Privacy Policy of the MindFull Platform

This Privacy Policy explains how MindFull Technologies OÜ ("MindFull", "we", "us", or "our") collects, uses, and shares information across the MindFull platform. It applies to MindFull Backoffice, Kakapo, Sanchari, and the shared MindFull account that signs you in to all of them, together the "Services".

A "Workspace" is the account that belongs to one business using the Services. It holds that business's records, its bots, and the people it has invited to work in it.

Some of the information we hold is not about you. It is about your customers, and you put it there. Where that is the case you decide what is collected and why, and we process it to run the Services for you. The privacy policy your own customers read is yours to publish, not ours.

Information we collect

We collect information in the following ways:

• Details you give us when you create an account or are invited to a Workspace, such as your name and email address.
• Billing and subscription details when a Workspace takes a paid plan.
• Content a Workspace puts into the platform, such as customer records, inquiries, bookings, offerings, and the sources a bot is trained on.
• Messages sent to a published bot by visitors to a Workspace website.
• Usage data such as pages visited, actions taken, and device information collected through cookies and similar technologies.

How we use your information

• Provide, operate, and maintain the platform.
• Keep each Workspace separated from every other Workspace.
• Generate answers, drafts, and suggestions where a Workspace has switched an AI feature on.
• Measure usage against the allowance included in a subscription.
• Improve performance and reliability.
• Respond to questions, requests, and support enquiries.
• Send service updates, security alerts, and product news.
• Comply with legal obligations and enforce our terms.

AI processing

Where a Workspace has switched on an AI capability, content from that Workspace is sent to the AI providers we use so that an answer or a draft can be generated. Content is sent only for the Workspace it belongs to. Retrieval never crosses a bot boundary or a Workspace boundary, so one Workspace's content is never used to answer another Workspace's question. We do not use your content to train the general-purpose models of third-party providers.

How we share your information

We share information only where it is needed to provide the Services, comply with the law, or protect our rights. This may include:

• Service providers who help us run the platform, such as hosting, storage, analytics, payment processing, and the AI model providers that generate answers.
• Law enforcement or regulators where applicable law requires it.
• A successor entity in the event of a merger, acquisition, or asset sale.

We do not sell personal information, and we do not share one Workspace's content with another.

Cookies

We use cookies and similar technologies to keep you signed in, remember preferences, analyze traffic, and improve performance. You can control cookies through your browser settings, but signing in and some other features will not work correctly if cookies are disabled.

Data retention and security

We keep personal information only for as long as we need it to provide the Services and to meet our legal obligations. We apply reasonable safeguards to protect it, but no method of transmission or storage is completely secure.

When you delete a bot, its configuration, trained sources, uploaded files, API keys, and conversation history are removed from the platform. When a Workspace is deleted, access to it ends and its records are archived rather than erased immediately, because bookings, agreements, and billing history may have to be retained for legal and accounting purposes. Limited security, backup, and operational records may be kept where they are necessary for legal, security, and service-integrity reasons.

Your rights

Depending on where you live, you may have the following rights under the GDPR or comparable law:

• The right to access. You can request copies of your personal data.
• The right to rectification. You can request that we correct information you believe is inaccurate.
• The right to erasure. You can request that we erase your personal data.
• The right to restrict processing. You can request that we restrict how we process your personal data.
• The right to data portability. You can request that we transfer the data we hold to you or to another organization.

To make a request, email hello@mindfulltechnologies.com or reach us through the contact page. If your request concerns records held inside a Workspace you do not own, we will pass it to the business that does, because that content is theirs rather than ours.

Children's privacy

The Services are not intended for children under 13, and we do not knowingly collect personal information from children.

Changes to this policy

We may update this Privacy Policy from time to time. Where a change is material we will post the updated policy on this page, and the date at the top of it will tell you when it last changed.