Privacy policy

In short: no sign-up, participants do not give their name, no cookies, no tracking, no external services. All data of a session is deleted automatically 30 days after it started.

This is a courtesy translation. The German version is legally binding.

1. Controller





Email:

No data protection officer has been appointed, as there is no legal obligation to do so.

2. Hosting and server log files

This website is hosted by STRATO GmbH, Otto-Ostrowski-Straße 7, 10249 Berlin, on servers located in Germany. A data processing agreement pursuant to Art. 28 GDPR has been concluded with STRATO; STRATO processes the data only on our instructions and not for its own purposes.

When you access the website, the web server processes technically necessary data: IP address, date and time, requested address, referrer, amount of data transferred, and browser and operating system information. The website cannot be delivered without this data. The purpose is secure and stable operation; the legal basis is Art. 6(1)(f) GDPR (legitimate interest in a functioning website protected against attacks). STRATO stores full IP addresses for detecting and defending against attacks for at most 7 days and then irreversibly anonymises them; anonymised log files are kept for up to 6 weeks. This data is not combined with any other data.

The transmission between your device and the server is encrypted in transit (TLS/HTTPS).

3. Taking part in a live meeting (session)

You do not need an account to take part and you do not give your name. When you take part, we process:

The sole purpose is to run the interactive session. The legal basis is Art. 6(1)(f) GDPR; the legitimate interest lies in offering an interactive meeting tool in which you take part voluntarily. Please do not enter sensitive information about yourself or others in free texts and questions.

Recipients: Results are shown in aggregated form once the facilitator reveals them; terms of a word cloud appear immediately. Free texts, questions and proposals appear verbatim for all participants of the session and on the screen. The facilitator sees all entries and can download minutes from them (e.g. as PDF, Markdown or CSV). No link to your person is made: even if the facilitator keeps an attendance list (section 4), nothing connects a name to your entries. Beyond that, nobody receives the data except the hosting provider as processor.

Deletion: All data of a session – entries, results, questions with noted answers, decisions, action items, attendance list, ratings and the minutes – is deleted automatically 30 days after the session started; this is done by a clean-up that runs hourly while the app is in use. As soon as the facilitator ends a session, the publicly accessible live file only contains the information that it has ended.

4. Preparing and running meetings

Meetings can be prepared in the studio without signing up; technically, a prepared meeting is called a presentation here and its live run a session. We store the content entered (title, agenda, questions, answer options, speaker notes) and a random edit key, which we only store as a hash. The edit link, with which you open the meeting on another device, contains this key after the # sign; this part of the address is not transmitted when the page is loaded – the browser only sends the key for verification and then stores it in local storage, as when the meeting was created (section 5). In a session, the facilitator can record action items with a responsible person and a due date. Decisions and agreed action items including responsible person and due date are visible to all participants in the publicly accessible live file during the session; after the end of the session it no longer contains them. They belong to the session and are deleted with it. If the facilitator notes an answer to a question, it is also visible to all participants of the session.

Attendance list (optional): The facilitator can add the names of invited people to a presentation, optionally with their role or team, and record in the meeting who is present or excused. These details are entered by the facilitator, not by the participants. They are only visible to the facilitator and in the minutes, never in the public live file, and are not linked to the anonymous entries. The list of the presentation is deleted with the presentation, the attendance of a meeting with the session. Whoever creates a list is responsible for informing the people concerned. Presentations are deleted automatically 12 months after the last change or use. The legal basis is Art. 6(1)(f) GDPR.

5. Storage in the browser

This website does not use cookies. For participants, we store one entry per access code in the browser’s local storage (localStorage): the random technical identifier as well as your own answers, which questions or action items you supported and, if applicable, your rating of the meeting, so that reloading the page does not count you twice and your choice is shown again. Because each access code has its own entry, different meetings cannot be linked; the app automatically deletes entries older than 30 days the next time it is opened. For facilitators, local storage (localStorage) holds the edit and moderation keys, the titles of their own presentations, a flag whether the presenter’s quick guide has been closed and, if used, the most recently used inbox address of an Actarium list and the moderation link of an IcebreakerAI check-in or a Pinnarium board (section 8), so that only this browser can edit and control the presentations; also the meeting folder of a presentation and its sessions (section 8, deleted after 60 days). When your phone switches to a check-in or a board, the browser remembers for this tab only (sessionStorage) that it already switched, so it does not send you away again after you come back. If you change the interface language, the browser also remembers your choice in local storage. This is strictly necessary for the service you have requested (§ 25(2) no. 2 TDDDG). You can delete this data at any time via your browser settings.

6. Protection against misuse

To prevent automated mass requests, we count entries, created presentations and messages sent via the contact form per IP address (entries additionally per technical identifier from section 3). For this, we do not store the IP address in plain text, only as an irreversible hash formed with a secret key, together with the date and a counter; these entries are deleted after two hours during the next automatic clean-up (Art. 6(1)(f) GDPR; legitimate interest in protection against misuse).

7. Contact form and email

If you use the contact form, we process your email address (for the reply), your name if you give it, and your message. In the database of this website, the form only stores the counter for protection against misuse (section 6): the message is sent by email to our mailbox via the mail server of the hosting provider STRATO, with your address as the reply address. If you write an email directly, the same applies to your address and the content.

The purpose is to deal with your request; the legal basis is Art. 6(1)(f) GDPR (legitimate interest in answering enquiries), for contract-related enquiries point (b). The email is deleted once your request has been dealt with and no statutory retention obligations apply.

8. No disclosure, no external services

No analytics or tracking tools and no captchas are used, and no third-party content is loaded. Fonts are served from our own server, QR codes are generated in the browser. Data is not sold, not passed on to third parties and not transferred to countries outside the EU. No automated decision-making or profiling (Art. 22 GDPR) takes place.

If a link to a support platform (e.g. “Buy me a coffee”) is displayed, it is a simple link: only when you click on it are you taken to the provider's website, to which the provider's own privacy policy applies.

The footer and the app switcher link to the sister tools of the workarium ecosystem. Only when you click a link do you visit the other website; its own privacy policy applies there. If Pinnarium or Meetarium hand over a template, it is part of the link after the # sign and is not sent to the server; it is only stored once you accept it as a meeting in the studio (section 4 then applies).

Hand-over to Actarium: In the minutes, the facilitator can hand over selected decisions and action items including responsible person and due date, as well as the title and date of the meeting, to a commitment list of the sister tool Actarium. This only happens on an explicit click. The browser encrypts this data with the list’s public key (end-to-end) and sends it directly to the Actarium server; our server is not involved. Only someone with the team link of the list can open the letter; like with any request, the Actarium server technically sees the IP address, but no content. The privacy policy of Actarium applies to the list. Whoever hands over names of responsible people is responsible for informing the people concerned. If the team has no list yet, “New list in Actarium” opens the sister tool with the same details in the link after the # sign; they reach no server and are only encrypted there, in the browser, after confirmation.

Check-in with IcebreakerAI: If the agenda contains a check-in, the facilitator can create a room in the sister tool IcebreakerAI from the remote. This only happens on an explicit click: the facilitator’s browser sends the title of the agenda item and the content language directly to the IcebreakerAI server and opens its moderation. With the session we only store the name of the tool and the room code until the next agenda item begins or the meeting ends; both are part of the public state of the session so that participants’ phones can switch to the room. Nothing from Votarium is passed on – no answers, no identifier. In the room, the privacy policy of IcebreakerAI applies; you come back via the access code, by which your browser recognises you (section 5).

Board with Pinnarium: If the agenda contains a board item, the facilitator can create a board in the sister tool Pinnarium from the remote in the same way: only on an explicit click, their browser sends the title of the agenda item, the chosen template and the content language directly to the Pinnarium server and opens its moderation; the access code for the way back is only part of the link after the # sign. With the session we only store the name of the tool and the board code until the next agenda item begins or the meeting ends; both are part of the public state of the session so that phones can switch to the board. No answers or identifiers from Votarium are passed on. On the board, the privacy policy of Pinnarium applies; you come back via the access code (section 5).

Review from Actarium: From Actarium’s review mode, the facilitator can hand over completed and open commitments (title, responsible person, due date, status) and the name of the list. They are part of the link after the # sign and are only stored once they are inserted into a meeting as a review slide in the studio; from then on they are content of the presentation (section 4) and visible to participants once the slide is shown.

Meeting folder: If the facilitator comes from a sister tool (e.g. Meetarium), the link after the # sign can contain the meeting’s title, date and completed steps. They are not sent to our server: the browser keeps them for the tab (sessionStorage) and, when the presentation is created, in local storage (section 5), shows them as a bar in the studio, the remote and the minutes and passes them on in the link to the next tool (e.g. Actarium) via “Continue with …”. Participants do not see the folder; answers, names and keys are never part of it.

9. Your rights

You have the following rights vis-à-vis us with regard to your personal data:

Because we store entries without names, we usually cannot attribute them to a person (Art. 11 GDPR). When making a request, please therefore tell us the access code of the session and the wording of your entry.

Right to object (Art. 21 GDPR): Where we process data on the basis of legitimate interests, you may object at any time on grounds relating to your particular situation. To do so, simply contact us informally at the email address given above or via the contact form.

You also have the right to lodge a complaint with a data protection supervisory authority (Art. 77 GDPR), for example at your place of residence or with the authority responsible for us: Der Landesbeauftragte für den Datenschutz Niedersachsen (State Commissioner for Data Protection of Lower Saxony), Prinzenstraße 5, 30159 Hannover.

10. Changes

This policy will be updated if the service or the legal situation changes. The version published here at any given time applies.

Last updated: October 2026