Privacy notice

1Who is responsible

miniDesk.ai is operated by MP Enterprise, SIREN 838786085, registered in France. For the data you enter into your workspace we are the processor and you are the controller: it is your data, we hold it on your behalf. For your own account and billing details we are the controller. Write to hello@minidesk.ai for anything in this notice.

2What we collect

Only what the product needs to run. There is no advertising network, no data broker and no sale of anything to anyone.

• Account data: your name, email address, password hash, workspace name and the role you hold in each workspace.
• Workspace content: tickets, messages, attachments, customer records, knowledge base articles and anything else you or your customers write into the product.
• Billing data: plan, invoices and payment status. Card numbers are handled by Stripe and never reach our servers.
• Usage data: message and AI counters per billing period, which is how quotas are enforced.
• Product analytics: which pages and features get used, and when, so we can see what works. Only if you accept analytics cookies, and it is tied to an account id rather than to your name or address.
• Technical logs: IP address, browser, timestamps and error traces, kept so we can debug and spot abuse.

3Why we are allowed to hold it

Under the GDPR each purpose needs a legal basis. Ours are these.

• Performance of our contract with you: running the workspace, sending product email, taking payment.
• Our legitimate interest: keeping the service secure, preventing abuse, and understanding aggregate usage so we can size the infrastructure.
• A legal obligation: keeping invoices and accounting records for the period French law requires.
• Your consent, where we ask for it. Analytics cookies are the main one: nothing is measured until you accept, and rejecting is a complete answer. You can change your mind at any time in the Cookies section below.

4AI processing

When the assistant drafts a reply, searches your knowledge base or summarises a ticket, the relevant text is sent to our model provider so it can produce an answer. The provider we use can change as models improve; the one in use today is named in the sub-processor list below. We do not train models on your content, and we only use providers who commit to the same. Drafts are generated on demand and the provider does not keep them beyond what is needed to return the response.

5AI apps you connect

A workspace owner can connect an AI assistant, such as ChatGPT, to one workspace through our MCP server, either by signing in from the assistant or by pasting a credential. The assistant then reads and writes that workspace when its user asks it to.

• What it can read: conversations and their public messages, customer details, reference documents, drafts waiting for review, and each teammate's name with how many open conversations they are assigned. Internal notes and your team's private notes about customers are never sent to it.
• What it can write, when its user asks: draft replies, internal notes, proposed reference documents, and a reply to one conversation at a time.
• What we keep about a connection: the app's name, the workspace and the owner who approved it, when it was created and when it was last used. For each request we log which tool was called and for which workspace, to keep the service running and to investigate errors. These records stay for as long as the workspace exists.
• We never receive your chats with the assistant, only the requests it makes to miniDesk. Requests from ChatGPT can carry an anonymous user identifier and an approximate location added by OpenAI; we do not use or store them.
• Data the assistant receives is handled under its provider's own terms and privacy policy, such as OpenAI's for ChatGPT. That provider is not our sub-processor: the owner who connects it chooses to send the data there.
• An owner can disconnect an assistant at any time in Settings → MCP, and its next request is refused.

6Who else sees it

A short list of sub-processors, each doing one job.

• Stripe, for payments and invoicing.
• Mistral, for AI features.
• PostHog, for product analytics, on their EU servers.
• Cloudflare, for inbound email routing and for protecting the service from attack.
• Hetzner, for the servers and backups that run the product.

7Where your data lives

The database, file storage and outbound mail server are ours and run inside the European Union. Some sub-processors listed above may process data outside the EU. Where they do, the transfer is covered by the European Commission's standard contractual clauses. We can send you the current list of sub-processors and the country each one operates in.

8How long we keep it

Data is deleted when it stops being needed, not when someone remembers to ask.

• Conversations are kept for as long as your plan says and then erased permanently, with their messages and attachments. The free plan keeps 30 days, Starter and Growth keep 2 years, and Scale keeps 3 years, counted from the last activity on the conversation rather than from when it opened. Everything else in a workspace, including your knowledge base, your customers and your settings, stays for as long as the workspace exists.
• If you move to a plan with a shorter window, we email the workspace owner and wait 30 days before erasing anything, so you have time to export it or subscribe again.
• When a workspace is deleted we stop processing it immediately and erase it permanently within 60 days.
• Account data is erased when you close your account, apart from what we must keep for accounting.
• Invoices and accounting records are kept for 10 years, which French commercial law requires.
• Technical logs are rotated within 90 days.

9Your rights

You can ask us to give you a copy of your data, correct it, erase it, restrict what we do with it, hand it over in a portable format, or stop processing based on legitimate interest. Email hello@minidesk.ai and we will answer within one month. If you are unhappy with the answer you can complain to the CNIL, the French data protection authority, at cnil.fr. If your request concerns data inside somebody else's workspace, we will pass it to them, because they control it and we do not.

10Security

Traffic is encrypted in transit, passwords are hashed, backups are encrypted at rest, and access to production is limited to the people who need it. API credentials are shown once and can be revoked at any time, and revocation takes effect on the next request. No system is perfect: if a breach ever affects your data we will tell you and the CNIL within the 72 hours the GDPR allows.

11Cookies

Two kinds, and only the first is set without asking. Strictly necessary cookies keep you signed in and keep a chat conversation alive across a page reload; those need no consent. Analytics cookies are set by PostHog and only after you press Accept on the cookie banner. Press Reject and none are written, no measurement runs, and the site works exactly the same. The choice is stored once for this site and the dashboard together, so you are only asked once, and you can change it here at any time. We do not run advertising or cross-site tracking cookies of any kind.

12Children

miniDesk.ai is a tool for businesses and is not aimed at children. We do not knowingly collect data from anyone under 16. If you believe we have, write to us and we will erase it.

13Changes to this notice

If we change something material we will email account owners and update the date at the top of this page before the change takes effect.