Privacy Policy of MindFull Technologies

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". It also applies to our website, mindfulltechnologies.com.

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. A "bot" is a chat assistant a Workspace builds with Kakapo to answer questions from content the Workspace gives 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.
• Your name, email address, and profile picture from Google when you sign in with a Google account, as described under Signing in with Google below.
• 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 content a Workspace gives its bots.
• Details a business asks its customers for when they accept a booking agreement, such as a phone number, postal address, identity document number, and arrival details.
• Mail received by a mailbox a Workspace connects, and busy times on a calendar a Workspace connects, as described under Connected accounts below.
• Files a Workspace member attaches to a reply sent through the platform.
• Photos a Workspace adds to its offerings. We re-encode each one before storing it, which removes the location, camera, and other details a photo file can carry.
• Messages sent to a published bot by visitors to a Workspace website.
• Inquiries a business's customers send through a form the business shares, either a link sent to one person or a public inquiry page, as described under Public inquiry pages below.
• Messages you send us from the MindFull Technologies website, as described under Visiting our website below.
• Counts of how much a Workspace uses the AI features, measured against the allowance in its subscription.
• Diagnostic records written when something in the platform fails, as described under Records we keep for our own reasons below.

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 inquiries.
• 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. A bot answers only from the content given to that bot. It never draws on content given to another bot, even one in the same Workspace, and never on another Workspace's content. We do not use your content to train the general-purpose models of third-party providers.

A visitor chatting with a published bot can remove a conversation from the device they are using. That removes the copy their browser holds and nothing else: the conversation stays in the Workspace's message logs, where the business that runs the bot can read it. A request to remove it from those logs is a request to that business.

Signing in with Google

You may create or sign in to your MindFull account with a Google account. Google then gives us your name, your email address and whether Google has verified it, and the address of your Google profile picture, which we link to rather than copy. We use them to create your account, to recognise you when you sign in again, and to show your name and picture where the Services show who you are. If an account already exists for the same verified email address, signing in with Google becomes another way into that account rather than creating a second one.

We ask Google for nothing else. Signing in gives us no access to your mail, calendar, contacts, or files; those are reached only through the connections described under Connected accounts below, and only when a Workspace chooses to make one. We keep these details for as long as the account exists. You can withdraw our access at any time from your Google Account's permissions page, and you can ask us to delete the account and the details with it as described under Your rights. Information we receive from Google this way is covered by the Limited Use commitments at the end of Connected accounts.

Connected accounts

A Workspace may connect accounts it holds elsewhere so that the Services can work with them. Connecting one is always a choice the Workspace makes, through a sign-in and consent screen that the other provider shows, and it can be undone at any time from the Workspace's settings or from the provider's own account permissions page. When a connection is removed we delete the authorization tokens we held for it.

Mailboxes. A Workspace may connect a Zoho Mail or Gmail mailbox. From the moment it is connected we read the messages that mailbox receives, store them as inquiry conversations in the Workspace, and send the replies the Workspace writes from that same mailbox. A customer's own attachments are not stored; we record only their names and sizes. Files a Workspace member attaches to a reply are stored by us and kept for as long as the inquiry exists. Disconnecting a mailbox deletes the inquiries that arrived through it, except those attached to a booking, which stay with the booking.

Google Calendar. A Workspace may connect a Google account so that bookings show in Google Calendar and busy times in Google Calendar are blocked in Backoffice. With your permission:

• We create a calendar named Backoffice in the connected account, beside the calendars it already has, and write your bookings, holds, and blocked dates into it as events, including the customer name and the dates of each booking. Those events are kept in sync with the Workspace, so a change you make to one of them in Google is overwritten on the next sync, and deleting one there never cancels or changes anything on the platform.
• We read which times are busy on the main calendar of the connected account, and show those times on the Workspace calendar as read-only blocks so that dates already taken elsewhere are not offered to customers. We read only whether a time is busy, never the title, description, or attendees of the event that makes it so, and we read no other calendar in the account.
• We store the busy times we read for as long as they remain on your calendar and the connection remains in place, and we store the authorization tokens Google gives us, encrypted, so the connection can be kept without asking you to sign in again.

Disconnecting Google Calendar removes the busy times we imported from Backoffice and stops us reading or writing your Google account. The Backoffice calendar we created, and the events on it, stay in your account as ordinary events, yours to keep or delete.

MindFull's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

• We do not use Google user data for advertising.
• We do not sell Google user data, and we do not transfer it to anyone except as needed to provide or improve the sign-in, calendar, and mailbox features you use, to comply with the law, or as part of a merger or acquisition with notice to you.
• We do not use Google user data to train general-purpose AI models.
• No person at MindFull reads it unless you have given permission, it is needed for security or to comply with the law, or it has been aggregated and anonymized for internal operations.

Public inquiry pages

A Workspace may publish a page on customer.mindfulltechnologies.com presenting what it offers, with photos, a video, and a description, where anyone can send the business an inquiry. It shares the address in posts, bios, or flyers, and the page may appear in search results. The business is responsible for what the page says, including where its links lead, and for what it does with the inquiries it receives. If you send one:

• What you write on the form, your name, the email address or phone number you give, and any dates, party size, and message, goes to the business whose page it is, as an inquiry in its Workspace. That business decides how it is answered and how long it is kept.
• Before the form is sent, Cloudflare Turnstile checks that a person rather than a script is sending it. It runs in your browser, and Cloudflare receives technical signals from it: your network address, a fingerprint of your browser's secure connection, your browser's user agent, and which page asked for the check. Cloudflare processes these on our behalf to detect and block bots, and on its own behalf to improve that detection, and states that it does not use them to identify, profile, or target anyone. We receive only whether the check passed.
• To stop automated abuse, we count submissions and questions about prices and dates by network address for a short window, and keep nothing once the window has passed.
• A page may show a video the business has on YouTube or Vimeo. Nothing from YouTube or Vimeo loads until you press play. When you do, the video plays from that provider, in YouTube's privacy-enhanced mode or with Vimeo's do-not-track setting, and the provider receives what any visit to its player sends it, under its own privacy policy.

Cloudflare describes what it does with these signals in its Turnstile Privacy Addendum.

A request to see or remove an inquiry you sent from a public page is a request to the business you sent it to, as described under Your rights.

Visiting our website

Nobody signs in on mindfulltechnologies.com, so what we hold about a visitor is only what they send us:

• When you write to us through the contact form, we receive your name, your email address, the subject you chose, and your message. We deliver them to our own inbox, send you an acknowledgement at the address you gave, and record the message as an inquiry in our own Workspace so that we can answer it. We keep it for as long as we need to answer and follow up on it.
• To stop automated abuse, the contact form counts submissions by network address for a short window and keeps nothing once the window has passed.
• The chat on the website is a Kakapo bot that we run ourselves. What you write to it is handled as any other published bot conversation, as described under AI processing above.

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, email delivery, payment processing, the AI model providers that generate answers, and Cloudflare, which checks that a public inquiry page is being sent by a person.
• 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 only to keep you signed in and to keep signing in secure. The MindFull account and each product you sign in to set their own, and they end when you sign out or the session expires. We do not currently use cookies for analytics or advertising, and our website sets none. A public inquiry page loads Cloudflare's check, described under Public inquiry pages, which is a security measure rather than analytics or advertising. A video on such a page is loaded from YouTube or Vimeo only when you press play, and what that provider then sets is covered by its own policy. If we add analytics, we will name the provider and what it collects here, and ask for your consent before setting any cookie that is not needed to sign you in.

A published bot keeps its conversation in the visitor's browser so that it can be continued, as described under AI processing. You can block cookies and clear browser storage in your browser settings, but you will not be able to sign in while cookies are blocked.

Data retention and security

We keep personal information 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, the content it was given and any files uploaded for it, its API keys, and its conversation history are removed from the platform.

When a Workspace is deleted, access to it ends and it disappears from every product, but its records are archived rather than erased. Nothing deletes them afterwards on a schedule, and we do not promise a period after which they are gone. Bookings, agreements, reviews, and billing history are kept because customers and travelers have an interest in them that outlasts the business that held them, and because the law may require it. A deleted Workspace can be restored by our support team for as long as its records exist. A request to erase records inside a deleted Workspace is handled under Your rights below.

Details a customer gives when accepting a booking agreement, including an identity document number, are kept with the agreement they were given against for as long as the booking record is kept.

Records we keep for our own reasons

Most of what we hold is what you or a Workspace chose to put there. Two kinds of record are made by us, for reasons you did not ask for, and we name them here because they are still about you:

• When we decide that an account may no longer open one of our products, we record the category of the decision and a written note explaining it. Neither is shown to the person the decision concerns, but both are personal data about them, and a request to see them is handled as any other access request.
• When something in the platform fails, we write a diagnostic record of what failed, on which page, and for which account and Workspace. The record is meant to hold identifiers rather than content, but the text of an error can quote whatever the failing request carried, so a fragment of what you typed or were sent may be held in it.
• Diagnostic records are not deleted on a schedule. An administrator removes them in batches by age, and each removal is itself recorded. We cannot remove the diagnostic records of one person on their own, so a deletion request that reaches them is met by the next batch removal covering that period.

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. If the Workspace has been deleted, we will handle the request ourselves.

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.