ScreenGuideScreenGuide

Privacy Policy

Last updated: March 1, 2026

1. Introduction

ScreenGuide ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data when you use our web-based documentation platform ("Service"). This policy applies to all users worldwide and is designed to comply with the EU General Data Protection Regulation (GDPR), the Swiss Federal Act on Data Protection (nDSG/FADP), and the California Consumer Privacy Act (CCPA), as applicable.

2. Data Controller

ScreenGuide is the data controller responsible for processing your personal data. For any inquiries regarding your data, please contact us at support@screenguide.io.

3. Data We Collect

We collect the following categories of data:

3.1 Account Data

Email address provided during registration. We use passwordless authentication via magic links.

3.2 User Content

Screenshots, images, notes, and other materials you upload to the Service, as well as AI-generated content (step-by-step guides, troubleshooting tips, FAQ entries) created from your uploads.

3.3 Usage Data

Information about how you interact with the Service, including pages visited, features used, timestamps, browser type, operating system, and device information.

3.4 Payment Data

If you subscribe to a paid plan, payment information is collected and processed directly by our third-party payment processor. We do not store your full credit card details. We receive only limited information such as the last four digits of your card, card type, and billing status.

4. How We Use Your Data

We use your data for the following purposes:

  • Providing and operating the Service, including AI-powered content generation
  • Authenticating your identity and managing your account
  • Processing payments and managing subscriptions
  • Sending transactional emails (sign-in links, subscription confirmations, invoices)
  • Responding to support requests
  • Improving the Service and developing new features
  • Complying with legal obligations

5. Legal Basis for Processing (GDPR & nDSG)

We process your personal data on the following legal bases:

  • Contract performance: Processing necessary to provide the Service you have requested (Art. 6(1)(b) GDPR)
  • Legitimate interest: Processing for service improvement, security, and fraud prevention (Art. 6(1)(f) GDPR)
  • Legal obligation: Processing required to comply with applicable laws (Art. 6(1)(c) GDPR)
  • Consent: Where you have given explicit consent for specific processing activities (Art. 6(1)(a) GDPR)

6. Third-Party Service Providers

We engage trusted third-party service providers to help operate the Service. These providers process data on our behalf and are contractually bound to handle your data in accordance with applicable data protection laws. Our service providers fall into the following categories:

  • AI service providers: We use third-party artificial intelligence services to analyze uploaded screenshots and generate documentation content. Your uploaded images and related metadata are transmitted to these providers for processing.
  • Payment processor: Subscription payments are handled by a third-party payment processor that is PCI DSS compliant.
  • Cloud infrastructure: We use cloud hosting providers for data storage and application delivery.
  • Email delivery: Transactional emails are sent through a third-party email service provider.

We do not sell your personal data to any third party.

7. Data Storage and Hosting

Our primary servers and databases are located in Switzerland and Germany. Your data is stored in data centers that comply with European data protection standards and maintain appropriate technical and organizational security measures.

8. International Data Transfers

Some of our third-party service providers, particularly AI processing services, may process data in jurisdictions outside the European Economic Area (EEA) and Switzerland, including the United States. Where such transfers occur, we ensure appropriate safeguards are in place, including:

  • EU-US Data Privacy Framework (where applicable)
  • Standard Contractual Clauses (SCCs) approved by the European Commission
  • Adequacy decisions by the European Commission or the Swiss Federal Data Protection and Information Commissioner (FDPIC)

9. Data Retention

We retain your data as follows:

  • Free accounts: Uploaded content is automatically deleted after 7 days.
  • Paid accounts: Content is retained for the duration of your active subscription.
  • Account data: Retained until you delete your account or request data erasure.
  • Payment records: Retained as required by applicable tax and accounting regulations.

Upon account deletion, we will erase your personal data within 30 days, except where retention is required by law.

10. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

Under GDPR and Swiss nDSG:

  • Right of access: Request a copy of the personal data we hold about you
  • Right to rectification: Request correction of inaccurate personal data
  • Right to erasure: Request deletion of your personal data
  • Right to restriction: Request restriction of processing of your data
  • Right to data portability: Receive your data in a structured, machine-readable format
  • Right to object: Object to processing based on legitimate interest
  • Right to withdraw consent: Withdraw consent at any time where processing is based on consent
  • Right to lodge a complaint: File a complaint with a supervisory authority (e.g., the Swiss FDPIC or your local EU data protection authority)

Under CCPA (California residents):

  • Right to know: Request information about the categories and specific pieces of personal data collected
  • Right to delete: Request deletion of personal data
  • Right to non-discrimination: We will not discriminate against you for exercising your rights
  • Right to opt-out of sale: We do not sell your personal data

To exercise any of these rights, please contact us at support@screenguide.io. You may also delete your account and associated data directly from your account settings. We will respond to your request within 30 days.

11. Cookies and Tracking

We use essential cookies that are strictly necessary for the operation of the Service, such as authentication tokens and language preferences. These cookies do not require consent under GDPR as they are essential for the Service to function. We do not use third-party tracking cookies or advertising cookies.

12. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include encryption in transit (TLS/SSL), encrypted storage, access controls, and regular security reviews. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.

13. Children's Privacy

The Service is not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If we become aware that a child has provided us with personal data, we will take steps to delete such data promptly.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically. Your continued use of the Service after changes are posted constitutes your acceptance of the updated policy.

15. Contact

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us at support@screenguide.io.