A minimum group size
A published group reading needs at least 5 eligible participants. Your organisation can require more. Rosters and help actions remain available when scores are hidden.
Your manager never sees your score
Your check-ins, notes and score are private. You choose what can contribute to published group views.
Read the full privacy policyIndividual scores shown to managers
Not in the app, exports or the API. Managers do not see your sharing choice either.
Read where data is processed
The full policy and trust center describe actual hosting and processing providers.
TrustNo team score below the privacy floor
A published group reading needs at least 5 eligible participants. Your organisation can require more. Rosters and help actions remain available when scores are hidden.
You choose what to share
Four choices, with the same meaning as in Settings. Change your choice at any time; it applies from then on.
Don't share anything
Nothing is shared with your manager. You are invisible in every team view, and not counted as a participant or as a non-participant.
My calendar shape
Your team sees how much time you spend in meetings, whether meetings fall outside your working hours, and how much unbroken focus time you get, combined with colleagues. It also sees at which times of the week the team as a whole meets, never your own calendar. Never what your meetings are called, never who is in them, and never your wellbeing scores.
My calendar shape and wellbeing
Everything above, plus your energy, mood and sleep scores, combined with colleagues into a team status such as how many people are in each strain zone. Never your individual score.
My calendar, wellbeing and what drives it
Everything above, plus which factor is contributing most to your score, so your manager can act on the right thing. Still combined with colleagues, and never your individual score.
A manager can see
- Eligible published group scores, rounded spread and released group factors
- Help requests without the sender’s name
A manager cannot see
- Your score, check-ins and notes
- Your sharing choice or whether you share
- Your meeting names or who you meet
- Who sent an anonymous help request
Help requests retain internal identity for abuse controls. This identity is not shown in anonymous manager views or team replies.
Agree on the rules before you start
Review the union and co-determination resources, retention options and supported write/export audit with your organisation.
A minimum group size
Scores, factors and rounded spread each follow their publication rules. Roster size alone cannot unlock them.
Never an individual score to a manager
Not in the app, exports or the API. Managers do not see your sharing choice either.
Your data, your choice
Export or delete your own data in Settings. The full policy explains retention and processing providers.
Resources for your employee representatives
Sharing, retention and an audit of supported writes and exports. Read the summary before starting.
Privacy Policy
Last Updated: October 13, 2026
1. Introduction
Welcome to Burnout Zero ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our burnout prevention application and services.
Burnout Zero is operated by Xonitech AB (org.nr 556680-3390), Gosvägen 7, Hammarö, Sweden. Xonitech AB is the data controller for the personal data described in this policy, and is who "we" refers to throughout.
2. Information We Collect
We collect the following types of information:
Account Information
Name, email address, password (encrypted), and profile information you provide during registration.
Wellness Data
Daily check-in data including energy levels, mood ratings, sleep quality, activities (boosters and drainers), notes, and emotion tags.
Health and Fitness Data (Optional, Mobile App)
If you use our mobile app and explicitly grant permission, we read the following health and fitness data from Apple Health (HealthKit) on iOS or Health Connect on Android:
• Sleep duration
• Step count
• Active minutes from recorded exercise sessions
• Heart rate variability (HRV)
• Mindful minutes (iOS only)
This access is read-only, and we never write data back to Apple Health or Health Connect. It is entirely optional: the app works without it, we only read this data after you grant permission on your device, and you can revoke that permission at any time in iOS Settings or the Health Connect app, which stops all further reading immediately. See Section 3 for how this data is used and Section 5 for the strict limits on sharing it.
Calendar Information (Optional)
If you connect Google Calendar or Microsoft Outlook Calendar, we read event times and titles to describe your meeting load and help schedule focus time. Meeting titles are processed in memory by Mistral in the EU and are never stored. Descriptions and attendee names and addresses are never stored or sent to the AI provider. We keep times, attendee counts and structural classifications.
While you use Burnout Zero, we update your calendar data a few times a day, including when the app is closed. If you have not signed in for 14 days, we stop until you come back. We keep when your calendar last synced and how that went (a short status code, never anything from your calendar). If your calendar connection stops working, we email you once, and once more a week later, so you can reconnect it. The sync record is included when you export your data and is deleted with your account.
Usage Data
On our website, we measure aggregate visits to our public pages using our own self-hosted analytics (Section 9). In the mobile app, we record the actions you take in the product itself, such as completing a check-in or logging an activity, so that the app can show you your history, streaks, and insights. Our server also uses the requests the app already sends to understand how the product is used and improve it (described below in this section). The mobile app contains no third-party analytics, advertising, or tracking software.
Device Information
On our website, we record your browser type and IP address. In the mobile app, we record your device's operating system, the app version, the app's language, your time zone, and your IP address, together with a randomly generated installation identifier used to deliver push notifications and app updates. Your IP address is recorded by our authentication system alongside each sign-in session. We do not collect GPS or precise location data, and the mobile app never requests location permission.
For each check-in answer we also store when you gave it (the date, your local time and your time zone), which part of BurnoutZero you used (the website, the iPhone app or the Android app), how long the check-in took, and whether you chose to skip a question. We keep every answer you give, including earlier answers you later changed on the same day, so that your history reflects what you actually answered. This is part of your wellness data: it is kept while you have an account, included when you export your data, and deleted when you delete your account.
Since we changed how the burnout score is calculated, we also calculate your score the previous way from the same check-ins and store it with your daily score, without showing it. We use it only to compare the two ways of calculating, in totals that do not identify you, and it is never shared with an employer. It is kept with your daily score, included when you export your data, and deleted when you delete your account.
When you are signed in, we record how the product is used, for example which screens you open, when a check-in is started or completed, whether a page failed to load, how fast it loaded, and when an error occurs, the type of error (never its content), so that we can find and fix what gets in your way. When you use the mobile app, our server records the same kind of events, such as a completed check-in, from the requests the app already sends to us; the app itself contains no analytics code. These records are stored only on our own servers, are never shared with any third party, and never contain your check-in answers, scores, reflections or calendar details. They are deleted when you delete your account and automatically after 13 months, and they are included when you export your data. When you are signed out, we count steps such as starting the quiz or opening the pricing page on our own servers, without anything that identifies you (if you accepted analytics cookies, with the random bz_aid identifier described in section 9). We do this on the basis of our legitimate interest in improving the product. You can turn it off at any time in Settings on the website, which also covers the mobile app, or in the app's own Settings from version 1.0.2. Turning it off deletes what has been recorded. You can also ask us to do it by contacting us.
To learn whether reminders actually help, we sometimes do not send one of your check-in reminders, chosen at random (about one in ten), and compare. This only applies if you use BurnoutZero on your own; it never applies if you use BurnoutZero through your employer, and never if you have turned off product usage recording in Settings. Which reminders were sent or held back is recorded with the product usage records described above. It is based on our legitimate interest in improving the product.
When you create an account, we record how you signed up (for example with email, Google or an invitation) and whether it was on the website or in the mobile app. If you accepted analytics cookies and a link or campaign brought you here, we also record the page you landed on, the campaign and the website that linked to us. This is kept for as long as you have an account and is deleted with it.
If you choose to tell us why you are cancelling a subscription or deleting your account, we keep that answer to improve the product. When your account is deleted, the answer is kept without your account and with coarsened details (such as how long you used the service), so please do not include your name or other personal details in it. Answers are deleted after 24 months.
We may invite a small number of users to a short optional interview about their experience. We choose whom to invite from how often and how recently they use Burnout Zero. People who use Burnout Zero through their employer are not invited. Interview notes use a participant code instead of your name, never include health details, and are deleted after 24 months or when you ask us to. Your participant code and whether you were invited are kept with your account, deleted with it and included when you export your data. We do this on the basis of our legitimate interest in improving the product. Participation is voluntary. If you say no or ask us not to contact you, we record it and never invite you again. If you don't reply, we won't ask again for at least 90 days. Saying no has no effect on your account.
If several of your check-ins in a row are very low, the app shows you, and only you, a short note with places you can turn to for support: 1177 Vårdguiden if you are in Sweden, your own doctor otherwise, and your workplace's occupational health or employee assistance contact if your employer has entered one. The note is worked out from your own check-ins each time it is shown. It is not shared with your employer, it is never part of team figures, product usage records or help signals, and no one is told. If you close the note, we store the date you closed it so that it does not come back during the same period. That date is included when you export your data and is deleted with your account.
If your burnout score goes above 60 and you use the mobile app with notifications on, the app sends you one generic notification. So that it is sent only once each time your score enters that range, we store when it was sent. We also store why a notification was held back (your first seven check-in days, or a change in how the score is calculated). One held back for your first seven check-in days is sent once after them, and if it could not be delivered, it is tried again at your next check-in. That time is cleared at your next check-in after your score has been 60 or lower, or when the notification could not be delivered, so that it can be tried again. It is included when you export your data and is deleted with your account.
If you set a weekly goal for check-ins, we store the number you chose and the Monday it applies from. If you take a break from check-ins, we store its start and end dates, and when you ended it if you ended it early. We do not ask why you take a break, and we store no reason. During a break we send you no reminders and no nudges: no check-in reminders, quiet-day nudges, meeting tips or win-back emails. Your goal and your breaks are used only for you: to show you your own week and to decide your weekly-goal achievements. They are not shared with your employer and are never part of team figures. Both are included when you export your data and are deleted with your account.
If you choose one, the routine you link your check-in to (from a fixed list, such as after lunch) and the time you want to be reminded; if we moved your morning and evening reminders to one, when we did and when you closed the note about it. They are part of your settings: kept while you have an account, included when you export your data, and deleted when you delete your account.
Updates from your organisation ("You said, we did"). If your organisation uses Burnout Zero for teams, an administrator or a team's manager can publish a short update to a team about what they did after a team reading. We store the text, the team, the period of the reading it follows and who published it. No score, count or person from the team is stored with it, and we record nothing about who reads it. If you publish updates, they are in your data export. If your account is deleted, your updates stay with the organisation without your name.
Your next step, "Not now". If you choose "Not now" on a "Your next step" suggestion, we store which suggestion you put off and the day it stays hidden. It is deleted once that day has passed, at the latest within two days, and with your account. It is included in your data export.
Replies to help requests. If your organisation uses Burnout Zero for teams, a team's manager can reply to a help request. We store the reply text (1 to 600 characters), the team, the time, the request it answers and who wrote it, and, for an update, which question it answers. The whole team can read the reply without the text of the question and without who asked, and so can its author and your organisation's owners and administrators. An employee sees only the reply text, the day it was sent and the day the question was asked. We record nothing about who reads a reply. Replies are kept until the team, the organisation or the help request is deleted; deleting a help request deletes its replies. If you are a manager, the replies you wrote are in your data export, without the question. If your account is deleted, your replies stay with the team without your name.
Your private inbox holds links to team replies and published updates, their creation day and whether you explicitly marked them as read. It contains no original anonymous question, author identity or exact reply time. Opening a source message does not mark the inbox entry as read, and employers cannot see your read flags. The separate inbox preference is on by default and does not change email or phone notifications. Entries remain available for 90 days, with earlier removal when their source is removed or you lose access. Expired entries are deleted by the daily cleanup job. Your own inbox records and read flags are included in your personal data export and deleted with your account, subject to the legal-hold rules described below.
The daily reminder email can offer a quick check-in: five answers to one question about your energy. Choosing an answer opens a page on our website, and only when you press save do we store your answer as you gave it (for example 4 of 5), where you gave it (the email or the website) and when. You can also answer from your dashboard. The link in the email works once and only on the day it was sent for, and contains nothing that identifies you. We keep a record of each link we sent you and whether it was used until 30 days after its day ends. A quick answer is part of your wellness data and counts as your energy for that day, unless a full check-in on the same day takes its place. It is kept while you have an account, included when you export your data, and deleted when you delete your account. If someone else opens your email, they could answer once for that day, but the page shows nothing about you.
If you have connected a calendar, the check-in can end with one optional question about a day: what your calendar showed (for example the hours of meetings, how many were back to back, and whether there was room for lunch) and how demanding the day felt, from 1 to 5. You can skip it, and you can tell us what the calendar got wrong: that a meeting was cancelled, that you skipped or declined it, or that you did take lunch. We store your answer or that you skipped, the numbers you were shown (never meeting titles), your corrections, where you gave them (the website or the app), when, and which version of the question you saw. Your corrections change how your own calendar is shown to you for that day; they never change the calendar itself. This is used only for you: to show you your own patterns and to check how well we read calendars. It is never shared with your employer, even when your organisation provides your account, and it is not part of your burnout score. It is kept while you have an account, included when you export your data, and deleted when you delete your account.
Patterns in your own data. We compare up to 56 past days of calendar timing, your corrections, check-ins and optional day answers to show associations only to you. Observations contain counts, averages and condition identifiers, never meeting titles. They describe past days only, do not establish causes and are not shared with employers. You can hide each observation. Stored results are retained for up to 90 days. Hiding preferences carry forward when results are recomputed. Both are included in your data export and deleted with your account.
Calendar autopilot is optional. With your explicit consent, it can add private lunch, focus and buffer blocks to your connected calendar. We store your consent version, chosen scopes and change history, plus a booking record and a private provider identifier to recognise only our own blocks. You can undo individual or all future blocks and revoke consent in Settings. Ordinary calendar sharing shows busy time; administrators and delegates may still see details under your calendar provider’s permissions. These records are included in your export and deleted with your account.
3. How We Use Your Information
We use your information to:
• Provide and maintain the Burnout Zero service
• Calculate your burnout score and track wellness metrics over time
• Generate AI-powered insights and personalized recommendations using third party LLM services
• Analyze patterns in your energy levels, activities, and calendar to help prevent burnout
• Use health and fitness data you have chosen to share (see Section 2) solely to calculate your burnout score and personalize your own recovery insights. We do not use health data for advertising, we do not sell it, and we do not use it to make decisions about you on behalf of any third party, including your employer.
• Send you check-in reminders and notifications (if enabled), and record which ones we sent or held back, so we can limit how many you get
• Improve our services and develop new features
• Respond to your requests, questions, and provide customer support
• Ensure the security and integrity of our services
• Comply with legal obligations
4. AI and Data Processing
Your insights are generated by Mistral AI, and processed in the European Union (France). We chose a European provider deliberately. The text you write about how you feel is the most sensitive thing we hold, and we did not want it leaving European jurisdiction to be read by a model. It is not used to train anyone's model.
We do not send your name, email address or account identifiers to the AI provider. Text you write yourself, including check-in reflections and activity names, is sent as written. Calendar titles are sent to Mistral in the EU for classification and are never stored. Descriptions and attendee names and addresses are never stored or sent to the AI provider. Titles and text you write can incidentally contain personal details, so they are not anonymous.
Health and fitness data read from Apple Health or Health Connect (Section 2) is not sent to third party LLM providers. It is used only by our own burnout score calculation on our own infrastructure.
5. Data Sharing and Disclosure
We do not sell your personal information. We may share your information only in the following circumstances:
Service Providers
We share data with trusted third-party service providers who help us operate the service. Which ones apply depends on how you use Burnout Zero.
Website and mobile app: third-party LLM services for AI insights (Section 4), and Google or Microsoft if you choose to connect a calendar.
Mobile app only: Expo, which operates the push notification service. Expo receives a push token for your device, a randomly generated installation identifier, and the text of each notification, so that notifications can reach you. That text is deliberately generic: it never contains your name, your scores, or any wellness, health, or calendar data, because it can appear on a locked screen. On Android, delivery also passes through Google's Firebase Cloud Messaging; on iOS, through the Apple Push Notification service.
Website only: Stripe for payment processing, Sentry for error monitoring, and, only with your cookie consent, the analytics and marketing tools described in Sections 9 and 10. None of these run in the mobile app, which contains no error-reporting or analytics software. Separately, if you are a paying customer, HubSpot holds your name, email address and plan so we can manage the customer relationship; this does not depend on cookie consent (see Section 10).
Reminder and transactional emails are sent from our own mail server on our own infrastructure, not through a third-party email provider.
Health and Fitness Data: Additional Limits
Health and fitness data read from Apple Health or Health Connect is subject to stricter limits than the categories above. We do not sell it, we do not use it for advertising or marketing, we do not transfer it to data brokers or information resellers, and we do not share it with third party LLM providers. Your individual health data is never shared with your employer and is never exposed in the aggregate team reporting available to organizations. Where you belong to an organization and have consented to aggregate reporting, only privacy-thresholded, team-level indicators derived from your overall burnout score are visible, never the underlying health measurements themselves, and never at an individual level. It is otherwise used only to provide the service to you.
Legal Requirements
We may disclose your information if required by law, court order, or governmental authority.
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
With Your Consent
We may share your information with your explicit consent.
6. Data Security
We implement industry-standard security measures to protect your data, including: encryption of data in transit (HTTPS/TLS), encrypted password storage, secure database access controls, and regular security audits. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.
7. Data Retention
We retain your personal information for as long as your account is active or as needed to provide you services. You may request deletion of your account and data at any time through your account settings or by contacting us. Some information may be retained for legitimate business purposes or legal compliance after deletion.
Health and fitness data (Section 2) is retained only while your account is active. Deleting your account, which you can do yourself from within the mobile app or on the web, permanently deletes your stored health data along with it. Health data is also included in the data export you can request under Section 8, so you can see exactly what we hold. Revoking health permissions on your device stops any further data being read immediately; delete your account if you also want the previously synced data removed.
Some information has its own period. Records of how you use the product (section 2) are kept for 13 months, or until you turn recording off or delete your account. How you signed up and what brought you here are kept for as long as you have an account. Answers about why you cancelled or left are kept for 24 months, and without your account once it is deleted. Research interview notes are kept for 24 months. Records of reminders and notifications we decided not to send you, and why, are kept for 90 days. Records of the quick check-in links in our reminder emails, and whether each was used, are kept for 30 days after the link's day ends. Your weekly goal choices and the dates of your breaks are kept for as long as you have an account. When each calendar sync last ran and how it ended is kept for as long as you have an account.
8. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your personal data
• Portability: Request a copy of your data in a portable format
• Objection: Object to certain data processing activities
• Restriction: Request restriction of processing in certain cases
To exercise these rights, please contact us at the email address provided below. To delete your account and all associated data, see Delete Your Account, which explains every route available to you and exactly what is removed.
9. Cookies and Tracking
We use essential cookies to maintain your session and provide core functionality. These cookies are necessary for the application to function and cannot be disabled.
With your consent (via the cookie banner), we additionally use analytics and marketing cookies:
Microsoft Clarity (analytics)
Heatmaps and session recordings on our public marketing pages, to understand how visitors use the site. Clarity sets cookies and only loads after you accept analytics cookies. It is never loaded for signed-in users, so your in-app activity and wellness data are never visible to it.
HubSpot (marketing & support chat)
Visitor tracking and our support chat widget. HubSpot sets cookies, only loads after you accept analytics cookies, and only loads for visitors who are not signed in, so it never sees what you do in the product. Paying customers' name, email address and plan are also held in HubSpot for a separate reason that does not depend on cookies; see Section 10.
If you reject the banner, only essential cookies are set. You can change your choice at any time via “Cookie settings” in the footer.
We also measure aggregate visits to our public pages with Umami, a self-hosted, cookieless analytics tool. It measures the website, not how you use the product, and is never loaded for signed-in users. The one exception is an anonymous record of each purchase (the plan, the price and the campaign that brought you here, never who you are), which our server sends to Umami so that we can see which channels lead to paying customers. Umami does not set cookies, does not use advertising identifiers, and its data stays on our own infrastructure. We do not use third-party advertising networks.
If you accept analytics cookies, we also set two cookies of our own: bz_attribution (which page or campaign first brought you here, kept for 90 days) and bz_aid (a random identifier kept for up to 13 months, so that what you did before signing up can be linked to your account). Both are deleted if you reject or withdraw consent, and bz_aid is removed once you sign in.
10. Third-Party Integrations
Our application integrates with third-party services, each with their own privacy policies:
• Google Calendar (for calendar integration)
• Microsoft Outlook Calendar (for calendar integration)
• Apple Health / HealthKit (iOS mobile app: an on-device source we read from with your permission; we do not send any data to Apple through it)
• Health Connect (Android mobile app: an on-device source we read from with your permission; we do not send any data to Google through it)
• Mistral in the EU for AI insights and calendar classification. Calendar titles are processed in memory and are never stored. Descriptions and attendee names and addresses are never stored or sent to the AI provider. Classification uses attendee counts only.
• Stripe (payment processing; we never store your full card details)
• Microsoft Clarity (website only, marketing-site analytics, consent-gated, anonymous visitors only; see Section 9)
• HubSpot (three separate things, and only the first depends on cookies: website analytics and support chat, after cookie consent and only while you are not signed in; demo requests you submit to us; and, for paying customers, your name, email address and plan, to manage the customer relationship. That last one is not cookie-dependent: it is part of providing the service you bought. Never your wellness, check-in or calendar data. Stored in HubSpot's EU data centre; HubSpot is a US company, and our account runs on their EU infrastructure.)
• Sentry (website and backend error monitoring, receives technical crash and error diagnostics; session replay is disabled and we do not send your wellness data. Not present in the mobile app.)
• Umami (visits to our public pages, never loaded for signed-in users, plus an anonymous record of each purchase without who made it; self-hosted on our own infrastructure, cookieless; no data leaves our servers)
• Expo (mobile app only, push notification delivery; see Section 5)
When you use these integrations, you are also subject to their respective privacy policies.
11. Children's Privacy
Burnout Zero is not intended for users under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
12. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those of your country. We ensure appropriate safeguards are in place to protect your information.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically.
14. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us at:
Email: privacy@burnoutzero.com
Xonitech AB
Gosvägen 7, Hammarö, Sweden
Org.nr: 556680-3390 · VAT: SE556680339001
15. GDPR Compliance (EU Users)
If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR). We process your personal data based on your consent, contractual necessity, and our legitimate interests in providing and improving our services.
Health and fitness data (Section 2) is a special category of personal data under Article 9 GDPR. We process it solely on the basis of your explicit consent, given when you grant health permissions on your device (Article 9(2)(a)). We do not rely on legitimate interests for this category of data. You may withdraw that consent at any time by revoking the permission in iOS Settings or the Health Connect app, which stops all further processing; see Section 7 for deletion of data already collected. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal, and the rest of the service continues to work without health data.
16. California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to request deletion, and the right to opt-out of the sale of personal information (note: we do not sell personal information).