Last updated: 12 September 2026
Subitem Template Workflow is an app for monday.com that saves reusable subitem templates on a board and creates those subitems on an item from the item's own menu. This page explains exactly what the app stores, where it stores it, who can read it, and how it is erased.
The app keeps one record per board, held in the app's own storage inside monday.com's cloud, in the European Union region. That record holds the templates your team built on that board: the name of each template, the lines it creates, the values chosen for the subitem columns, the deadline rules, and which other boards may borrow it. It holds no names, no email addresses and no payment details. There is no server of ours anywhere, no database of ours, and no way for us to look at your data.
A template is a recipe: a list of subitems to create, with the values they should start with. For each template the app stores:
Said plainly: what is stored is what somebody typed while building the template, not content taken out of your items. Building a template reads the list of columns on the subitem board and nothing else.
The free text, said plainly. Three fields on a template are free text: the template's name, each line's name, and the optional first note inside the subitem. The note is stored with the template and, when the template is applied, it is posted to the new subitem's Updates, where colleagues read it. Treat all three as you would an ordinary update: do not type personal details, health information or anything else sensitive into them.
If a template line fills a People column — "this subitem starts owned by her" — the app stores that person's monday.com numeric user ID. That is the only place in the whole app where a person is written down. No name and no email address is stored anywhere: the name you see on screen is drawn by monday.com at the moment the screen opens, from the ID.
When a template is applied to an item, the app reads, for the length of that operation only:
The safeguard, because it explains why the item is read at all. monday.com itself blanks some of an item's columns the first time that item is given a subitem — that is the platform's behaviour, not ours. So the app takes note of the item's values before it starts, reads the item again afterwards, and puts back only what was emptied — never what a person changed in the meantime. None of it is written to the app's storage; it lives for the seconds the operation takes and is gone.
So that the app knows whether your subscription is running — which monday.com requires every app to check for itself — it keeps what monday.com tells it about your plan: the plan identifier, whether it is a trial, the date it runs to, monthly or yearly, the pricing version, the seat limit, and which notice it last received, along with a count of how many times templates were applied this month. No payment details of any kind — no card, no billing address, no invoice, no amount. Those never reach the app: monday.com handles all payment.
At installation your account authorises the app once, and monday.com issues it a key. That key is held per account, in the platform's own encrypted vault, and is used only on the server, to read the board and to create the subitems you asked for. It is never sent to the browser, never returned in a response and never written to a log. It is deleted when the app is uninstalled.
When your account installs or uninstalls the app, or changes its subscription, monday.com sends the app a notice. That notice contains the email address, name and country of the person who clicked, along with your account's name and web address.
The app reads two things from it — what kind of notice it is, and the numeric account ID (plus the subscription details, when it is a subscription notice) — and discards everything else. It is not written to storage and it is not written to a log line either, because a log is exactly where a leak goes unnoticed. This is a property of the code, not an intention: the file that handles those notices says so at the top, and the automated test suite fails if it starts keeping more.
The app publishes actions that the assistant already living in your monday.com account can call, so that building and applying subitem templates can be asked for in words instead of clicked. The intelligence is monday.com's, not ours.
There are four actions, and nothing else can be asked of the app this way:
The app runs on monday code, monday.com's own hosting for marketplace apps, in the EU region, and it stores its records in the storage that platform gives it. That is the whole of it:
Nothing is marked as deleted and kept.
DELETE to be typed first. Both run on the server, which
checks again that the person asking is an administrator.Erasing is never blocked by billing. Even with a lapsed subscription, erasing keeps working — a data protection right does not queue behind an invoice.
Erasing a person removes their user ID from every template line that named them as owner. The line itself stays, and that is deliberate: a template is a recipe the whole team uses, and quietly dropping a line because somebody left the company would change what that template produces for everyone — the next person to apply it would get one subitem fewer without understanding why. The owner goes; the work stays.
For as long as the app is installed. The app does not thin out or delete old templates on its own; what is there is what your team put there, until it is deleted from the board or erased by one of the routes above.
If you are in the European Union or the United Kingdom, the GDPR gives you the right to access, correct, export or delete your personal data. The company that installed the app is the data controller; we are its processor. In practice everything the app holds about you sits inside your own employer's board record, so the quickest route for any request is your own monday.com administrator. You can also write to us at the address below.
If this policy changes, the date at the top changes with it and the new version is published here before it takes effect.
Subitem Template Workflow is supplied by Kauê Natan Gonçalves Bidim, trading as Saoirse Software, in Ireland. Questions about this policy — or a request to see or delete data — go to help@saoirsesoftware.com.