task mafia.

Your crew. Your boundaries.

Task Mafia is published by Richard Moore. This notice explains how we use information when you use our mobile apps, website and connected-assistant tools. For privacy questions or requests, contact hello@taskmafia.com.

Information we use and why

Product feedback and language

The platform owner sees aggregate account and feature-adoption counts and can look up an exact account email for content-free access, connection and notification diagnostics. This does not reveal private task, photo or conversation content. Support cases contain short issue summaries, internal support notes and handling status; do not send sensitive work or credentials. Account-linked cases are included in account exports and removed on account deletion. Resolved or closed cases are removed 90 days after their last update. Access and support-change audit metadata is retained for up to 90 days, with account references anonymised on deletion. Complimentary Crew gifts expire automatically and do not replace paid store subscriptions.

The owner can suspend account sign-in for security, policy or support reasons. Suspension ends server sessions and revokes connected-agent access without deleting tasks or cancelling store subscriptions. Restoration requires a new sign-in and explicit agent reconnection. We retain the current access state, reason category and suspension/restoration timestamps while the account exists; these are included in account exports after restoration and removed on account deletion. Contact hello@taskmafia.com for access, export or deletion help while suspended. Suspension cannot erase information already saved on an offline device or stop work already running in an external agent workspace.

If you send product feedback, we store the title, message, category, status, language, app version and submission time linked to your account. Connected agents may submit their own short observations using an authorised connection. The platform owner can triage submitted feedback, but this does not grant access to your tasks or discussions. Feedback is plain text; no screenshots, task content or logs are automatically attached. Do not include credentials or sensitive work. Feedback and your saved account language preference are included in account exports and removed with account deletion. Abuse quotas retain short-lived per-account counters even if feedback is deleted.

The mobile app stores account-scoped photo drafts and upload queues locally so you can keep using it while a photo uploads. Uploads continue while the app is open and connected. Changed tasks require a new review before attaching. Signing out clears product drafts after saved uploads are finished or removed. A device/browser language preference may remain on that device; interface translations are bundled, with no external translation service. Some advanced help and legal text remains in English.

Connected assistants

Agents can suggest new private lists and changes to a selected list’s name, description, Work/Personal classification or format. We store those suggestions and their review decisions with your account. Only the owner approves them; creating a list never automatically connects it to an agent or changes sharing. Pending suggestions expire after seven days. Suggestion records are included in your account export and deletion.

When you connect an assistant, you choose the lists it may access and whether it can add tasks and propose changes or submit results. Its provider can receive selected list descriptions and work/personal context, permitted tasks, explicitly linked facts and scoped activity. The profile tool returns your opaque Task Mafia account identifier so the client can distinguish connected accounts. It does not return your name or email address.

For delegated agent work, task owners may explicitly assign a task to an eligible connected agent. Short coordination questions and replies are stored privately for that owner and the assigned connection. List sharing alone does not reveal those discussions. An earlier discussion is not automatically shared with a replacement agent. Reports, files, raw source data, credentials and execution logs must stay in the external workspace. Task Mafia stores coordination and optional workspace references; it does not fetch or preview linked work. A task owner can separately allow the assigned agent to store explicitly shared short Markdown documents for that task. These documents and their saved versions are private to the owner and the current assigned agent while its document consent and task access remain valid. Replacement agents do not receive earlier documents. The owner can read historical versions, delete a document and all its active versions, and include them in an account export. Account deletion removes them; the database backup window below still applies. Agents must check documents exclude sensitive information, credentials, raw reports and source records. Automated checks are not guaranteed redaction. Document text is not sent in notifications or made available to platform administrators. Message validation is not guaranteed redaction. These records follow the account export and deletion rules below. Scheduling belongs to the external agent’s host.

We record successful authorised agent-contact timestamps, work-list checks and current task-claim states so you can check your connections. Contact timestamps are limited to one update per minute. Routine checks create no activity-feed entry or notification, and contact tracking stores no tool payloads. The owner sees this metadata for their own connections; other crew members and agents do not receive the owner’s connection roster. It follows account export and deletion.

You may save a short private description of where each connected agent can help. We show it to you when choosing an agent. It is not sent to connected agents or shared-list members, does not grant tools or permissions, and creates no activity entry or notification. It is included in your account export and removed with account deletion. Keep credentials and sensitive workspace details out; validation is not guaranteed redaction.

Connections can report their scheduling, private-progress storage, check-in support and broad capability hints. These are host reports, not proof that an agent has run. Separately recorded checks, handoffs and human completions support connection health and aggregate progress. An optional list rule lets the list owner offer only new tasks they add to a chosen existing agent; it does not expand access. Rule settings are included in account export and deletion. Stalled-work notices contain generic copy and are limited and rechecked before delivery.

Where an explicitly enabled compatible host uses coordination webhooks, we store its selected-list filters, HTTPS callback address, encrypted signing keys, expiry and delivery state. Events contain task/list identifiers and a delegation revision, never task text or discussion messages. We send them only while access and responsibility remain valid. Completed delivery records are removed after seven days; expired or disabled subscriptions and short-lived verification counters are removed after one day by maintenance. Account deletion removes these records. Your export includes subscription settings without keys or callback destinations. The host’s own storage, processing and scheduling follow its practices.

Other lists stay outside that connection's access. New assistant tasks are added directly as open tasks in the lists you permit. Changes to existing tasks and moves require human approval; submitted results await human review. Task Mafia supplies tools and does not operate an AI model or read your private ChatGPT conversation history. Information you send to an assistant and the information it receives from these tools are also subject to that provider's own practices.

Revoke a connection in your Task Mafia account to stop future access. Revocation cannot retract information already received by an assistant provider.

Sharing with people

A task invitation grants access to that task and the context explicitly linked to it. A list invitation grants access to that list and its tasks. When you invite someone, we send their email address, your display name, the list or task title, chosen permissions and an expiring invitation link to Resend to email them. The email does not contain task notes or list descriptions. Choose the role and recipients carefully. Removing access stops future access through that permission; it cannot remove copies someone has already made.

Service providers and hosting

We use Supabase for database hosting, Vercel for the website and API, Resend for sign-in and invitation emails, Firebase and Apple/Google notification services for push delivery, and RevenueCat and the app stores for subscriptions. Google or Apple also processes sign-in when you choose that provider. Sign in with Apple can supply a private relay email address; we keep provider tokens encrypted on the server and revoke Apple access when you delete your account. Connected assistant providers receive information only through connections you authorise.

Our primary database is in North Virginia, United States (us-east-1). API functions and the abuse-prevention Redis database currently run in North Virginia; public website content may be served through Vercel's global CDN. Resend stores email and delivery-log data in the United States. Cloudflare processes verification data through its service. Other providers and people you connect may process information outside your country. Their own notices describe their processing and applicable safeguards.

Photos attached to tasks

You can attach a reference photo and caption to a task. People who can access that task can view them. We resize and re-encode photos to remove embedded image metadata before storing them in our database. Visible content can still be sensitive; choose what you share. Connected agents cannot view a photo unless the task owner explicitly shares that image with agents, and the connection still has access to the task. An authorised agent reading a shared photo sends it to its connected provider. Task Mafia does not run AI image analysis.

Task photos remain while the task/account exists unless removed. Recoverable list trash retains its photos. Removal or account deletion deletes the active image; the database backup window still applies. Photos and captions are included in account exports. Copies already received by people or an agent provider cannot be recalled. Photo uploads require a connection. The mobile app holds open photos and unsaved photo drafts in memory, without adding them to its persistent task cache. Agent deliverables remain in their original workspace; agents cannot upload outputs as task photos.

How long information is kept

Account data and your lists, tasks, linked context, proposals, results and activity remain while your account exists, unless removed through available controls. Deleting a list currently places it in recoverable trash; it is not an immediate permanent purge. We do not currently apply an automatic expiry to that trash or activity history.

Unapproved import previews expire after seven days and are removed by our regular maintenance process. Request retry receipts can remain for up to seven days after a successful write. Completed imports retain their source records and provenance while your account exists; these are included in your data export.

Abuse-prevention Redis counters expire automatically, with the longest counter window lasting up to 48 hours. Cloudflare retains verification information under its own privacy practices.

Permanent account deletion removes the account and its dependent records from our active database. Daily database backups currently provide a seven-day recovery window. Deletion from the active database does not immediately remove an older backup, and the recovery window is not a guarantee of physical erasure from every provider system within seven days.

Our current standard Vercel runtime-log window is one day; Observability Plus is off and no drains are associated with this project. Resend's current Pro plan retains email and delivery-log data for 30 days. Security and billing records held by service providers follow their own retention practices. Apple, Google and RevenueCat may retain transaction records for billing, refunds and legal requirements after you delete your Task Mafia account. Shared copies, exports and information already received by an assistant provider are separate from our active database and cannot be recalled by deleting your account.

Personal archive preferences keep finished tasks out of your own active view; they do not delete shared tasks. Preferences and complimentary Crew access are included in your account export and removed with your account. Platform administration offers aggregate usage, service health and exact account-email lookup for complimentary access. It provides no task, photo or private discussion reader. Access-change audit records contain account references, operation and expiry, remain for up to 90 days, and lose their account references when the account is deleted.

Your controls and requests

Use your account page to export data, review and revoke assistant connections, manage sharing, or permanently delete your account. Account deletion requires your explicit confirmation and cannot be performed by an assistant token. Manage notification permission in your device settings; you can use Task Mafia without push notifications. Cancel a paid subscription through the store where you bought it: deleting your account does not cancel store billing.

You can contact hello@taskmafia.com to request access, correction or deletion, or ask about restricting or objecting to processing. The rights available to you depend on applicable law. Where processing depends on consent, you can withdraw that consent for future processing. You can also raise a concern with your local data protection authority. We may need to verify account ownership before acting on a request.

Audience and changes

Task Mafia is intended for people aged 13 and above. Please do not create an account for someone under 13. Contact us if you believe an under-13 child has provided personal information so we can investigate and address it.

We will update this notice when our practices change. Last updated: 21 October 2026.