Last updated: 2026-10-26
Privacy Policy
This is a draft. It has not been reviewed by a lawyer and is not in force. Every fact we do not have yet is written in [square brackets].
1. Who is responsible
The controller of the personal data described here is [Company legal name], [registered address], registration number [registration number]. Contact for privacy requests: [contact email for privacy requests]. Data protection officer, if one is required: [DPO, if one is required]. The supervisory authority we would answer to: [data protection authority].
When a company or team uses Mindsenate, the content of its workspace is that customer's data: the customer is the controller and we are its processor, under the Data Processing Addendum. This policy then covers what we do for our own purposes (accounts, security, running the service).
The law that applies is the applicable data protection law, including the GDPR where it applies; counsel will confirm which.
2. What we collect
- Account data: your name, email address, a hash of your password, your language and time zone, your notification settings, when you accepted the terms.
- Workspace content: questions, options, messages, mentions, votes, decisions, documents you upload or write, agent settings and the connections an administrator sets up (their credentials are stored encrypted).
- Agent activity: which agent ran, when, with which model, how many tokens it used and what it cost. The raw text of a run's input and output is kept for a limited time (see 7).
- Usage and technical data: sign-in sessions, IP address and browser type for security and rate limiting, and logs that contain identifiers and error codes, not the content of your messages.
- Waitlist data: the email, name, company, team size and note you give on the public site.
- Emails we send: verification, password reset, invitations, and the notifications you chose to receive.
The public site sets no cookies. The app sets a session cookie, and a cookie that remembers your language once you choose one.
3. Why we use it, and on what basis
| Purpose | Data | Legal basis |
|---|---|---|
| Provide the service you or your organisation asked for | account data, workspace content, agent activity | contract |
| Keep the service secure, prevent abuse, limit request rates | sessions, IP address, logs | legitimate interests |
| Send the emails you need (sign-in, passwords, invitations) and those you chose | account data | contract; your choice for notifications |
| Run the closed-beta waitlist and contact you about the beta | waitlist data | consent (you can withdraw it) |
| Comply with the law and defend legal claims | as needed | legal obligation; legitimate interests |
4. AI processing
When someone mentions an agent, assigns research or opens a vote, the relevant content of the question and its workspace is sent to an AI provider to produce the answer: [Anthropic PBC] and [OpenRouter, Inc.] (and the model providers OpenRouter routes to, depending on how an agent is configured). Agents run only when a person mentions or assigns them, or when a vote opens. We do not use customer content to train models ourselves. What the providers keep and for how long is set by their own terms [to be verified for the accounts we use, including any zero-retention arrangement]. Optional features such as document embeddings use an embeddings provider only when switched on.
5. Who receives data
Our subprocessors, listed on the Subprocessors page: hosting, AI providers, email delivery, backup storage and, when switched on, error reporting and embeddings. We do not sell personal data.
6. Transfers outside the EU
Some providers are based in the United States. Transfers rely on [safeguards to be confirmed: standard contractual clauses and/or the EU-US Data Privacy Framework]. Our servers are in [location of the hosting, to be confirmed].
7. How long we keep it
| Data | Kept | Then |
|---|---|---|
| Workspace content (questions, options, messages, votes, decisions, documents) | until the workspace is deleted | deleted after the grace period; backups expire within 90 days |
| Raw input and output of agent runs | 90 days | reduced to a stub; costs, tokens, models and the thread messages stay |
| Workspace export archives | 7 days | deleted |
| Emails we sent (a log row, no secret links) | 180 days | deleted |
| Waitlist entries | while pending; 180 days after a refusal; 12 months after an approval | deleted |
| Beta invitations | 12 months after use, expiry or revocation | deleted |
| Sign-in sessions | until they expire or you sign out | deleted |
| Operator audit log (who changed a plan, suspended a workspace, deleted an account) | for the life of the platform | kept without content |
| Server logs | rotated by size, a few days at normal use | overwritten |
| Backups | daily database dumps for 14 days; file backups for up to 6 months | rotated out |
8. Your rights
You can ask for access to your data, a copy of it, correction, deletion, restriction or to object to a use, and you can withdraw consent you gave. You can complain to a supervisory authority. How:
- Delete your account: Account, then “Delete your account”. You are removed from every workspace and your name, email address and password are erased. What you wrote in a workspace stays there, shown as “Former member”, because it belongs to that workspace's records and its owner decides about them.
- Export a workspace: the owner can export the workspace's data from its settings.
- Anything else: write to [contact email for privacy requests]. We answer within [period to be confirmed by counsel].
9. Security
Workspaces are separated from each other in the database by row-level security, connections use encryption in transit, stored credentials for connections are encrypted, passwords are stored as hashes, and platform operators see numbers and settings about a workspace, never its questions, messages, documents or votes. Access by operators is recorded in an audit log. No system is perfectly secure; we will tell affected people and the authorities about a breach as the law requires [notification timeline to be set by counsel].
10. Changes
We will tell you about material changes in the app or by email, and the date at the top will change.
11. Contact
[Contact email for privacy requests]. Postal address: [registered address].