Terms of Use
Version 2.0 (6 October 2026)
These Terms of Use (“Terms”) govern your use of ProstoRetro, the online service for running team retrospectives available at prostoretro.com (the “Service”). By using the Service, with an account or as a guest, you agree to these Terms. If you do not agree, please do not use the Service.
How we handle personal data is explained in our Privacy Policy further down this page.
Using ProstoRetro
You may use ProstoRetro to plan and run retrospectives and similar meetings with your team, and to keep track of what comes out of them. We keep developing the Service, so features may be added, changed or removed, and we may suspend or discontinue all or part of the Service at any time.
Your account
- You can sign in with Google or with an email address and password, or take part in a retrospective as a guest with just a name.
- Please give accurate information and keep your sign-in details to yourself. You are responsible for what happens under your account. If you think someone else has access to it, contact us straight away.
- Team administrators decide who can join their team and its retrospectives, and can remove members.
Your content
You keep all rights to the content you add to ProstoRetro: cards, comments, images, action items and so on. You allow us to store, copy, process, display and transmit that content as needed to run the Service for you and the people you work with, including through the AI features and emails described in the Privacy Policy.
You are responsible for what you post and for having the right to share it. Retrospectives are shared spaces: what you add can be seen by the other members of your team and the other participants of the retrospective, and team administrators can delete the team’s retrospectives.
Acceptable use
When using ProstoRetro, please do not:
- break the law or help anyone else break it;
- post content that is unlawful, harassing or hateful, or that infringes someone else’s rights;
- share other people’s personal or confidential information without the right to do so;
- try to access accounts, teams or data that are not yours, or get around access controls or limits;
- upload malware, or disrupt, overload or attack the Service or its users;
- use bots or scripts to access the Service in bulk or to create accounts;
- impersonate others or misrepresent your connection with anyone;
- send spam through the Service.
Suspension and termination
We may remove content, or suspend or close an account or a team, if we reasonably believe it breaks these Terms, puts other users or the Service at risk, or if the law requires it. Where appropriate, we will try to let you know. You can stop using ProstoRetro at any time and ask us to delete your account, as described in the Privacy Policy.
Service provided “as is”
ProstoRetro is provided “as is” and “as available”, without warranties of any kind, express or implied, including about its accuracy, reliability, availability, suitability for a particular purpose or timeliness. We do not promise that the Service will be uninterrupted or free of errors, or that data will never be lost, so please keep your own copy of anything important. Content generated by AI may be inaccurate and is offered as a suggestion only.
Limitation of liability
To the fullest extent permitted by law, ProstoRetro is not liable for any indirect, incidental, special or consequential damages, or for any loss of data, profits or business opportunities, arising from your use of the Service or your inability to use it. Nothing in these Terms limits any liability that cannot be limited under the law that applies to you.
Third-party services
If you sign in with Google, your use of your Google account is also governed by Google’s terms. The Service may link to other websites, which are not under our control and have their own terms and privacy policies.
Changes to these Terms
We may update these Terms from time to time. We will publish the new version on this page with a new version number and date, and let you know about significant changes in the Service or by email. If you keep using ProstoRetro after the changes take effect, you accept the updated Terms.
Contact
Questions about these Terms? Write to us at support@prostoretro.com.
Privacy Policy
Version 2.0 (6 October 2026)
This Privacy Policy explains what personal data ProstoRetro collects, why we collect it, who we share it with, and the choices and rights you have. It applies to the ProstoRetro website and web application, including when you take part in a retrospective as a guest.
Who we are
ProstoRetro (“we”, “us”) runs the Service and is responsible for the personal data described here (in data protection law, the “controller”). For any question or request about privacy, write to support@prostoretro.com.
What data we collect
Account details. When you sign in with Google, Google sends us your name, email address, profile picture and Google account ID. We keep a copy of the picture on our servers, and we never see your Google password. When you sign up with an email address and password, we collect your name, email address and password. We store the password only as a one-way hash, never the password itself, and create a profile picture from your initials. We also store the display name you choose, the teams you belong to and your role in them, when you registered, and your email settings.
Approximate location. When you create an account, we record the IP address you signed up from and look up its approximate location (country, region and city) with an IP geolocation service. We use it to apply regional settings to your team, such as the language of team emails, and to count sign-ups by country.
Guests. If you join a retrospective as a guest, we store the name you enter and link your contributions to a random guest identifier kept in a cookie in your browser. We do not ask guests for an email address.
Retrospective content. Everything you add to teams and retrospectives: team names, logos and templates; cards and the images you add to them; votes, reactions, comments and chat messages; polls and answers; mood survey answers; icebreakers and games; action items with their assignees and due dates; and the rating and comment you can leave at the end of a retrospective. Each item is stored together with who added it.
Messages to us. If you send us feedback from the app, email us or use a contact form, we receive your name, your email address, your message and, for the feedback and contact forms, your team or the page you wrote from.
Technical data. Like any website, our servers receive your IP address and the information your browser sends with each request, such as browser type and preferred language. We use it to deliver pages, choose your language, limit abusive traffic and diagnose errors. Our server logs record events and errors and can include your email address, IP address, browser information and, occasionally, the text of cards or messages.
Cookies and analytics. See Cookies, local storage and analytics below.
Who can see your data in ProstoRetro
- Members of your teams and the people taking part in a retrospective with you, including guests, can see your name, profile picture and email address, and what you add to that retrospective.
- Team members can see the team’s retrospectives, their results and action items.
- When a retrospective is finished, registered participants receive a summary email with its results, unless they have turned these emails off.
- Images added to cards are stored under hard-to-guess links. Anyone who has such a link can open the image.
- While you are in a retrospective, other participants see that you are online and where your cursor is. We do not save cursor positions.
About anonymity. Some features hide your name from other participants: cards posted without showing the author, anonymous chat messages and mood survey answers. ProstoRetro still stores who added each of them (for example, so that you can edit your own cards), and we cannot guarantee complete anonymity. Please keep this in mind when you write something sensitive.
Our staff. People who work on ProstoRetro can access stored data, including retrospective content, when this is needed to run, support, secure or improve the Service, for example to investigate an error you report.
How we use your data and why
We use personal data only for the purposes below. If you are in the European Economic Area (EEA) or the United Kingdom, each purpose relies on the legal basis shown in brackets.
- To provide the Service (performance of our contract with you): creating and running your account, signing you in, storing your teams and retrospectives and showing them to the people you work with, the AI features, and service emails such as address confirmation, password resets, summaries and reminders.
- To keep the Service secure and working (our legitimate interests): preventing abuse, limiting excessive requests, diagnosing and fixing errors, and keeping server logs.
- To understand and improve the Service (our legitimate interests): web analytics, product usage statistics, internal notifications about events such as new feedback, and reviewing how features are used.
- To apply regional settings (our legitimate interests): the approximate location of the IP address you signed up from.
- To answer you (performance of our contract with you, or our legitimate interests when you are not a user): replying to your feedback, questions and requests.
- To meet legal obligations (legal obligation): for example, handling data protection requests and responding to lawful requests from authorities.
Where we rely on legitimate interests, you can object, as described in Your rights and choices. Where we ask for your consent, you can withdraw it at any time.
AI processing
Several features use an AI service provided by Anthropic. Our server sends Anthropic the text needed for each task, and Anthropic processes it and returns the result. We use AI to:
- detect the language of a retrospective and check that its cards contain meaningful text: when a retrospective with enough cards moves to the grouping stage, an excerpt of up to about 50 words of card text is sent;
- suggest short titles for groups of cards, and offer the facilitator an automatic grouping of the cards;
- write a short title and summary of the main topics of a retrospective;
- suggest follow-up questions, action items and polls;
- keep a short description of the team’s working context, built from its recent retrospectives (cards, action items and end-of-retrospective comments). It is stored with the team and used to tailor these suggestions.
We send the text of cards, group titles, column names, action items and end-of-retrospective comments. We do not send participants’ names, email addresses or account details. Text is sent as written, so anything you type into a card, including someone’s name, may be included. These features run automatically and cannot currently be switched off, so if you do not want a piece of information processed this way, please do not add it to a retrospective.
Emails
We send emails through an email delivery provider. Depending on how you use ProstoRetro, you may receive:
- account emails that confirm your email address or let you reset your password;
- a summary of each finished retrospective you took part in, which you can turn off in your profile settings;
- reminders about open action items you are responsible for (or that nobody took, in a retrospective you facilitated), which you can turn off in your profile settings or with the link in the email;
- notifications for facilitators, for example about an unfinished retrospective or new comments from participants;
- replies to messages you send us.
We receive copies of some automated emails, such as action item reminders, to check that they work correctly.
Cookies, local storage and analytics
We use these cookies of our own:
- session_token keeps you signed in. It expires after 14 days.
- session_email holds your email address while you are signed in, so that we can link errors and abusive requests to an account. It expires after 36 hours.
- guest_token recognises you when you take part as a guest. It expires after 7 days.
- retroUserLanguage remembers the language you chose. It expires after 30 days.
- ref_team_id is set when you open another team’s referral link, so that we know which team referred you. It expires after 7 days.
- yads is set only if you arrive through one of our advertising links, so that we can tell that a sign-up came from that campaign. It is deleted once it has been counted or when you close your browser.
We also keep a few things in your browser’s local storage: the name you used as a guest, unsent feedback drafts, interface preferences (such as which hints you have already seen and the size of the chat window) and the page to return to after signing in. These are not sent to us automatically.
Yandex Metrica. Our website and app pages use Yandex Metrica, a web analytics service provided by Yandex, to understand how people find and use ProstoRetro. It sets its own cookies (their names start with “_ym”) and collects information such as the pages you visit, where you click, the links you follow, the site you came from, your device and browser, and your IP address, from which Yandex determines an approximate location. On prostoretro.com we do not use Metrica’s session recording feature (Webvisor). Yandex processes this data under its own privacy policy.
Product metrics. On the sign-in and team pages we record a few product events, for example that the sign-in form was opened or which sign-in method you chose, with Prostometrics, a product metrics service. These events carry your internal ProstoRetro user or guest ID, not your name or email address.
Third-party resources. Fonts are loaded from Google Fonts, and the retrospective summary page loads a script from the jsDelivr content delivery network. When your browser loads them, these providers receive your IP address and standard browser information.
Your choices. You can block or delete cookies in your browser settings. If you block our own cookies, you will not be able to sign in. You can block Yandex Metrica with your browser’s tracking protection or a content blocker, or with the Yandex Metrica opt-out browser add-on (yandex.com/support/metrica/general/opt-out.html). You can also object to analytics by writing to us.
Who we share data with
We use the following service providers, and each receives only the data it needs for its task:
- Hosting and infrastructure providers run the servers that store and serve the Service’s data, carry its network traffic and host our own mailboxes.
- An email delivery provider receives recipients’ email addresses and the content of the emails we send.
- Anthropic, our AI service provider, receives text from retrospectives, as described under AI processing.
- Google shares your profile with us if you sign in with Google, and receives technical data when your browser loads Google Fonts.
- Yandex provides web analytics through Yandex Metrica.
- IP geolocation services receive the IP address you signed up from, to look up its approximate location.
- Prostometrics receives product events with internal IDs, as described above.
- jsDelivr receives technical data when your browser loads a script on the summary page.
- A messaging service delivers internal alerts to our staff about events in the Service. An alert can include a user’s name and email address, a team’s name and link, and the text of feedback sent to us.
Other people in ProstoRetro see your data as described under “Who can see your data in ProstoRetro”. We may also disclose data when the law requires it, to protect the rights and safety of our users or of ProstoRetro, or as part of a sale or reorganisation of the Service.
International transfers
ProstoRetro is used around the world. Our servers and the providers listed above may be located outside your country, including outside the EEA and the UK, where data protection laws may differ from those where you live. When you use the Service, your data is transferred to and processed in those countries. If you have questions about these transfers, contact us.
How long we keep data
- Account data is kept for as long as your account exists. We do not delete inactive accounts automatically. To have your account deleted, write to us.
- Teams and retrospectives are kept for as long as the team exists. Team administrators can delete a retrospective, and when the last member leaves a team, the team and its retrospectives are deleted. Deleted teams and retrospectives can no longer be opened in the Service, but their content is not immediately erased from our database. To have it erased, write to us.
- Guest contributions, including the guest name, stay part of the retrospective for as long as it is kept. The guest cookie expires after 7 days.
- Server logs are rotated automatically and deleted after at most 12 months.
- Messages to us are kept for as long as we need them to answer you and to keep a record of our correspondence.
- Analytics data is kept by Yandex according to its own terms.
Your rights and choices
Wherever you live, you can ask us for a copy of the personal data we hold about you, or ask us to correct or delete it, by writing to support@prostoretro.com.
If you are in the EEA or the UK, you have the right to:
- access your personal data and get a copy of it;
- have inaccurate data corrected;
- have your data erased;
- restrict how we process it;
- receive the data you gave us in a portable format;
- object to processing based on our legitimate interests, including analytics;
- withdraw your consent at any time, where we rely on it;
- complain to a data protection supervisory authority, in particular in the country where you live or work.
To use these rights, email us from the address linked to your account, so that we can confirm the request is yours. We will reply within one month.
Some things you can do yourself: change your display name, turn off summary emails and action item reminders in your profile settings, leave a team, delete retrospectives as a team administrator, and sign out.
Security
We take reasonable measures to protect your data. Connections to ProstoRetro use HTTPS. Passwords are stored only as salted bcrypt hashes. Sign-in cookies cannot be read by scripts on the page and are sent only over secure connections. Passwords and tokens are masked in our logs, and access to administrative tools is limited to our staff. No service can be completely secure, so please use a strong password that you do not use elsewhere, and tell us right away if you notice anything suspicious.
Children
ProstoRetro is meant for teams at work and is not intended for children under 16. We do not knowingly collect personal data from children under 16. If you believe a child has given us personal data, contact us and we will delete it.
Changes to this Privacy Policy
We may update this Privacy Policy. We will publish the new version on this page with a new version number and date, and if the changes are significant, we will also let you know in the Service or by email.
Contact
For any question, request or complaint about privacy, write to us: