Privacy Policy

Applies to the BizMind app (iPhone, iPad, Android, desktop) and the BizMind admin console · Effective October 21, 2026

1. Who we are

BizMind is an AI assistant and internal messaging service for businesses, provided by Nguyễn Võ Thành Phúc (owner of BizMind; “BizMind”, “we”). This policy explains how we process your personal data when you use the BizMind app and admin console.

2. Your company's role and ours

The company you work for (our customer) decides to use BizMind, creates accounts, assigns departments and chooses features such as attendance or end-to-end encryption. Your company determines the purposes of processing; BizMind processes data on its behalf under our agreement with them and this policy. Some requests about your data are therefore handled by your company, with our help.

3. Data we collect

• Account details provided by your company: name, job title, department, the invite code used to sign in.
• Details you add: profile photo and phone number (optional).
• Content you create: messages, photos, videos, files, voice messages and locations you send in chats; reactions, polls, appointments and tasks; questions you ask the AI assistant, photos or documents you attach, and the assistant's answers. Voice / video calls (if your company enables them): a call log in the one-to-one chat — who called, voice or video, when, how long, missed or declined. Call audio and video travel directly between the two phones; they do not pass through and are not stored on BizMind's servers, and are never recorded.
• Work data (only if your company enables Work): clock-in/out times with precise location and a photo taken at that moment, notes; store visits (place, location, photos, notes); requests such as leave, cash advance or purchase with the details and amounts you enter; end-of-day reports; duty rosters.
• Device and technical data: device name and model, operating system, a random install ID (to prevent invite-code guessing), push notification token (iPhone: also an incoming-call VoIP token), end-to-end encryption public key (if enabled); IP address, access times and server error logs, kept briefly for operations and security.
• We do not collect your contacts, location while the app is closed, or advertising identifiers, and we use no third-party analytics or advertising tools.

4. Device permissions

The app asks for a permission only when you use a feature that needs it, and you can turn it off at any time in your device settings: camera (photos, videos, video calls, clock-in and visit photos), photo library (choose media to send, save media when you tap Save), microphone (voice and video calls, voice messages, video sound, dictation), speech recognition (dictation, performed by your operating system — Apple or Google — and possibly processed on their servers under their policies), location (only while the app is open: clock-in, store visits, sharing a location), notifications (including ringing for incoming calls).

5. How we use data

To provide BizMind's features (messaging, AI answers from your company's documents, message translation, tasks, attendance, store visits, requests and approvals, reports); to send push notifications and unread counts; for security (sign-in, preventing invite-code guessing, detecting abuse and incidents); for support when you or your company ask; and to meet legal obligations. We do not sell personal data, do not use it for advertising, and do not use your content to train BizMind AI models.

6. Who can see your data

• People in the same chat: the messages and files you send there.
• Colleagues: your name, title, department, profile photo and phone number (if you add it).
• Your company's administrators: employee and department lists; attendance, store visits, requests, reports and duty rosters; the number of questions sent to the assistant. The admin console does not show the content of messages between employees or of questions sent to the assistant.
• BizMind operations staff: only when needed to operate the service, fix problems, or at the request of your company or competent authorities.

End-to-end encryption: when your company enables it, messages and files between employees are encrypted on the sender's phone and our servers store only the encrypted form. If you tap “Translate” on a message, its text is sent to our server and the AI provider to be translated. Signing in on a new device, or signing in again, means earlier encrypted messages cannot be read.

7. Service providers

• Servers located in Vietnam: database (accounts, messages, work data) and application services.
• Cloudflare R2 (Cloudflare, Inc.): photos, videos, files, voice messages and knowledge-base documents, in private storage in the Asia-Pacific region. Files are returned only after BizMind's server checks your permission.
• OpenAI (OpenAI, L.L.C., USA) — the AI model provider for the AI assistant and Translate.
  • Data sent: questions you send to the assistant (with earlier questions in the same conversation, for context), photos or documents you attach to a question, relevant excerpts from your company's internal documents, the company and assistant names, and messages you tap Translate on.
  • Not sent: your name, phone number, location, profile photo, and internal chat messages you don't tap Translate on.
  • How it is collected and consent: data is sent only when you ask the assistant or tap Translate, and only after you tap “Agree” on the permission screen shown right after you sign in (or the first time you use the assistant or Translate). You can withdraw consent at any time in the app: Settings → “Share data with the AI assistant (OpenAI)”.
  • Purpose: only to generate the answer or translation for you. Under OpenAI's API terms, data sent through the API is not used to train models and is retained for at most 30 days for abuse monitoring, then deleted.
• Apple Push Notification service and Google Firebase Cloud Messaging: deliver push notifications, which may include the sender's name and a message preview; end-to-end encrypted messages show only “Encrypted message”. Incoming calls show the caller's name and whether it is a voice or video call.
• Cloudflare Realtime TURN (Cloudflare, Inc.): when two phones can't connect directly (common on mobile networks), call audio and video are relayed through Cloudflare's relay servers. This data is already encrypted between the two phones (WebRTC), so Cloudflare cannot see the content and does not store it.

Some providers may store or process data outside Vietnam. We transfer data abroad only as needed for these features and apply safeguards required by Vietnamese personal data protection law.

We only use providers that commit to protecting data at a level the same as or higher than this policy: they process data only to provide their service to BizMind, keep it confidential, encrypt it in transit, do not sell it, and do not use your data for their own purposes such as advertising or model training.

8. Retention and deletion

• Data is kept while your company uses BizMind.
• Unsent messages and expired disappearing messages are deleted from our servers together with their attachments (unless the message was forwarded to another chat).
• When your company deletes your account, your profile, signed-in devices, attendance, visits and reports are deleted. Messages you sent remain in recipients' chats but are no longer linked to your account; submitted requests keep your name for your company's records.
• When a company stops using BizMind and asks for deletion, all of its data — including files on Cloudflare R2 — is deleted.
• Database backups are kept for up to 7 days and then deleted automatically.
• On your phone, viewed photos, videos and files are cached (within a size limit) and removed when you log out or tap “Clear cache” in Settings → Storage.

9. Security

All connections use HTTPS; sessions are stored in the iOS Keychain or Android Keystore; company secrets are encrypted in our database; files are kept in private storage and every access is permission-checked; invite-code attempts are rate-limited; end-to-end encryption is available; backups run daily. No system is perfectly secure; if an incident affects personal data, we will notify your company and the authorities as required by law.

10. Your rights

Under Vietnamese personal data protection law you may be informed about, access, correct and request deletion of your data, restrict processing, withdraw consent and lodge complaints. In the app you can change your profile photo and phone number, unsend messages, clear the cache, log out and turn off permissions. For other requests, including account deletion, contact your company's administrator or email us (section 13); we will work with your company and respond within the time required by law.

11. Children

BizMind is intended for employees of businesses and not for children under 16.

12. Changes

When this policy changes we update the effective date above, and for significant changes we notify you in the app or through your company.

13. Contact

Nguyễn Võ Thành Phúc — owner of BizMind
Address: 462 Ha Huy Giap Street, An Phu Dong Ward, Ho Chi Minh City, Vietnam
Email: support@bizmind.vn
Phone: +84 786 434 276