The short version: we read your Workspace to build your report and to help you if you talk to us, we never change it, we never keep your task content, and we delete our access as soon as the scan finishes. Everything below is the long version.
- Who is responsible
- DoInbound, LLC d/b/a ZenPilot runs the Grader and is responsible for the data it handles. ZenPilot, and not ClickUp, is responsible for the privacy, security and integrity of everything the Grader reads from your Workspace. ClickUp provides the connection; what happens to the data afterwards is on us. If anything below is not true, or stops being true, that is our problem to fix and our obligation to tell you about.
- What we read
- Connecting authorizes the Grader through ClickUp's OAuth. That authorization is broader than reading, so the limit is ours, and it is a plain one: every call the Grader makes is a read, and there is no code in it that creates, edits, moves or deletes anything in your Workspace. During a scan we read your Workspace structure, your open tasks, tasks closed in the last 120 days, the last 30 days of time entries, your member list, your Custom Field definitions and which ClickUp plan you are on. We use it to build your report. Task titles and descriptions are never stored: we measure how long a description is and discard the words.
- Your report shows results by person: teammates by name and avatar with their own on-time and estimate numbers, plus the names of anyone you left out of time tracking. Anyone you share the link with sees that too, so share it the way you would share any internal performance data.
- We also keep the context a ZenPilot strategist would otherwise have to ask you for on a call: your Space names, your plan, and a list of the people on your Workspace with their names, email addresses, ClickUp roles and last-active dates. Only ZenPilot staff see that list. We never use it to email the people on it, never sell it and never share it.
- We hand access back when we're done
- The access token is encrypted while we hold it and erased as soon as the scan ends, whether it succeeded or failed. An hourly sweep clears anything a scan missed, so no working credential to your Workspace is left sitting in our database. Running a second scan means connecting again, on purpose.
- Your report
- It lives at a private, unguessable link so you can share it, and it stays out of search engines. The link stops working 90 days after the scan. We keep the report, the member list and the scan details behind it after that, so a future scan can be compared with this one, along with your contact record (your name, email, workspace name, grade, and anything you typed when asking for a call). All of it stays until you ask us to remove it.
- Benchmarks
- Each completed scan records one anonymous row: the scores, plus your team size and task count as broad ranges like 10-24 people. It carries no workspace name and no user, nothing in that row points back to you or your report, and the timestamp is rounded to the day. We use it to work out what normal looks like, and we may publish aggregate findings.
- Who else is involved
- Vercel hosts the site, Neon stores the database, Inngest runs the scan, Resend sends our emails, and HubSpot is our CRM. When a scan finishes, the name and email on the ClickUp account that connected go to HubSpot with your workspace name, grade, score, seat count and report link, so we can follow up. Asking for a call, or for a link by email, sends what you typed there too, and call requests are also posted to our team's ClickUp Chat so someone picks them up. All of it is stored in the United States.
- The site also loads Google Analytics, HubSpot, LinkedIn and Meta tracking. These set cookies, measure how the Grader is used, and let us show ads to people who visited. HubSpot’s cookie also attaches the pages you viewed here to your contact record once we have your email. A browser blocker stops all of this and the Grader still works. You can also opt out directly with Google, LinkedIn and Meta.
- Your rights
- We process this data because you asked us to, by connecting and running the scan, and because we have a legitimate interest in following up with people who use our free tool and in understanding how ClickUp Workspaces are used. You can ask for a copy of what we hold, a correction, or deletion at any time, and you can opt out of our emails at any time by replying to one or writing to support@zenpilot.com. If you are in the EU or UK you can also object to processing and complain to your data protection authority. We do not sell personal information.
- Getting it removed
- Email support@zenpilot.com and we will delete your report, your contact record, or both, normally within 10 days, and confirm when it is done. That includes your HubSpot contact. If you are on a Workspace someone else scanned and want your name out of their report or our records, email the same address. Revoking the Grader in ClickUp under Settings, Integrations, App Center cuts off access immediately, though the token is already gone by then. Revoking does not delete your report, so email us if you want that too.
- Changes
- If we change what the Grader reads, keeps or shares, we update this page and the date below in the same release and tell ClickUp. Material changes get a note at the top of this page for 30 days.