Privacy Policy for PopTask

1.1 Task Data

All tasks, notes, sub-tasks, lists, reminders, and completion history are stored locally on your devices (Mac, iPhone, and iPad) within the app’s sandboxed container. This local data is also shared, on the same device, with PopTask’s own widgets, Live Activity, Control Center controls, and Share Extension through a private App Group container so those features can display and add tasks. PopTask does not upload, sync, or transmit your task data to any external server, except through your own iCloud (Section 3) or when you explicitly enable a third-party integration (Section 5).

1.2 Voice Input (Dictation)

This section is about dictation, the microphone in the compose bar that turns what you say into a task. Pop, the voice assistant, works differently and is described in Section 1.3.

On macOS 26 or later and iOS/iPadOS 26 or later with supported Apple Silicon hardware, voice input is processed entirely on your device using Apple’s on-device speech and Foundation Models. No audio or transcribed text is sent to any PopTask server.

On earlier operating system versions, voice input uses Apple’s built-in on-device speech recognition framework (SFSpeechRecognizer). Audio is processed locally on your device. Depending on your system settings, Apple may process some audio according to Apple’s own privacy policy, but PopTask itself does not transmit, store, or receive any audio data.

1.3 Pop, the Voice Assistant

Pop is an optional voice assistant that comes with the Pop subscription. It is off until you agree to it on a screen in the app that explains what follows, and you can withdraw that consent at any time in the app’s Settings, under AI features.

While a Pop session is open, audio from your microphone is streamed from your device directly to a third-party AI provider’s realtime service over an encrypted connection (TLS), so Pop can understand you, answer with a voice, and turn what you say into tasks. A session opens when you talk to Pop or, if you leave “Start listening when I open PopTask” on, when you open PopTask on your Mac, and it ends when Pop or PopTask is closed. Pop only answers in the language the app is set to.

So that Pop can plan with you, your device also sends that provider, at the start of each session: the current date, time and time zone, your weekend days, the titles and times of your tasks for the next 7 days, the usual times the app has learned for your activities, a short profile derived from your tasks (for example your routines, the names you use, your lists, and what is overdue), and any notes you asked Pop to remember. During a session, when you ask about something in the past, your device looks up matching task titles and sends Pop the results.

The PopTask server (api.poptask.bar) never receives your audio, transcripts, or tasks. It issues a short-lived key for each session and counts the minutes you use against your subscription. To check that you have an active Pop subscription, your device sends it the signed App Store transaction for that subscription, which contains a transaction identifier and dates, not your name or Apple ID.

The provider processes this data only to provide the service. Under its API data policy it is not used to train its models, and it may keep API data for up to 30 days to detect abuse before deleting it.

1.4 AI Features

On macOS 26 or later and iOS/iPadOS 26 or later with supported hardware, AI features (smart suggestions, title cleanup, task breakdown, date and recurrence detection, and follow-up suggestions) run entirely on your device using Apple’s Foundation Models. No task text leaves your device.

On earlier operating system versions, and as a fallback for complex or multilingual input, the specific task text you submit is sent to the PopTask cloud service at api.poptask.bar for processing by a third-party AI provider’s model. All requests are transmitted over HTTPS (TLS 1.2 or higher). The service processes the request in memory and returns a result. No task text, personal data, or request content is logged, stored, sold, or retained on the server or by the AI processor after the response is delivered. The service is hosted in the United States, and the AI provider acts solely as a data processor for this single purpose. Only the task text you are actively adding is ever sent; your task list, history, and identity are not.

1.5 Purchase Information

PopTask uses Apple’s StoreKit framework for in-app purchases and subscriptions. All payment processing is handled entirely by Apple. PopTask does not collect, store, or have access to your payment information, credit card details, billing address, or Apple ID. PopTask receives only an anonymous transaction receipt from Apple that indicates whether a valid purchase exists, so it can unlock Pro features on your devices.

1.6 Push Notification Token

When iCloud sync is enabled, your device registers an Apple Push Notification service (APNs) token with the PopTask sync service so your devices can be signaled when a change is available on another device (see Section 3.3). This token is an opaque identifier issued by Apple. It contains no task content and no personal information, and it is used only to deliver silent, content-free sync signals. Turning off iCloud sync stops this registration.

1.7 Analytics and Tracking

PopTask does not include any third-party analytics, advertising, attribution, or tracking frameworks. I do not collect usage statistics, behavioral data, location data, advertising identifiers, or device fingerprints, and I do not build user profiles. PopTask participates only in Apple’s standard crash reporting through Xcode and App Store Connect. If you have enabled “Share with App Developers” in your device settings, Apple may share anonymized, aggregated crash logs with me. These logs do not contain task content, personal data, or information that identifies you.

1.8 Data I Do Not Collect

For clarity, PopTask does not collect, request, or have access to any of the following: your name, phone number, contacts, photos, precise or coarse location, browsing history, health data, financial or payment data, government identifiers, or biometric data. PopTask does not require you to create an account, and it does not maintain any server-side user database.

1.9 The PopTask Website

The website at poptask.bar is served by Cloudflare, which processes standard request data, such as IP addresses, to deliver and protect the site. The website uses Cloudflare Web Analytics to count visits: which pages are viewed, the site that referred you, and your country, browser, and device type, reported only in aggregate. Cloudflare Web Analytics sets no cookies and does not fingerprint you.

The website also uses Google Analytics 4, provided by Google, to understand how visitors find and use it: the pages you view, the site or link that brought you, how long you stay, and your approximate location (city or country), browser, device type, and screen size. Google Analytics runs in consent mode. Until you choose, and if you decline, it sets no cookies and sends only cookieless measurements that cannot recognise you on a later visit. If you accept in the cookie notice, it sets first-party cookies (such as _ga) to recognise a returning browser. It does not store your full IP address. I have not enabled Google Signals or remarketing audiences, and I do not send Google your name, email address, or anything you type into the contact form. You can change your choice at any time from Cookie settings at the bottom of every page, block cookies in your browser settings, or install Google’s opt-out browser add-on. Google’s use of this data is described in How Google uses information from sites that use its services.

I advertise PopTask with Google Ads. To learn which ads work, the website tells Google Ads when a visitor taps a button that leads to the App Store, and the Google Analytics property is linked to the Google Ads account so visit numbers can be compared with ad clicks. Advertising cookies stay off on this site: Google Ads receives a cookieless measurement, the same consent mode as above, and nothing on the site is used to show you ads elsewhere or to build advertising audiences.

If you send a message through the contact form, your name, email address, and message are delivered to me by email through Resend, an email delivery service, and arrive in my support inbox, which is hosted by Google Workspace. I use your email address only to reply to you.

The limited information described in Section 1 is used only to make the app work as you expect: to store and display your tasks, to interpret the text you type or speak into a scheduled task, to sync your tasks across your own devices, to unlock Pro features and Pop when you have purchased them, to let Pop hear you and plan with you when you have agreed to it, and, if you enable them, to sync with the third-party services you choose. On the website, visit counts are used only to understand how many people visit and which pages they read, and contact form details only to reply to you. I do not use any information for advertising, marketing profiles, resale, or any purpose unrelated to providing the app’s features.

3.1 Local Storage

All app data is stored locally within the app’s sandboxed container on your Mac, iPhone, and iPad. This includes tasks, notes, sub-tasks, lists, reminders, settings, completion history, and preferences. On-device data is protected by the operating system’s standard file protection and by app sandboxing.

3.2 iCloud Sync

PopTask syncs your data across your Mac, iPhone, and iPad through your own iCloud account using Apple’s CloudKit private database. iCloud sync is ON by default, and you can turn it off at any time in PopTask Settings. When iCloud sync is enabled, your tasks are stored in your personal iCloud container and encrypted by Apple. PopTask does not have access to your synced iCloud data; Apple manages the encryption, storage, and access controls. When iCloud sync is disabled, your tasks remain stored locally only and are not synced. Your use of iCloud is also governed by Apple’s privacy policy.

3.3 Real-Time Encrypted Sync Relay

To make your changes appear on your other devices within seconds, rather than waiting on Apple’s background sync (which can take minutes), PopTask also relays each change through the PopTask sync service at api.poptask.bar while iCloud sync is on. This relay is end-to-end encrypted: each change is encrypted on your device with a key that is derived on-device and shared only across your own devices. The PopTask server relays an encrypted blob that it cannot read, holds it only transiently (a few minutes) to pass it between your devices, and never stores it long-term, indexes it, or links it to your identity. Your own iCloud remains the source of truth; the relay only speeds up delivery. Turning off iCloud sync disables the relay entirely.

PopTask includes Home Screen and Lock Screen widgets, a Live Activity and Dynamic Island countdown, Control Center controls, and a Share Extension. These features read your task data from, and write new tasks to, the same private App Group container on your device. They operate entirely on-device and do not transmit data to any external server beyond the iCloud and relay behavior already described in Section 3. The Live Activity may, when iCloud sync is on, receive the same content-free push signal described in Section 1.6 so a countdown can update across your devices; no task content is included in that signal beyond what is needed to display the next task on your own devices.

PopTask offers optional integrations that you can enable in Settings. No integration is enabled by default; you must explicitly turn on each one. These integrations sync task data with third-party services you already use:

Apple Reminders

When enabled, tasks are synced two-way with the Apple Reminders app on your device using Apple’s EventKit framework. Changes you make in either app are reflected in the other. Data stays within the Apple ecosystem and is governed by Apple’s privacy policy.

Apple Calendar

When enabled, tasks with due dates are added to your Apple Calendar using EventKit. As of version 2.3, PopTask also reads events it previously created so that if you edit an event’s time or title in Apple Calendar, the matching task updates to stay in sync. PopTask reads only the events relevant to this sync and does not upload your calendar to any server. Data stays within the Apple ecosystem and is governed by Apple’s privacy policy.

Google Calendar

When enabled, tasks are synced with your Google Calendar account via the Google Calendar API using OAuth 2.0 authentication. PopTask displays an in-app disclosure before your first Google sign-in explaining what data will be accessed and how it will be used. See Section 6 below for full details on how PopTask accesses, uses, stores, and shares Google user data.

Microsoft Calendar

When enabled, tasks are synced two-way with a dedicated “PopTask” calendar in your Microsoft account (Outlook.com, or a work or school account) via the Microsoft Graph API using OAuth 2.0 with PKCE. PopTask requests the Calendars.ReadWrite, offline_access, openid and User.Read permissions: calendar read and write access to create, update, delete and re-read the events that correspond to your tasks and to adopt events you add by hand to the PopTask calendar; a refresh token so the connection survives without signing in again; and your account’s email address, used solely to show which account is connected in Settings.

Task titles, due dates, due times and notes are transmitted to Microsoft’s Graph API for this purpose. Your Microsoft sign-in tokens are stored only on your device, in the Apple Keychain, and are never sent to any PopTask server. To deliver changes made in Outlook to your devices in real time, your device registers a change-notification subscription with Microsoft; PopTask’s server receives those notifications, which contain no calendar content, and uses them only to wake your devices, which then read the change themselves. No Microsoft user data is used for advertising, analytics, or any purpose other than the calendar sync you enabled. Disconnecting in Settings deletes the stored tokens from your device and cancels the subscription, and you can revoke PopTask’s access at any time from your Microsoft account’s app permissions.

PopTask’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.

6.1 Scopes Requested

When you connect your Google account, PopTask requests access to the following OAuth 2.0 scopes:

https://www.googleapis.com/auth/calendar — Read and write access to your Google Calendar. PopTask reads your calendar event list to check for existing synced tasks, and writes, updates, and deletes calendar events when you create, modify, or complete tasks with due dates.

https://www.googleapis.com/auth/userinfo.email — Read access to your email address. Used solely to display which Google account is connected in the app’s Settings screen. Your email address is not stored on any server or transmitted anywhere beyond the initial API response to your device.

6.2 Data Usage

Google Calendar data is used exclusively to sync your PopTask tasks as Google Calendar events. PopTask creates, updates, and deletes calendar events that correspond to your tasks, and reads events to reconcile that sync. Task titles, due dates, due times, and notes are transmitted to Google’s Calendar API for this purpose. No Google user data is used for advertising, analytics, market research, training of AI or machine-learning models, or any purpose other than providing the calendar sync feature you enabled.

6.3 Data Sharing

PopTask does not share Google user data with any third parties. Your Google Calendar content is transmitted only between your device and Google’s servers via the official Google Calendar API; no analytics service or other third party receives or processes it. One exception is described honestly here: to deliver changes you make in Google Calendar to your devices in real time, PopTask’s own server holds a Google refresh token for your account, which it uses only to open, renew and stop a Google Calendar push-notification channel. The notifications Google sends to that server contain no event data; the server uses them only to wake your devices, which then read the change themselves. PopTask’s server never reads, stores or processes your calendar content. PopTask does not sell, rent, or disclose Google user data to anyone.

6.4 Data Storage

Google OAuth tokens (access token and refresh token) are stored locally on your device in the Apple Keychain, encrypted and sandboxed to PopTask. Your connected email address is stored locally in the app’s preferences. The only Google credential held by a PopTask server is the refresh token used for the real-time notification channel described in 6.3; it is stored in an encrypted key-value store, is never used to read calendar content, expires automatically after 90 days without use, and is deleted immediately when you disconnect.

6.5 Data Deletion

You can disconnect your Google account at any time by going to PopTask Settings and choosing “Disconnect Google Calendar.” This immediately deletes all stored OAuth tokens from your device’s Keychain, removes the stored email address, and stops all calendar sync activity. After disconnection, PopTask retains no Google user data. Uninstalling PopTask also removes all locally stored data, including any Google OAuth tokens and cached email, from your device. You can additionally revoke PopTask’s access to your Google account at any time by visiting Google Account Permissions.

PopTask supports Siri and Apple Shortcuts for adding and managing tasks. Siri interactions are processed by Apple according to Apple’s privacy policy. PopTask donates task actions to the Shortcuts framework but does not send any additional data to Apple beyond what is required for Shortcuts functionality.

Because your task data is stored locally and in your own iCloud, it exists only on your devices and in your iCloud account, and it is retained for as long as you keep it there. Deleting a task removes it; deleting the app removes all associated local data, including tasks, preferences, OAuth tokens, and cached settings, from that device.

When AI features use the PopTask cloud service, the submitted task text is processed in memory only and is not logged, cached, or retained after the response is sent. The end-to-end encrypted sync relay retains an unreadable blob for only a few minutes before it expires. For Pop, the PopTask server keeps only a monthly count of minutes used per subscription; your audio and the data described in Section 1.3 go to a third-party AI provider, which may keep API data for up to 30 days to detect abuse before deleting it. Push notification tokens are retained only while they remain valid and are removed when they expire or become invalid. Website visit counts are kept by Cloudflare in aggregate only. Google Analytics data is kept by Google for the period set in my Google Analytics account, at most 14 months, and then deleted. Contact form messages stay in my support inbox until I delete them, and Resend keeps its delivery record of each message for up to 30 days.

I operate PopTask from the Kingdom of Saudi Arabia, and the PopTask cloud service and sync relay are hosted in the United States. If you use the cloud AI fallback, the encrypted sync relay, or Pop, the limited data described above (task text for AI, an unreadable encrypted blob for the relay, or your voice and the planning context described in Section 1.3 for Pop, which goes to a third-party AI provider) may be processed on servers located in the United States. Where required by law, such transfers are made on the basis of your consent to use the feature and are limited to the minimum data necessary. Contact form messages are sent through Resend’s servers in Japan, the website is served from Cloudflare’s global network, and Google Analytics data is processed by Google, including in the United States. Your task data itself continues to reside in your own device storage and your own iCloud account, whose location and safeguards are managed by Apple.

If you are located in the European Economic Area or the United Kingdom, the legal bases on which PopTask processes the limited information described in this policy are: (a) performance of a contract, for processing that is necessary to provide the app’s core features to you; (b) your consent, for optional features you actively choose to enable, such as the cloud AI fallback, the encrypted sync relay, and third-party calendar integrations; (c) your consent, for the Google Analytics cookies you accept in the cookie notice; and (d) legitimate interests, for measuring website visits with Cloudflare Web Analytics and cookieless Google Analytics measurements and for replying to messages you send through the contact form. You may withdraw consent at any time by turning off the relevant feature, which stops the associated processing going forward.

11.1 Access and Deletion

Because PopTask stores all data locally on your devices and in your own iCloud, you have full control over your data at all times. You can view, edit, export (via standard system sharing), or delete any task directly in the app. Uninstalling PopTask permanently deletes all app data from that device.

11.2 European Economic Area and United Kingdom (GDPR)

If you are located in the EEA or the UK, you have the right to access, correct, delete, restrict, or object to the processing of your personal data, and the right to data portability. Because PopTask stores all data locally on your device and in your own iCloud, and does not maintain any user accounts or server-side databases, your data is already under your full control. You also have the right to lodge a complaint with your local data protection authority. You may contact me at the address below with any data-related request.

11.3 California (CCPA/CPRA)

If you are a California resident, you have the right to know what personal information is collected, to request its deletion, to correct inaccurate information, and to opt out of any sale or sharing of personal information. PopTask does not sell or share personal information, does not use it for cross-context behavioral advertising, and does not maintain server-side user profiles or databases. You may contact me at the address below to exercise your rights, and you will not be discriminated against for doing so.

I take reasonable and appropriate measures to protect the limited information PopTask handles. Task data is protected on-device by app sandboxing and operating system file protection. iCloud data is encrypted and managed by Apple. OAuth tokens are stored in the Apple Keychain. All network requests to the PopTask cloud service and sync relay use HTTPS (TLS 1.2 or higher), and the sync relay is additionally end-to-end encrypted so that the server cannot read its contents. No method of storage or transmission is completely secure, and I cannot guarantee absolute security, but I design PopTask to minimize the data at risk by keeping it on your own devices and in your own iCloud whenever possible.

PopTask does not knowingly collect personal information from children under the age of 13 (or the applicable minimum age in your jurisdiction, such as 16 in certain EU member states). The app does not require account creation or personal information to function. If you believe a child has provided personal data through a third-party integration, please contact me and I will take steps to delete it.

I may update this Privacy Policy from time to time to reflect new features, legal requirements, or changes in how the app works. Any changes will be reflected on this page with an updated date at the top. For significant changes, I will update the date and, where possible, note what changed. Your continued use of PopTask after changes take effect constitutes acceptance of the updated policy.

If you have questions about this Privacy Policy or want to exercise any of your data rights, you can reach me at:

support@poptask.bar

poptask.bar/contact