Colabio Terms of Service

These terms are an agreement between you and Colabio (“Colabio”, “we”), the operator of colabio.org and publisher of the Colabio desktop and mobile apps. You accept them by creating an account, joining an organization, installing the desktop app or using the service in any other way. If you do not agree, do not use Colabio.

Colabio is a tool for teams. You must be at least 18, or using it as part of your work for an organization that has agreed to these terms on your behalf. If you accept these terms for a company, you confirm that you may do so.

We may change these terms. For a material change we give at least 14 days’ notice by email or in the app before it takes effect; using Colabio after that date means you accept the new terms. The current version is always at colabio.org/terms.

An account is for one person. Keep your sign-in details to yourself and tell us at support@colabio.org if you think someone else is using your account.

Work in Colabio happens inside an organization. The people who create it, its organization managers, administer it: they invite and remove members, set roles, choose the plan and decide what the desktop app captures for each member. When you join an organization as a member, its managers, and the leaders of the projects you work on, can see the work data described in the Privacy Policy. The organization is responsible for how it uses that data and for having a lawful basis to collect it.

You can see, for every organization you belong to, exactly what is collected about you under My Account → Account, and you can leave an organization or delete your account as described in the Privacy Policy’s User Control & Erasure section.

Use Colabio lawfully and for its purpose: tracking and understanding your own team’s work. You agree not to:

• monitor anyone who has not been told what is captured. An organization that enables screenshots, app and website capture or screen recording must comply with the employment, privacy and data-protection laws of every place its members work, and must tell them. The desktop app shows each member a notice before their first timer and again whenever a capture setting changes, but that does not replace the organization’s own obligations;
• install the desktop app on a computer you do not own or administer, or run it for a person who has not signed in to it themselves;
• copy, modify, resell, rent or redistribute Colabio, or reverse-engineer it except to the extent the law expressly allows;
• probe, overload or interfere with the service, bypass its limits or access controls, scrape it, or upload anything malicious;
• use Colabio to break the law or the rights of others.

We may suspend or end access that breaks these rules (see section 10).

The Individual plan is free for one person, and the desktop and mobile apps are free to download for everyone. Paid plans are priced per member and billed in advance, monthly or yearly, at the prices on the pricing page; taxes are added where the law requires. The organization manager who chooses a paid plan is responsible for its payment.

You can change or cancel a plan at any time from Billing. The organization keeps the paid features until the end of the period already paid for; we do not refund partial periods unless the law where you are requires it. We announce price changes at least 30 days before they apply to you. A free trial ends on the date shown in Billing and is not charged unless you choose a paid plan.

The Colabio desktop app is free to download from colabio.org/download, the only place we publish it, and needs a Colabio account to sign in. We grant you a personal, non-exclusive, non-transferable, revocable licence to install and use it on computers you own or control, to use the Colabio service under these terms. Open-source components inside the app remain under their own licences.

What it records. The app captures only while your timer runs and stops every kind of capture the moment you stop the timer. Which of the items below are on for you is set by your organization’s managers; the app lists them before your first timer and again whenever a setting changes, and you can always review them under Preferences → What is captured.

• Tracked time

  Which task the timer ran on, when it started and when it stopped. Always recorded: it is what timesheets and invoices are made of.

• Activity levels

  How often you type and click while the timer runs, as a percentage. Which keys you press and what you type are never recorded.

• Screenshots

  Periodic screenshots of your screen, about one per ten-minute block, when your organization has switched screenshots on for you.

• Apps and websites

  Which apps, window titles and website addresses are in front of you, and for how long, when your organization has switched this on for you. Page contents, history and passwords are never read.

• Screen recording

  Short recordings of your screen, several times an hour, only when your organization has switched it on for you. It is off by default and a red mark shows while one is captured.

• AI prompts

  The prompts you send to AI coding agents (Claude Code, Codex, Cursor and Antigravity) while your timer runs, with credentials removed, when your organization has turned prompt capture on.

• AI analysis of screenshots

  When your organization turns it on, an AI model may read your screenshots to suggest the task you are really working on, or to answer a manager's question. Every such look is recorded on your account page.

• Voice Typing

  Your microphone, only while you hold the dictation shortcut, to turn speech into text on your computer. Nothing else is recorded.

The full list, including every macOS permission the app asks for and why, is in What is captured while you track time, and how the data is stored, for how long and who can see it is in the Privacy Policy. You can see and delete your own screenshots from the dashboard.

What it changes on your computer. Besides installing itself, the app changes other software in three cases only, and the uninstall guide says how to undo each one. When your organization captures AI prompts, it adds one small hook to the settings of the coding agents you have (Claude Code, Cursor and Antigravity on their own, Codex when you connect it) and removes that hook when capture is turned off; your own settings in those files are kept. When your organization shares a coding-agent skill, the app installs it into your agents’ skill folders when you click Install, or on its own if the organization makes it required, which you can turn off with a note. On Linux with GNOME, it adds its own small Shell extension, which it needs there to take screenshots and see which window is in front.

What it does not do. The installer installs Colabio and nothing else: no bundled software, no browser extensions, and no change to your browser’s settings. The app does not start when you log in unless you switch that on in its preferences. It asks only for the operating-system permissions it needs and explains each one, and it never records which keys you press, what you type, your passwords or the contents of your files. It never starts a timer on its own: the only timer that restarts without a click is one you were already running when your computer went to sleep, which resumes when it wakes.

Updates. The app checks for new versions and installs them so that security fixes reach you; release notes are published at colabio.org/updates.

Uninstalling. You can remove the app at any time with your computer’s normal uninstall, as described in Uninstall the desktop app; on Windows the uninstaller also removes the coding-agent hooks. Removing it stops all capture on that computer; it does not delete the time you already tracked, which stays with your organization under the Privacy Policy.

You, and the organization you work in, own the data you put into Colabio and the data the apps collect for that organization. We process it only to provide, secure and improve the service, as the Privacy Policy describes; we never sell it and never use it for advertising. For an organization, we act as its processor: its managers decide what is collected, who sees it and how long screenshots are kept, within the limits of its plan.

You can export your timesheets and reports from the dashboard at any time. When an account or an organization is deleted, its data is removed as the Privacy Policy sets out, except what we must keep by law.

Colabio, its apps, design, name and logo belong to Colabio and its licensors and are protected by copyright and trademark law. Nothing in these terms gives you any right in them beyond the licence above. If you send us feedback or suggestions, we may use them without obligation to you.

Some features connect to services you choose: Google or Microsoft calendars, GitHub, the App Store and Google Play, and AI model providers behind the assistant and the AI task suggestions. Their terms apply to your use of them, and what each connection reads is described in the Privacy Policy. Output from AI features can be wrong; review it before acting on it, especially for pay, performance or billing decisions.

We work to keep Colabio available and accurate, but it is provided “as is”, and we do not promise that it will be uninterrupted, error-free or fit for a particular purpose. Tracked time, activity levels and AI output are aids to judgement, not a substitute for it.

To the extent the law allows, Colabio is not liable for indirect, incidental or consequential loss, lost profits or lost data, and our total liability for all claims connected to Colabio in any twelve months is limited to the amount your organization paid us in those twelve months, or 100 US dollars if nothing was paid. Nothing in these terms limits a liability that cannot be limited by law, including for death, personal injury or fraud.

You can stop using Colabio at any time: uninstall the apps, leave your organizations or delete your account. An organization manager can close an organization from its settings.

We may suspend or end your access if you break these terms, if the law requires it, or if an unpaid plan stays unpaid after a reminder. Where practical we tell you first and give you a chance to put it right. Sections 6 to 11 survive termination.

These terms are governed by the laws of the country in which Colabio is registered, without regard to its conflict-of-law rules, and its courts have exclusive jurisdiction, unless the consumer-protection law where you live gives you a right to something else. If any part of these terms is found invalid, the rest stays in force. These terms, with the Privacy Policy, are the whole agreement between you and us about Colabio.

Questions about these terms go to support@colabio.org.