consent (Art. 6(1)(a) GDPR): analytics cookies from PostHog and Google Analytics, the waitlist, and the What’s new email about new Toolcrow features if you turn it on under Account, Notifications (it is off unless you do). You can withdraw your consent at any time; every What’s new email has a link to turn it off.
• A legal obligation (Art. 6(1)(c) GDPR): when the law requires us to keep data or hand it over.

When AI is involved

Our AI provider is OpenAI. We send data to OpenAI only in these cases:

• A tool uses AI. The prompt the tool sends, which can include what a visitor typed, goes to OpenAI to generate the answer.
• Feedback summaries. To summarise the feedback on your tools and write the feedback digest, we send the feedback messages, with the sender’s name if they gave one.
• Checking a new tool. After you publish a single-file tool, its code can be sent to OpenAI to check whether the tool keeps the data it collects, so Toolcrow can offer a fix.

OpenAI uses this data to give us an answer. Under OpenAI’s terms for its API, data sent this way is not used to train OpenAI’s models. If you connect your own AI assistant to Toolcrow (for example Claude), that assistant reads your tools and their feedback under your own agreement with its provider.

How we handle Google Workspace and Drive data

Connecting Google Drive is entirely optional. You only grant access if you choose to connect a tool to your own Google Drive so that the data from that tool is saved in a spreadsheet you control. When you do, the following applies:

• The scope we request. We request only the drive.file scope. This is the narrowest Google Drive scope: it grants access only to the specific files you create or explicitly open with Toolcrow. We cannot see, list or read any of your other Google Drive files.
• What we do with it. We use this access for a single purpose: to write the data your tool saves into the Google Sheet you created or picked through Toolcrow (for example each submission as a new row), and to read that data back for your tool. Nothing else.
• How we store it. The access and refresh tokens that let us do this are encrypted at rest and stored per tool, isolated from your published content. You can disconnect at any time from the tool’s settings, and you can revoke Toolcrow’s access from your Google Account permissions page.
• How we delete it. Disconnecting the connector immediately deletes the stored Google tokens for that tool. If you delete a connected tool, or ask us to delete your account, the associated Google tokens are removed as well. You can request deletion of any Google data we hold at any time by emailing hello@toolcrow.app. Rows already written into your own spreadsheet live in your Google Drive and remain under your control; you can edit or delete them there yourself.

Limited Use. Toolcrow’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 do not sell Google user data, we do not use it for advertising, and we do not use it to train generalized AI or machine-learning models. We only use it to provide and improve the connector feature you turned on.

Connecting your own AI assistant

Connecting your own AI assistant (such as Claude) to Toolcrow is optional. You do it by adding Toolcrow as a connector in your assistant and signing in to Toolcrow, or by creating a personal connection URL on the Connections page. The assistant you connect can then read your own drops: their names, their code, open drafts, and the feedback messages visitors left. It does not receive the name or email address a visitor chose to add to feedback; only you see those, in Toolcrow. Whatever it reads is sent to that assistant and handled under its provider’s terms, not ours. Toolcrow does not run or pay for that assistant.

The connected assistant cannot read the data your tools save, cannot change settings or access, and cannot publish anything: a change it proposes stays a draft until you publish it yourself. It can create a new drop in your account, which starts as private: only you can open it until you share it. For a connection made by signing in, we store which app you connected, when, when it was last used, and fingerprints of its access keys; for a personal link, only a fingerprint of the URL. You can disconnect either one at any time on the Connections page. The details are in our docs under Connecting your own AI.

Where your data is stored

Your account and content are stored in our database and file storage, hosted on Supabase in the European Union (Ireland, eu-west-1). The application runs on Vercel, with its server functions in the EU (Dublin). We rely on a small number of service providers who process data only on our behalf and under their own security and privacy commitments:

• Supabase: database, authentication and file storage, in the EU.
• Vercel: application hosting and delivery, and the cookieless page-view and page-speed counts.
• Resend: sending our emails, such as login links, welcome emails, invitations you request and notices about your tools.
• Cloudflare: hosting of our own cookieless visitor count, and passing product-analytics requests on to PostHog through our own address (roost.toolcrow.app).
• PostHog (EU): product analytics; cookies and a link to your account ID (never your email address) only after you accept cookies.
• Google: sign-in with Google, website analytics (Google Analytics), and, if you connect it, the Drive integration described above.
• OpenAI: the AI features described above.

Transfers outside the EU

Vercel, Resend, Cloudflare, Google and OpenAI are based in the United States, so data they handle for us can be processed there. Where that happens, the transfer is covered by the EU-US Data Privacy Framework (for providers certified under it) or by the European Commission’s standard contractual clauses.

How we protect it

All traffic uses HTTPS. Sensitive secrets, including the Google Drive tokens above, are encrypted at rest. Access to your account and content is protected by row-level security so that people can only reach what they are allowed to. There is a fuller, plain-language walkthrough of our safeguards on our security page.

How long we keep data

• Your account, tools and settings: for as long as your account exists. Ask us to delete your account and we delete it, with its tools and data, within one month.
• A tool you delete: its link stops working straight away and its Google Drive connection and forwarding are removed. The stored copy of the tool is removed for good when your account is deleted, or earlier if you ask us.
• Data your tools collected and feedback on your tools: until you delete it (on the Submissions page or on the feedback page), or until your account is deleted.
• IP addresses in the security data, and the daily visitor codes for forwarding: deleted automatically within two days.
• Forwarding records (that a submission was forwarded and whether it arrived, never what was in it): 30 days.
• Waitlist sign-ups: until you ask us to remove you.
• Reports about a drop: as long as we need them to handle the report and to keep a record of what we decided.
• Usage data in PostHog and Google Analytics: for the retention period set in those services.

Your rights

Under the GDPR you have the right to access the personal data we hold about you, to have it corrected or deleted, to restrict or object to how we use it, to receive it in a portable format, and to withdraw your consent at any time. To use any of these rights, email hello@toolcrow.app. We respond within one month.

You also have the right to complain to a data protection authority. In the Netherlands that is the Autoriteit Persoonsgegevens; you can also go to the authority in the EU country where you live. We would like the chance to put things right first, so feel free to write to us.

Children

Toolcrow is not directed to children under 16, and we do not knowingly collect their personal information.

Changes to this policy

We may update this policy as the product evolves. When we make material changes, we will update the date at the top of this page.

Contact

Questions about privacy or this policy? Email hello@toolcrow.app and we will get back to you.