1. Who we are
ESSENCE Retention (“we”, “us”, “our”) provides the Essence Retention app. The app is a private workspace for retention work: reviewing email and SMS campaigns, automated flows, and account changes, and seeing how that work is performing.
Two kinds of people use it. ESSENCE staff run the work. Contacts at a brand we work with review and approve that brand’s work, and see that brand’s results. A brand contact only sees their own brand.
ESSENCE Retention
34 Glencairn Lawn
The Gallops, Leopardstown
Dublin 18, Ireland
2. The short version
- We use your name, email, and account so you can sign in and see the work you are allowed to see.
- Comments, approvals, and files you add are stored so the brand and ESSENCE can work on the same campaign.
- Photos and the camera are used only when you choose to attach an image. We do not scan your photo library.
- If you allow notifications, we store a push token for that device so we can tell you about mentions, reviews, comments, and decisions. Signing out removes it.
- Results and list-growth figures are the brand’s own marketing data, shown to people authorized on that brand.
- We do not sell personal information. The app does not show ads, and it does not track you across other companies’ apps or websites.
3. Information the app uses
Account
You do not register a new account inside the app. ESSENCE creates the account and invites you. You sign in with your email and a password, or with a one-time link we email you. Opening that link in the app signs you in. We do not read your other email.
We process:
- Your name and email address.
- Whether you are ESSENCE staff or a contact at a brand, and which brand and workspace you belong to.
- A session on the device, so you stay signed in. A copy of your profile is cached on the device so the app can open without waiting on the network.
Work you add in the app
Depending on your role, this can include task and campaign titles, briefs, email and SMS copy, comments, @mentions, approval and withdrawal decisions, and notes about who a campaign is for and when it sends.
Comments can include photos or files you attach, including PDFs. Photos taken on an iPhone as HEIC are converted to JPEG on the device before they are uploaded. Files go to our storage and are attached to the task, so the people on that task can see them. We do not use them to train advertising profiles.
Photos and camera
If you allow it, the app can use your photo library to attach design previews and screenshots to a task, and the camera to attach a screenshot. Access happens when you tap to attach something. The app does not upload your library in the background.
Notifications
If you allow notifications, we collect an Expo push token for that device and whether it is iOS or Android, and we link the token to your account. We use it to send notifications about your work, such as a mention, a request to review, a comment, a decision, or a withdrawn approval. The same events also appear in the in-app inbox.
You can turn notifications off in your phone’s settings. Signing out of the app asks us to unlink that device’s token. If you do not allow notifications, the rest of the app still works.
Brand performance
For a brand with Klaviyo connected, the app shows that brand’s recent email and SMS results: campaign and flow revenue, open rates, and the period those numbers cover. When planning a send, authorized people can also see audience names from that brand’s Klaviyo account, whether a send uses each recipient’s local time, and an estimated recipient count.
For a brand with an ESSENCE storefront signup form, the app shows aggregated list growth: form views, starts, email signups, SMS opt-ins, and how those counts change over time. It shows counts, not a list of individual shoppers.
This is the brand’s marketing data. It is shown only to ESSENCE staff and to contacts authorized for that brand. The last results may be stored on the device so the screen can open immediately. A failed refresh keeps those numbers on screen rather than replacing them with an error.
Stored on your device
The app stores your theme choice (light, dark, or match the phone), the cached profile, cached results for the brand you last viewed, and cached images of designs you have opened. These stay on the phone until you delete the app. Signing out ends the session and unlinks push. It does not wipe every file the app has cached.
What we do not collect in the app
- We do not collect your location.
- We do not read your contacts, calendars, or microphone.
- We do not use an advertising identifier, and we do not track you across apps or websites owned by other companies.
- The app does not include a third-party analytics or crash-reporting SDK.
4. Why we use it
- To sign you in and show you only the brands and tasks you are allowed to see.
- To let a brand and ESSENCE review campaigns, flows, and account changes, including comments and files.
- To notify you when something in that work needs you.
- To show a brand’s Klaviyo results and, where the brand has a storefront form, aggregated signup counts.
- To keep the app reliable: sessions, on-device cache, and app updates.
- To respond to support and privacy requests.
We do not sell personal information. We do not use app data to advertise to you, and we do not share it with data brokers.
5. Legal bases
Where the GDPR applies, we rely on:
- Contract (Article 6(1)(b)): providing the app to our staff and to brand contacts as part of the retention engagement.
- Legitimate interests (Article 6(1)(f)): keeping the service secure, limiting each person to their own brand, and improving reliability. We do not use this basis to send you unrelated marketing.
- Consent (Article 6(1)(a)): phone permissions you choose to grant, including notifications, photos, and the camera. You can withdraw those in your device settings.
- Legal obligation (Article 6(1)(c)): where we have to keep or disclose information to comply with the law.
6. Who we share it with
We share information with service providers only as needed to run the app:
- Supabase, for sign-in, the database, file storage, and live updates to a task you have open.
- Expo, to deliver push notifications and app updates. A push is then handed to Apple Push Notification service or Google Firebase Cloud Messaging, depending on your phone. An update request includes the app version and platform so the right update can be sent.
- Klaviyo, the brand’s email and SMS platform. Results, audiences, and recipient estimates are read from that brand’s Klaviyo account.
- Notion, where a brand’s work is still kept in Notion. Those tasks may be read from that workspace.
- The hosting providers that run the Essence Retention service the app talks to, including the web app at essence-ai.app.
People on a task can see the comments, decisions, and files posted to it. A comment marked internal is visible to ESSENCE staff and is not shown to the brand. A task can be hidden from the brand until ESSENCE chooses to show it.
We may also disclose information if the law requires it, or to protect ESSENCE, our clients, or other people from harm or fraud.
7. International transfers
We are based in Ireland. Some providers that run the app, including Supabase, Expo, Apple, Google, Klaviyo, and our hosting, process data in the United States and other countries.
Where personal data is transferred outside the European Economic Area, we use appropriate safeguards. Those include the transfer terms our providers make available, such as Standard Contractual Clauses, where that is how the provider covers the transfer.
8. How long we keep it
- Account and work data is kept while the person needs access and while we are providing the service to that brand, and after that for as long as we need it to finish the engagement, resolve a dispute, or meet a legal duty.
- A push token is removed from the account when you sign out, or when we learn it is no longer valid.
- Files and comments on a shared task are part of that brand’s work record. If you ask us to delete your account, we delete or remove your personal data from the account. A comment or file you posted on a shared task may stay as part of that record, or we will remove your name from it, depending on what you ask and what the brand’s work still requires.
- On-device caches remain until you delete the app.
9. Your rights
Depending on where you live, including under the GDPR, you can ask us to:
- Access the personal data we hold about you.
- Correct it if it is wrong.
- Delete it, as described in the next section.
- Restrict or object to certain processing.
- Receive a portable copy of personal data you provided, where the right applies.
- Withdraw a permission you gave on the device, such as notifications or photos, in your phone settings.
- Lodge a complaint with a supervisory authority. In Ireland, that is the Data Protection Commission (dataprotection.ie).
We do not sell or share personal information as those terms are used in US state privacy laws, and we do not respond to browser-based “do not track” signals because the app does not track you across other companies’ apps or sites.
To use these rights, email jacques@essenceretention.com. We may need to confirm it is you. We aim to reply within 30 days.
10. Deleting your account and data
You can delete your account in the app. Open Settings, tap Delete account, and confirm. We close the sign-in, unlink that account’s push tokens, and delete or anonymize the personal data tied to the account, except where we have to keep something for a legal reason or where it is part of a shared work record as described above.
If you cannot sign in, email jacques@essenceretention.com with the subject “Essence Retention data deletion”. Include your name, the email address on the account, and, if you are not ESSENCE staff, the brand you are a contact for. We will confirm the request and delete the account.
Deleting the app from your phone removes the on-device session and caches. It does not by itself delete the account on our servers. Use Delete account in Settings for that.
11. Security
The app talks to our service over HTTPS. Sign-in is handled by our authentication provider. Access to a brand’s tasks and results is limited to people on that account. Uploaded files are stored in a private bucket and attached to a task only when you post them.
No method of storage or transmission is perfectly secure. If you believe your account has been accessed without permission, email us and sign out of the app on the device.
12. Children
Essence Retention is a business app for our team and for people at the brands we work with. It is not directed at anyone under 16, and we do not knowingly create accounts for children. If you believe a child has an account, email us and we will delete it.
13. Changes
If we change this policy, we will update the effective date at the top of this page. Where a change materially affects how we use personal data, we will take an additional step that fits the change, such as a notice in the app or by email.
14. Contact
Questions about this policy or your personal data:
ESSENCE Retention
34 Glencairn Lawn
The Gallops, Leopardstown
Dublin 18, Ireland