Privacy Policy

Who we are

ChalkHR is a brand of SmallCloud Technologies. When this policy refers to "we", "us", or "our", it means SmallCloud Technologies, operating as ChalkHR.

ChalkHR provides apps for Microsoft Teams, starting with ChalkHR Polls — a poll and survey tool that runs inside Teams and on the web at polls.chalkhr.com.

What data we collect

We collect the minimum information needed to provide the service:

• Identity data from Microsoft Entra ID — When you sign in through Teams or the web, Microsoft provides us your name, email address, Microsoft tenant ID, and user object ID. We do not collect or store your password.
• Poll content — Questions, answer options, and votes that you create or cast within ChalkHR Polls.
• Bot interaction data — When the ChalkHR bot is installed in a Teams channel or chat, we store the conversation reference so we can send poll cards and updates.
• Usage preferences — Any settings you configure within the app (e.g., notification preferences).

We do not collect analytics, tracking cookies, device fingerprints, or any data beyond what is listed above.

How we use your data

• To provide the service — Authenticate you, display your polls, record votes, and deliver bot messages in Teams.
• To enforce plan limits — Track usage against your organization's plan (free or paid).
• To send proactive messages — Deliver poll reminders, results, and recurring poll instances via the Teams bot.

We do not use your data for advertising, profiling, or any purpose unrelated to providing ChalkHR services.

Data storage and security

Your data is stored in a database hosted by PlanetScale. The application runs on Cloudflare. All connections use TLS encryption in transit.

Data is organized by Microsoft tenant ID, ensuring each organization's data is logically separated.

Data location: Application infrastructure runs on Cloudflare's global edge network. Database storage is hosted in the United States.

Data sharing and subprocessors

We do not sell, rent, or share your personal data with third parties. We do not use your data for advertising or marketing purposes. Your data is only processed by the following subprocessors:

• Cloudflare (United States) — Cloud infrastructure and content delivery. Privacy policy
• PlanetScale (United States) — Database hosting. Privacy policy
• Microsoft (United States) — Authentication via Entra ID and Teams bot framework. Privacy policy

These providers process data solely to deliver infrastructure services and are bound by their own privacy and data processing commitments. We will update this list if we add new subprocessors.

International data transfers

Our infrastructure is hosted in the United States. If you access ChalkHR from outside the United States, your data will be transferred to and processed in the United States. By using the Service, you consent to this transfer. We rely on our subprocessors' data processing agreements and standard contractual clauses to safeguard data transferred from the EU/EEA/UK.

If your organization requires a Data Processing Agreement (DPA), contact us at privacy@chalkhr.com.

Cookies and tracking

ChalkHR does not use cookies, analytics trackers, pixel tags, or similar tracking technologies. We do not use Google Analytics, advertising pixels, or any third-party tracking scripts.

Authentication state is managed through Microsoft Entra ID tokens, not cookies. No information is stored in your browser's cookie storage by ChalkHR.

Notice to end users

ChalkHR is designed for use by organizations. When your employer or organization installs ChalkHR in Microsoft Teams, your organization's administrator controls:

• Who can access ChalkHR within the organization
• Whether the ChalkHR bot is available in specific channels or chats
• Whether to uninstall ChalkHR, which removes the organization's access

If you have questions about your organization's use of ChalkHR, please contact your Teams administrator first. For data requests that your administrator cannot resolve, contact us directly.

Data retention

We retain your data for as long as your organization uses ChalkHR. Poll data (questions, options, votes) is kept until the poll is deleted by its creator or your organization stops using the service.

If you uninstall the ChalkHR bot from Teams, we remove the associated conversation references. If your organization requests full data deletion, we will delete all data associated with your tenant ID.

Your rights

You have the right to:

• Access your data — request a copy of all data we hold about you or your organization.
• Correct inaccurate data — your name and email are synced from Microsoft Entra ID on each sign-in.
• Delete your data — request deletion of your account or your organization's data.
• Export your data — request a machine-readable export of your poll data.

To exercise any of these rights, contact us at the address below.

California residents (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with additional rights:

• Right to know — You may request the categories and specific pieces of personal information we have collected about you.
• Right to delete — You may request deletion of your personal information.
• Right to non-discrimination — We will not discriminate against you for exercising your CCPA rights.
• No sale of personal information — We do not sell, and have never sold, personal information to third parties.

To exercise these rights, contact privacy@chalkhr.com. We will respond within 45 days as required by the CCPA.

Anonymous polls

When a poll is created as "anonymous", voter identities are not displayed to other users. However, vote records are still stored with user IDs internally for deduplication (one vote per user). We do not expose anonymous voter identities through the UI or API.

Children's privacy

ChalkHR is a workplace tool designed for use by organizations with Microsoft Teams. We do not knowingly collect data from children under 16. If you believe a child has provided us with personal data, contact us and we will delete it.

Changes to this policy

We may update this policy from time to time. We will update the "last updated" date at the top of this page. For significant changes, we will notify affected organizations through the app or Teams bot.

Contact

For privacy questions, data requests, or concerns:

SmallCloud Technologies
Email: privacy@chalkhr.com