Privacy Policy

Who we are

MiniStaff AI provides the MiniStaff Agent, a professionally configured AI agent, for professionals and businesses. It is provided by MiniStaff — Sudeep Sahu (Sole Proprietorship), Flat 304, Tower 7, Puri Pratham, Sector 84, Faridabad, Haryana 121002, India. If you have any question about this policy or your data, write to [email protected].

Two kinds of data we handle

Your account data (our customers): we act as the data fiduciary — we decide how and why this data is used, and we are responsible for protecting it.

Your customers' data (the people who message your business): we act as your data processor. We process it only on your instructions to run the service, and never re-use it for our own purposes — no advertising, no selling, no model training. You remain responsible to your customers for this data; we support you in meeting those duties (see the Processor section below).

What we collect

• Account details: your name, email address, and the business information you enter during sign-up and onboarding (business type, city, contact number).
• Lead conversations handled by your agent: the names, phone numbers, requirements, and appointment details of people who message your business — this is the core of the service.
• Payment claims: the transaction ID and payment screenshot you submit at checkout, used only to verify your payment.
• Website form submissions: name, contact details, and the plan you ask about when you reach out on our site.
• Basic analytics: page views and interactions on the marketing site via PostHog.

Sensitive data note: conversations handled for clinics may mention health conditions or medical details. Indian law treats this as sensitive personal data. We process such data only to deliver the service, never disclose it to third parties beyond the processors listed below, and never use it for advertising or training. Clinics should obtain their patients' consent for this processing under their own patient-consent process.

How we use it

Your data is used only to run the service: doing the work you ask of your agent (research, code, content, organisation), replying to your leads where you have enabled that skill, booking appointments into your calendar, sending you digests and alerts, and verifying your payments. We never sell your data to anyone, and we never use it for advertising.

Who we share it with (sub-processors)

We share data only with the processors needed to run the service, and only for that purpose:

• Meta (WhatsApp Business Cloud API) — sending and receiving your business's WhatsApp messages.
• Google — sign-in (Google accounts) and calendar/booking integrations where configured.
• Convex — our database, which stores your account and conversation data.
• Cloudflare — website and app hosting.
• Resend — transactional email (sign-in links, digests).
• PostHog — website usage analytics.
• Agent37 — hosting your dedicated AI agent instance after your plan is activated.

We also disclose data when the law requires it (for example, a lawful order from a court or government authority). No data is shared for anyone else's marketing.

Where your data is stored

Our servers and processors may be located outside India, including in the United States (Convex database, Cloudflare hosting, PostHog analytics, Resend email). By using the service you acknowledge this cross-border processing. We only engage processors that provide contractual data-protection commitments, and we monitor legal developments on cross-border transfers.

Retention and your rights

We keep your data while your account is active, and for a reasonable period afterwards as required for records and legal obligations (at least one year of system logs, as required by Indian law). When you close your account or ask for deletion, we delete your account data and your business's conversation data, except where we must keep records for legal reasons.

You can ask for a copy of your data, or for it to be corrected or deleted, at any time by writing to [email protected] — we will act within 30 days. Lead and conversation data collected by your agent belongs to your business: it is stored so you can see it in your dashboard, and you can ask us to remove it.

You can also withdraw your consent for optional processing (such as analytics) at any time by contacting us.

For our business customers (processor terms)

If you use MiniStaff for your business, you confirm that you have the right to share your customers' personal data with us for the purpose of the service (for example, through your own privacy notices and patient/client consent processes — clinics, this includes consent for processing health-related details). We process that data only on your instructions, keep it confidential, help you respond to your customers' access/correction/deletion requests, and delete or return it when your subscription ends.

Children's data

MiniStaff is a service for businesses; we do not knowingly collect children's data directly. If your business serves minors (for example, an orthodontic clinic), you are responsible for obtaining appropriate parental consent for their data before it reaches us.

Cookies

The marketing site uses analytics cookies (PostHog) to understand how visitors use the page. The app itself uses only essential session storage to keep you signed in — nothing for tracking or advertising.

Grievance officer

Sudeep Sahu — [email protected]. We acknowledge grievances within 48 hours and resolve them within one month.

Changes to this policy

If we change this policy, we will post the updated version on this page with a new "last updated" date, and notify material changes in the app or by email.