Translation. This is an English translation provided for convenience. The Portuguese version is the binding one and prevails in case of any difference.
Kanban Pesquisa (“Kanban Pesquisa”, “we”) is an online service for the administrative management of research projects: teams, tasks, documents, decisions and budget. This Privacy Policy explains what personal data we process, for what, with whom we share it, how long we keep it and how you can exercise your rights, under Brazil’s General Personal Data Protection Law (Law No. 13,709/2018, “LGPD”).
It applies to the website kanbanpesquisa.com.br, to the hub and the projects, to the optional connections and to the support and contact channels. It covers people with authorized access, invited people, members registered by a team and visitors to the public pages. Please also read the Terms of Use.
Summary in plain language
- We do not sell your data. Only if you accept in the cookie notice, the public pages use the Meta Pixel to measure our ads. The hub and the projects are never measured, and project content is never used for advertising.
- You sign in with e-mail and password, with a code or link sent to your e-mail, with Google or with Microsoft. We do not store the password or the code, only a cryptographic digest of them.
- Signing in with Google or Microsoft only serves to confirm your identity, name and e-mail. Kanban does not access your e-mail, your contacts or your files; Google Drive is used only if you make a separate connection.
- Anyone can create an account, but a new account does not give access to real projects. Each project has its own team, and permissions are checked on the server for every read, change or export.
- Kanban Pesquisa does not use artificial intelligence and does not use project content to train models. External assistants only receive data when you connect them.
- PDFs attached to projects are kept in private, encrypted storage, and only the project team opens them. For references with a DOI, we look for a free and legal version of the article using only the article’s DOI and title; paywalled articles are never downloaded.
- Record only administrative data. Do not include data about research participants, interviews, individual answers or clinical information.
- You can request access, correction, deletion and exercise your other rights by writing to suporte@kanbanpesquisa.com.br.
1. Who is responsible for your data
Kanban Pesquisa plays different roles depending on the origin and purpose of the data:
- As controller: we decide how to process the data needed for the service to work, such as account and sign-in, invitations, sessions, security, support, administrative notices, e-mail preferences and connections you authorize.
- On behalf of teams: the content of each project (tasks, comments, documents, decisions, budget and registered members) is defined by the team, represented by the project administrators, or by the institution it answers to. In these cases, we generally act as processor and process the data to provide the service, according to the settings and permissions defined by the team.
If you are part of a project or are mentioned in one: requests about project content may be addressed to the project administrators or to our privacy channel. When the request involves the team’s shared records, we may consult the administrators before handling it, without prejudice to your rights.
2. What data we process and where it comes from
2.1 Data needed for the service to work
| Category | Examples and origin |
|---|---|
| Account and access | Name, e-mail and the date of its confirmation, a cryptographic digest of the password (if you create one), the identifier of your Google or Microsoft account (if you use it), academic role and role in each project. Origin: sign-up done by you, sign-in with Google or Microsoft and registration done by the team. |
| Profile | Institution and role, short bio and the links you choose to show, such as the Lattes CV, ORCID, Google Scholar or a social network. They are optional, stored encrypted, and only people who take part in the same projects as you can see them. Origin: provided by you on your account page. |
| Invitations | E-mail of the invited person, destination hub or project, who invited, validity and use of the invitation. Origin: administrators who send the invitation. |
| Session and security | Cryptographic digests of session identifiers and of access, confirmation and password-reset links, with their creation and expiry dates; the date and time of your last access, recorded at most once an hour; counters of sign-in attempts and link requests, identified by cryptographic digests of the e-mail and IP address used; technical records of e-mail sending. The IP address is not stored in plain text. Origin: generated automatically during use. |
| Support and requests | Name, e-mail, subject, message and delivery result of support messages; name, description and notes of requests for new projects. Origin: provided by you. |
| Preferences | Choices about optional e-mails, time zone, how far in advance deadline notices arrive and the language of task notices (that of the page where you saved the preferences). Theme, browsing mode and the site’s language are stored in your browser. Origin: provided by you. |
| Authorized connections | Projects and permissions chosen for ChatGPT, Work, Codex, Claude or Zapier, the Google Drive renewal authorization and, for Zotero, the access key, the user name and the account number. Origin: provided by you when authorizing each connection and by the connected service. |
| Sign-up origin | Name of the source, medium and campaign through which you reached the site (for example, “instagram” and “kanban-1-minuto”), when the promotional link carried these tags, and your answer to the welcome question “How did you find Kanban?” (Instagram, referral, Google, supervisor or other), if you answer it. Origin: the address of the link you opened in the 30 days before creating the account and the answer you give. It is kept with your account and is not sent to third parties. |
| Ad measurement (only with consent) | Public page visited, date and time, IP address, browser, Meta cookie identifiers and, when sign-up is confirmed, the e-mail and the account identifier as a cryptographic digest (SHA-256). Origin: your browser and our server, after you accept advertising in the cookie notice. This data is not stored in Kanban: it is sent to Meta. |
2.2 Project content, processed on behalf of teams
| Category | Examples |
|---|---|
| Team | Names, academic roles, permissions and e-mails of linked accounts, visible to the project’s authorized members. |
| Tasks and comments | Titles, descriptions, owners, deadlines, priorities, checklists and comments. |
| Documents and decisions | External links, minutes, decisions, follow-ups and bibliographic references, including those imported from files or from Zotero, with their tags and notes. For Google Drive files we keep only the identifier, title, type and link. |
| PDF files | PDFs of documents and references, uploaded by the team or obtained in the open access search, with the original file name and the address it came from. Other file types are not accepted. Kanban stores and delivers the PDFs without reading or analyzing their content. |
| Budget | Categories, planned and actual amounts and entries. |
| History and notifications | Record of who created, changed or commented, including changes made by connections, and in-app notices of assignment, comment and deadline. |
Kanban Pesquisa is meant for administrative data. We do not ask for sensitive personal data and do not process it intentionally. Do not record participant registrations, interviews, individual answers, recordings, clinical information or any data that identifies research participants, including in attached PDFs. The example project, open to visitors, contains only fictional characters and data.
3. What we use the data for and on what legal basis
We process personal data only for legitimate, specific and informed purposes, on the following legal bases:
| Purpose | Legal basis (LGPD) |
|---|---|
| Create and maintain your account, confirm your e-mail, authenticate access (password, code or link by e-mail, Google or Microsoft), reset the password and provide the hub and the projects | Performance of contract (art. 7, V) |
| Check permissions, protect sessions, limit sign-in attempts and link requests, block automated access to the access forms, prevent improper access and investigate failures | Legitimate interest (art. 7, IX) and performance of contract |
| Send access messages (e-mail confirmation, access link and password reset), invitations and notices of inclusion in projects | Performance of contract (art. 7, V) |
| Notify the service administration about invitations to the hub and requests for new projects | Legitimate interest (art. 7, IX) |
| Let the service administration view the list of accounts, to provide support, look after security and follow each account's use of its plan | Legitimate interest (art. 7, IX) |
| Answer support messages and requests about your data | Performance of contract and compliance with a legal obligation (art. 7, II) |
| Send e-mail notices about assigned tasks, urgent tasks and approaching deadlines, which can be turned off at any time | Performance of contract (art. 7, V) |
| Send Kanban news e-mails | Consent (art. 7, I), which can be withdrawn at any time |
| Know which promotions bring new accounts, counting sign-ups by campaign and by the answer to “How did you find Kanban?” | Legitimate interest (art. 7, IX) |
| Measure the results of our ads on Meta: visits to the public pages and account creation | Consent (art. 7, I), given in the cookie notice and revocable at any time with the “Cookies” button |
| Operate the connections with ChatGPT, Work, Codex, Claude, Zapier, Google Drive and Zotero and look up DOIs on Crossref, when you request it | Performance of contract, with your authorization for each connection |
| Store the PDFs attached to projects and, on the plans that include the search, look for open access versions of references with a DOI | Performance of contract (art. 7, V) |
| Comply with legal obligations, respond to authorities and defend rights | Legal obligation (art. 7, II) and regular exercise of rights (art. 7, VI) |
When we rely on legitimate interest, we limit processing to what is necessary and take your rights and expectations into account. You can object to this processing through the channel indicated in section 16.
4. Artificial intelligence and your data
Kanban Pesquisa does not include artificial intelligence features. We do not use project content to analyze people, generate text or train models.
Connections with ChatGPT, Work, Codex and Claude
The connection is optional and individual. When authorizing it, you choose whether it covers all your projects, including the ones you create or join later (the option selected by default), or only the projects you check, and whether the application may only view or also edit. The example project is only included if you choose it. ChatGPT, Work and Codex belong to OpenAI; Claude and Claude Code, to Anthropic. The connection works the same way in all of them.
- When a tool is used, the records needed to answer your request are sent to the connected application and the assistant. From then on, that processing also follows the terms and privacy policy of the application’s provider: the OpenAI Privacy Policy or the Anthropic Privacy Policy.
- Kanban does not receive your conversations with the assistant. It only receives the requests the assistant makes to the tools, such as the project to look up or the title of a task to create. Requests that change a project are recorded in its history.
- In applications that show panels, the data in the answer also appears in a Kanban panel inside the conversation. The panel fetches nothing from other addresses and only changes the project when you click to apply a review of changes.
- Project permissions are still checked on the server. The example project remains read-only.
- The authorization expires in 90 days and can be revoked at any time in Integrations. Signing out of the website does not revoke a connection you authorized for use while the website is closed.
- Access tokens last up to one hour and are renewed with rotating tokens. The database stores only their cryptographic digests.
- Changes made by the connection appear in the history as performed via the MCP integration. Reviews of batch changes are kept for up to 15 minutes, tied to your connection.
- Requesting and following new projects requires a separate authorization. The assistant only looks up requests made by you, and creation still depends on the approval of the hub administrators.
Connection with Zapier
Zapier, from Zapier Inc., is a service that automates tasks between applications. The connection works like the ones above: it is optional and individual, you choose the projects and whether it may only view or also edit, it lasts up to 90 days and can be revoked in Integrations. The difference is that the automations you build in Zapier act on their own, without a conversation: they check the tasks of the chosen projects from time to time and make the changes you configured, without asking for confirmation each time. The data an automation reads from Kanban may be sent to the other applications you link to it in Zapier. From then on, that processing follows the Zapier Privacy Policy and those of the chosen applications.
5. Google Drive, Zotero, reference lookup and PDFs
Google Drive
The Drive connection is separate from sign-in and depends on your authorization. It lets you pick files and create documents, spreadsheets and presentations in your Google account. Kanban receives the file’s identifier, title and type, without copying its content. When you save the link, this data and the link become available to the project’s authorized members; access to the file remains subject to the sharing set in Google Drive.
To keep the connection between visits, we store on the server a renewal authorization, encrypted and tied to your account. It is used only when you request an operation; we do not examine your Drive in the background. The file picker’s temporary token stays only in the browser’s memory. Disconnecting removes the stored authorization and asks Google to revoke it, keeping the links already saved. You can also revoke access in your Google account settings. See the Google Privacy Policy.
Zotero
You make the Zotero connection yourself, in the reference import, and it applies only to your account. Kanban asks Zotero for read-only permission: to your personal library, including notes, and to the libraries of the groups you belong to. Nothing is written to Zotero. Libraries and collections are read when you open the import, and only the items you review and import enter the project, with their tags and notes; attachments are left out.
The Zotero access key and user name are stored on the server, encrypted and tied to your account; the key is never shown in the browser or to other members. Disconnecting deletes the connection and asks Zotero to revoke the key; you can also revoke it in your Zotero account settings. See the Zotero Privacy Policy.
DOI lookup
When you select Look up on Crossref, the server sends Crossref only the DOI entered, to obtain public bibliographic metadata. Your name, your e-mail and the project content are not sent. You can also register a reference manually, without an external lookup.
Project PDFs
Members with the administrator or member role can attach a PDF of up to 50 MB to each document or reference. All project members, including viewers, can open these files, always through Kanban, which checks the permission on every access. The PDFs are kept in private storage with the same cloud provider that hosts the database, each one encrypted with its own key; the file name and the source address are also stored encrypted.
On the plans that include the open access PDF search, which is not part of the free plan, Kanban looks for an open access version of the article in public databases for references with a DOI, when the reference is saved or imported or when someone on the team asks for the search, and, when it finds one, stores the PDF with the license reported. In this search, the server sends only public bibliographic data of the reference (the DOI and, to a preprint database, the title) and visits the public article pages those databases point to; your name, your e-mail and the project content are not sent. Paywalled articles are never downloaded. The automatic search is on by default and can be turned off by the project administration in Settings › Preferences.
6. Who we share data with
We do not sell personal data. Sharing happens only in the situations below, to the extent necessary:
- Project team: authorized members see the project content and the e-mails of the accounts linked to the team, according to each role’s permissions, and the profile each person filled in (role, short bio and links). An invitation to the hub does not give access to private projects.
- Service administration: receives notices of invitations to the hub, with the identification of who invited and the name and e-mail of the invited person, and of requests for new projects, with the name, e-mail and purpose of the request. These notices depend on the e-mail service being enabled. It can also view the list of accounts: name, e-mail, the linked ways to sign in and the address of each, how and when the account was created, the last access, the open sessions and the use of the plan (how many own projects and how much PDF storage). The list does not show the content or the names of projects, nor the affiliation, bio and links of the profile.
- Infrastructure providers: cloud services that host the website, the database and the project PDFs and an e-mail sending service, which process data to keep Kanban running. The up-to-date list of these providers is given to anyone who requests it through the channel in section 16.
- Google: processes sign-in, if you sign in with Google, and, if you make the connection, the operations in Google Drive.
- Microsoft: processes sign-in, if you sign in with a personal, work or school Microsoft account.
- Zotero: if you make the connection, receives the requests to read your library, made with your access key, and the revocation request when you disconnect.
- Applications you connect: receive the records needed for each request, as described in section 4.
- Crossref: receives only the DOI entered in a lookup.
- Public open access article databases: receive only the DOI or the title of references, in the open access PDF search.
- Meta Platforms: only if you accept advertising in the cookie notice, receives the ad measurement data described in section 11, so that we can know which ads brought visits and sign-ups. Hub and project content is never sent. At Meta, this processing also follows the Meta Privacy Policy.
- Authorities: under a legal or regulatory obligation or court order, limited to what is strictly necessary.
7. International transfer
Kanban’s database is in a data center in the United States, and the project PDFs are in storage in North America. The website is delivered by a global network of servers, which may process each visit in the country closest to you. Google, Zotero, Crossref, Meta (when you accept advertising), the e-mail sending service and the connected applications, such as those of OpenAI and Anthropic, may also process data outside Brazil. We use these services only to the extent needed for the features described in this Policy. In these cases, processing also follows each provider’s safeguards and policies.
8. How we protect your data
We adopt technical measures proportionate to the risks of processing, including:
- Permissions checked on the server for reading, changing and exporting, project by project. Taking part in one project does not give access to the others.
- Separation between hub administration and project administration: administering the hub does not grant reading of project content.
- HTTPS connection and session cookies inaccessible to the page’s scripts, lasting at most 12 hours, or 180 days if you tick “Keep me signed in”.
- Passwords stored only as an Argon2id digest, with a random value of its own for each password. The password itself is not stored.
- Temporary, progressive lockout after wrong passwords and a limit on link requests per e-mail and per IP address.
- Anti-bot check on sign-up, sign-in and password reset, done by the cloud provider with technical browser signals and the IP address. It does not read what you type in the forms and only asks for an interaction when in doubt.
- Single-use, short-lived access, confirmation and reset links. Resetting or changing the password ends the other sessions, and the My account page lets you sign out of all devices.
- Session identifiers, access links, connection tokens and unsubscribe links stored only as cryptographic digests.
- Google Drive renewal authorization and Zotero access key encrypted on the server.
- PDFs in private storage, encrypted with one key per file and delivered only to project members, after the permission check.
- Protection against forged requests and revision control, which prevents one change from overwriting another without warning.
- Optional e-mails without task titles, descriptions or comments.
No system is completely immune to failures. Application permissions do not prevent technical access by those who operate the infrastructure; that access is reserved for maintenance, security, support and compliance with legal obligations. You also contribute to security by using a password exclusive to Kanban, protecting your e-mail and your Google account, turning on two-step verification where available and signing out of Kanban on shared devices.
9. Security incidents
If we confirm an incident that may cause relevant risk or harm to data subjects, we will take measures to contain, investigate and fix the problem and will notify Brazil’s National Data Protection Authority (ANPD) and the people affected, in the form and within the deadlines of the regulations. When the incident involves a project’s content, we will also notify its administrators.
10. Your rights and how to exercise them
Under art. 18 of the LGPD, you can request, free of charge:
- Confirmation that we process your data and access to it.
- Correction of incomplete, inaccurate or outdated data.
- Anonymization, blocking or deletion of unnecessary or excessive data or data processed in breach of the LGPD.
- Portability of the data, according to the ANPD’s regulations.
- Deletion of data processed on the basis of your consent.
- Information about the entities we share your data with.
- Information about the possibility of not consenting and its consequences, and withdrawal of consent.
- Objection to processing carried out without consent, in case of non-compliance with the LGPD.
- Review of decisions made solely on the basis of automated processing, under art. 20 and section 13.
How to request
Write to suporte@kanbanpesquisa.com.br, preferably from your account’s e-mail, describing the request. To protect your data, we may ask for additional information to confirm your identity before handling it. We will reply within the deadlines of the LGPD and the ANPD’s regulations.
Some requests can be resolved in Kanban itself: members with permission can correct or remove records, and everyone can export tasks and budget to CSV and administrative records to JSON. E-mail preferences can be changed at any time. In My account, you can change or set the password, link or unlink Google and sign out of all devices.
Limits
A project’s tasks, comments and history are also part of the team’s memory. Deletion requests involving these records will be assessed with the project administrators and may result in anonymization instead of deletion. Data needed to comply with legal obligations or to defend rights may be kept for the applicable period. Deleting the access data ends your participation in the hub and the projects.
You can also file a complaint with the ANPD.
11. Cookies and browser storage
| Type | Purpose and duration |
|---|---|
| Essential | Keep your session (up to 12 hours, or 180 days with “Keep me signed in”) and protect the sign-in step with Google or Microsoft (5 minutes) and the confirmation of connections with applications (10 minutes). When you tick “Keep me signed in”, a cookie keeps that choice until sign-in ends (10 minutes). They cannot be read by the page’s scripts and are needed for access. |
| Preferences | One cookie remembers whether the sidebar is open (7 days), another keeps your choice in the cookie notice (6 months) and a third keeps the site’s language (1 year), when you choose it in the switcher, sign in or sign up from a page in English, or go from one to the hub. The browser’s local storage keeps the theme and browsing mode until you clear the site’s data. |
| Visit origin | When you reach a public page through a promotional link with campaign tags, a cookie keeps only the source and campaign names for 30 days, so we can record where the account came from if you sign up. It does not identify you, cannot be read by the page’s scripts and is not sent to third parties. |
| Advertising (Meta) | Only with your consent and only on the public pages (home, pricing, sign-up, frequently asked questions, contact, informational pages and legal documents, in Portuguese and English), never in the hub, the projects or your account. The Meta Pixel sets the _fbp cookie, a browser identifier, and _fbc, a click identifier when you arrive from an ad, both for up to 90 days. The same visits and the sign-up confirmation are also sent by our server to Meta (Conversions API), with the IP address, the browser and, at sign-up, the e-mail and the account identifier as a cryptographic digest. Automatic collection of clicks and form fields is turned off. |
| Browsing analytics | Not used. Kanban does not install visitor analytics tools. |
In the cookie notice, you choose between “Accept” and “Essential only”. Declining changes nothing in your use of Kanban. The choice lasts 6 months and can be changed at any time with the “Cookies” button: when you withdraw it, sending to Meta stops and the _fbp and _fbc cookies are deleted from this site. Data already sent stays with Meta, according to its policy. You can also delete the site’s cookies and data in your browser settings; deleting the essential cookies ends your session.
12. How long we keep the data
We keep data for as long as needed for the purposes of this Policy:
| Data | Period |
|---|---|
| Sign-in session | Up to 12 hours, or up to 180 days with “Keep me signed in”; it ends when you sign out. |
| Last access | While the account exists. Each new access replaces the previous one. |
| Access, confirmation and password-reset links | Single use. Valid for 15 minutes (access), 48 hours (e-mail confirmation) or 30 minutes (reset) and deleted after they expire. Signing in invalidates the unused links of the same e-mail. |
| Counters of sign-in attempts and link requests | Up to 24 hours after the last attempt or until the end of a lockout, whichever comes last. Each lockout lasts at most 24 hours. |
| Temporary steps of sign-in and connection authorization | Expire within 5 to 10 minutes; expired records are removed by the system. |
| Invitations | Valid for 7 days and for a single use. The record remains for the team’s control. |
| Connections with ChatGPT, Work, Codex, Claude and Zapier | Up to 90 days or until revoked. Access tokens last up to 1 hour; batch reviews, up to 15 minutes. |
| Google Drive connection | Until you disconnect or Google revokes the authorization. File links already saved remain in the project. |
| Zotero connection | Until you disconnect, until Zotero rejects the key or until your account is deleted. References already imported remain in the project. |
| News unsubscribe links | Valid for 180 days. |
| Sign-up origin | While the account exists. It is deleted with the account. |
| Project content, history and notifications | While the project exists or until removed by the team, according to the permissions. Deactivating a member preserves their records in the project. |
| Project PDFs | While the document or reference exists. Removing the PDF, deleting the record or permanently deleting an archived project erases the file from storage shortly afterwards. |
| Account and access links | While the account exists, or until a deletion request, subject to the limits in section 10. |
| Support messages and e-mail sending records | For as long as needed to follow up on requests, for the security of the service and to defend rights. |
| Ad measurement | Not stored in Kanban; Meta keeps the data according to its policy. The _fbp and _fbc cookies last up to 90 days, and your choice in the cookie notice, 6 months. |
Exported files, messages already delivered to mailboxes and copies made outside Kanban are not reached by deletion in the service.
13. Automated decisions
Kanban Pesquisa does not make decisions based solely on automated processing that affect your interests. Automatic processes are limited to technical functions, such as ending expired sessions, temporarily blocking sign-in after wrong passwords, calculating deadlines, looking for open access versions of references and selecting optional e-mails according to your preferences. If you believe an automated decision affected your interests, you can request its review, under art. 20 of the LGPD.
14. E-mail communications
We send messages needed for access, such as e-mail confirmation, access links, password reset, invitations and notices of inclusion in projects. Notices about assigned tasks, urgent tasks and approaching deadlines start turned on and can be turned off at any time in your preferences, for the whole account or per project. Kanban news stays off until you turn it on. Each news message has an unsubscribe link, which does not affect access and security messages. Optional e-mails do not include task titles or content. All sending depends on the e-mail service being enabled.
15. Children and teenagers
Kanban Pesquisa is meant for research teams and is not directed at children. Do not record data about research participants in the projects, including children and teenagers. If you believe a child’s data was included improperly, write to the privacy channel so that we can remove it.
16. Privacy channel and contact
To exercise your rights, ask questions about this Policy or deal with any data protection matter, write to suporte@kanbanpesquisa.com.br. For feedback and proposals, use contato@kanbanpesquisa.com.br.
17. Changes to this Policy
We may update this Policy to reflect changes in Kanban, in the law or in our practices. The date at the top of the page shows the version in force. Relevant changes will be communicated with reasonable advance notice, through a notice on the website or by e-mail.
18. Applicable law
This Policy is governed by the laws of Brazil, in particular the LGPD and the Brazilian Internet Civil Framework (Law No. 12,965/2014). Nothing in it excludes rights the law grants to the data subject, including the right to go to the court of their domicile where provided by law.
Kanban Pesquisa · kanbanpesquisa.com.br · suporte@kanbanpesquisa.com.br