AskAIs Mobile App Privacy Notice

1. Who uses this app, and who controls the data in it

AskAIs is a workplace tool for support agents. You sign in with an account that your employer (or whoever administers your AskAIs workspace) created for you, and the conversations, contacts, and files you see in the app belong to that workspace.

For the customer and end-user data shown in the app, your employer is the data controller and MiniCode LLC is a processor acting on their instructions. We do not decide what customer data a workspace collects, how long it keeps it, or who on the team may see it. Questions or requests about that data — including access, correction, or deletion requests from an end user — should go to the workspace that operates the app, not to us; if you send such a request to us, we will refer it to them.

For your own agent account (your name, work email, sign-in credentials, device records, and notification preferences), we act as a controller to the extent needed to run the Service and secure it, alongside the workspace that created your account.

The app is not a consumer product and is not a channel for end customers to contact support. It is distributed for use by agents of businesses that already subscribe to AskAIs, or that run their workspace on another domain (see “Workspaces on other domains”).

2. Signing in and credentials

You sign in with your work email address and password. The app receives a short-lived access token and a refresh token and stores both in the Keychain on your iPhone, iPad, or Mac, not in application preferences or any plain file. Access tokens normally expire within one hour; refresh authorization normally expires within 30 days and is renewed each time it is used. Signing out, signing a device out remotely, or deleting your account revokes the tokens on the server and clears them from the Keychain.

The app also caches your display name, work email, and workspace identifier in the Keychain so the settings screen can show who is signed in after a cold start. That cache is cleared when you sign out.

3. Workspaces on other domains

By default, the app connects to the AskAIs service operated by MiniCode LLC, and wherever this notice describes what we or our servers do, it refers to workspaces on AskAIs. You can also use Connect Domain to add a different domain — for example, one run by your employer or by another organization using compatible software — and sign in there with an agent account that its operator gave you.

When you use a workspace on a domain you connected, the app sends the data described in this notice for that workspace — your sign-in details, messages, attachments, dictation recordings, translation requests, device information, and push-notification token — directly to that domain. That domain’s operator, not MiniCode LLC, is responsible for this data and decides how it is used, stored, and shared, including which AI service, if any, processes dictation and translation. Its own terms and privacy policy apply, and this notice does not cover how that operator handles your data. Please review that operator’s privacy policy before you connect.

The app sends that workspace’s data only to that domain, not to our servers, so MiniCode LLC does not receive it from the app. What the app keeps for that workspace stays on your device: the domain’s address and the name you give it are stored only on your device, and your sign-in tokens for that workspace are kept in the Keychain, as described above. You can remove a connected domain at any time in Settings › Connected Domains after signing out of its workspaces. Links that open Connect Domain only fill in the form; nothing is connected until you tap Connect.

4. Device records and the installation identifier

The first time the app runs, it generates a random installation identifier and stores it in the Keychain on your device. It is generated by the app for our own device management. It is not Apple’s advertising identifier (IDFA) or vendor identifier, we do not share it with anyone else, and it is not used for advertising, cross-app tracking, or profiling.

When you sign in, we record one device row for that device so that you and your workspace administrators can see which devices are signed in and sign any of them out remotely. That row contains:

• the installation identifier;
• the device name and model reported by the operating system (the Mac version reports “Mac” for both), the platform (“ios”, which the Mac version also uses), and the app version;
• the IP address of the most recent request from that device, and the time it was last seen;
• the Apple Push Notification service device token and its environment, if you allow notifications.

5. Push notifications, including what appears on your lock screen

If you allow notifications, the operating system gives the app a push token that we store on the device row described above and use only to deliver notifications about your workspace’s conversations. You can turn notifications off in iOS Settings, or on Mac in System Settings › Notifications, or turn them off for all of your devices from the app’s notification settings.

Please read this paragraph carefully, because it concerns other people’s information. A notification alert about a new message contains the contact’s display name as the title and, as the body, the text of that message truncated to 160 characters. Messages that are not text (images, files, voice notes, video) are replaced by a short placeholder instead of the file or its address. The notification also carries the conversation identifier so that tapping it opens the right conversation. This means a customer’s message text can be displayed on your lock screen, in notification banners, and in your notification centre, and, like all push notifications on Apple devices, it passes through Apple’s Push Notification service in order to reach your device. If the conversations you handle are sensitive, use the notification preview settings — in iOS Settings, or on Mac in System Settings › Notifications — to hide previews, or turn push notifications off in the app.

We keep a delivery log of each notification attempt — the workspace, the recipient agent, the device, the conversation, the provider, and whether it was sent, skipped, or failed, with the reason. The log does not store the message text or the notification body.

Notifications can be filtered from inside the app: you can limit them to conversations assigned to you, mute conversations that AI is handling, restrict them to chosen inboxes, and set a daily do-not-disturb window in a time zone you choose. Those preferences are stored against your user account, not against a single phone, so they follow you when you change devices.

6. Camera, microphone, photos, and files

The app asks for access to the camera or the microphone only when you first use a feature that needs it, using the system’s standard permission prompt. If you decline, the rest of the app keeps working without that feature. You can turn camera or microphone access for the app on or off at any time in iOS Settings, or on Mac in System Settings › Privacy & Security › Microphone. The app uses them only while you are taking a photo, recording a video, or dictating.

On Mac. The Mac version uses the microphone only for dictation. It has no option to take a photo or record a video and never asks for camera access; to attach a picture on Mac, use the photo picker or the file picker described below.

Camera (iPhone and iPad). When you choose to take a photo or record a video from the attachment menu, the app opens the system camera, and what you capture is attached to the reply you are writing. On the device, photos are converted to JPEG and videos to MP4 so that customers’ browsers can display them.

Microphone for dictation. When you tap the microphone button in the reply box, the app records what you say until you tap it again, then sends the recording to our servers, which forward it to OpenAI, a third-party AI service acting as our subprocessor, to convert it into text (see “Dictation and translation (third-party AI)” below). The text is placed in the reply box for you to review and edit; nothing is sent to the customer until you send the reply yourself. The recording is used only to produce that text: we do not store the audio, it is not attached to the conversation, and the temporary copy on your device is deleted once it has been uploaded. Dictation is available only if it is enabled for your workspace. For a workspace on a domain you connected, the recording is sent to that domain instead (see “Workspaces on other domains”).

Microphone for video (iPhone and iPad). When you record a video with the camera, the microphone records the sound that goes with it, as part of that video attachment.

Photos. To attach a photo you already have, the app uses the system photo picker. The app receives only the specific items you select; it is never given access to your photo library as a whole, and it does not browse, index, or read anything you have not picked. Images in HEIC format, which most customer browsers cannot display, are converted to JPEG on the device before uploading.

Files. To attach a document or another file, the app opens the system file picker. The app can read only the files you pick, and only to upload them. Files of a type the Service does not accept, or larger than the limit for their type, are turned down before anything is uploaded. On Mac, you can also save a file attachment to your computer with Save As…, which opens the standard save panel; the app can write only to the location you choose there.

What happens to attachments. You can attach up to ten items to one reply. Each one is uploaded directly to the Service’s file storage over a pre-signed link when you add it, and becomes part of your workspace’s conversation record when you send the reply. From then on it is stored with that message and retained or deleted according to your workspace’s settings and instructions, like any other Customer Data described in the Privacy Policy.

Apart from the camera, microphone, photo picker, file picker, and save panel described in this section, the app does not access your contacts, your calendar, your location, health or fitness data, or any other sensor or personal data source on your device.

7. Dictation and translation (third-party AI)

This section describes workspaces on AskAIs. If you use a workspace on a domain you connected, dictation and Translate go to that domain instead, and its operator decides which AI service, if any, is used (see “Workspaces on other domains”).

Voice dictation and Translate in the app are powered by OpenAI, a third-party AI service that acts as our subprocessor. The app sends content to OpenAI, through our servers, only when you use one of these features:

• Dictation: the recording of what you say, which our servers forward to OpenAI to turn it into text. We do not store the recording.
• Translating a message: the text of the message you chose — usually something a customer wrote — and the language to translate it into. The translation is saved with that message in your workspace so that it does not have to be translated again.
• Translating a draft: the text in your reply box and the language to translate it into. Neither the draft nor its translation is stored on our servers; the translation is placed in the reply box for you to review before you send it.

Messages and drafts you translate can contain your customers’ names, order details, or other information they have shared, and that information is sent to OpenAI as part of the text.

Your permission comes first. Before you use dictation or Translate for the first time, the app shows a notice that explains what will be sent and to whom, and asks for your permission. Nothing is sent to OpenAI until you agree. If you do not agree, nothing is sent and the rest of the app keeps working. You can withdraw your permission at any time in the app’s settings, and the app then stops sending content for these features. Dictation and translation are also available only if they are enabled for your workspace.

OpenAI processes this content only to return the transcript or translation. According to OpenAI’s API data usage policy, content sent through its API is not used to train OpenAI’s models by default, and OpenAI may retain it for up to 30 days to monitor for abuse. We engage OpenAI under written terms that require it to provide the same or equal protection of personal data as described in this notice and in our Privacy Policy.

AI replies to customers are not generated by the app. They are set up by your workspace in the web dashboard and run on our servers, as described under “Third-party AI services” in the Privacy Policy; handing a conversation back to AI from the app lets those replies continue it.

8. Customer information the app shows you

Signed in as an agent, you can read the conversations and message history of your workspace. Opening a visitor’s profile shows you what the workspace already holds about that contact — the same details the web dashboard shows to agents:

• name, email address and whether it was verified, and avatar;
• the IP address they most recently connected from;
• how they reached the workspace: platform, operating system, browser, device model, and app version;
• approximate location and time settings derived from their connection: country, city, region, and time zone;
• when they were first and last seen, and whether they are online now;
• any custom attributes the workspace chooses to store about them, such as plan or membership fields;
• their earlier conversations with the same workspace.

Only signed-in agents of your workspace who are allowed to read its conversations can see these details, under the same access rules as the web dashboard, and they are shown to you so that you can help the customer — for example, to understand where and on what device a problem happens. They are processed on behalf of your workspace, which is the controller of this data. The app receives them through a single allow-list on our servers, so fields added to the contact record in future are not sent to the app unless someone adds them there deliberately. A phone or laptop is easy to lose, so keep yours locked and handle this information as your workspace instructs.

9. Tracking, analytics, and advertising

The app contains no third-party analytics, advertising, attribution, or crash-reporting software development kits. It does not use Apple’s advertising identifier, does not present an App Tracking Transparency prompt, and collects no data for tracking as Apple defines it. We do not sell personal information, and no data from the app is shared with data brokers or advertising networks.

10. Your online status

While the app holds a live connection, you are shown as online to your teammates, and your “last active” time is updated at most once every five minutes. Beyond showing colleagues who is available, this is what allows us to skip a push notification when you are already active at the web dashboard, so that the same message does not interrupt you twice. Online status is held in a short-lived cache that expires by itself within about thirty seconds of the app disconnecting.

11. Deleting your account from the app

You can delete your own agent account from the app’s settings. Because this cannot be undone, it asks you to confirm with your password or with a code sent to your email address. A workspace owner can also delete their account in the app: if the workspace has other members, the owner picks a new owner in the app and ownership is handed over as part of the deletion; if the owner is the only member, the workspace and all of its data are deleted together with the account. Platform administrator accounts cannot be deleted this way.

When you confirm, we revoke every session and delete every device record for your account, delete your notification preferences, remove your name, email address, avatar, password, and any linked Google identity from your user record, replacing them with an anonymous placeholder that cannot be traced back to your original details, and mark the account as deleted so that it can never be signed in to again. Conversations still open and assigned to you are unassigned so that customers are not left waiting.

Messages you sent to customers, and the audit records of actions taken in the workspace, are kept. They are the workspace’s business records rather than your personal profile, and they are attached to conversations that belong to your employer. If you want those records changed or removed, that decision belongs to the workspace that operates the app; contact them, and see “Controller and processor roles” in the Privacy Policy.

If you can’t use the app, you can also ask us to delete your account by email. Both ways, and what is deleted and what is kept, are described on Delete your AskAIs account.

12. The Android app

The AskAIs agent app for Android (package com.askais.support), published by MiniCode LLC, is a separate app from the one for iPhone, iPad, and Mac that connects to the same service. Everything in this notice applies to it — including dictation and translation, customer information, workspaces on other domains, and account deletion — except for the differences described in this section.

Signing in. Your sign-in tokens are stored in the app’s private storage, encrypted with a key held in the Android Keystore, rather than in a Keychain. The app is excluded from Android backups. As on the other platforms, signing out or deleting your account revokes them on our servers.

Device record. When you sign in, the app sends the device manufacturer and model reported by Android (for example, “Google Pixel 8”), the platform (“android”), the app version, and an installation identifier that the app generates for our own device management. The app does not read your phone number, IMEI, Android ID, or advertising ID. Your device row, described in “Device records and the installation identifier”, holds these details and never a push token.

Notifications. The Android app does not use Firebase Cloud Messaging or any other push service, and it does not register a push token. While you are signed in and Background notifications is on (Settings › Notifications › On this device; it is on by default), the app keeps an encrypted connection to your workspace’s server and shows new-message alerts itself, and Android shows an ongoing “AskAIs is staying connected” notification. An alert shows the contact’s display name — followed by the workspace name if you are signed in to more than one workspace — and up to the first 120 characters of the message; images, files, voice messages, and videos are replaced by a short placeholder. Because alerts are created on your device, their content does not pass through Google’s or Apple’s push services, but it can still appear on your lock screen and in the notification shade. Use Android’s notification settings to hide sensitive content, or turn Background notifications off.

Permissions. On Android 13 and later, the app asks for permission to show notifications. It uses the microphone only while you are dictating after tapping the microphone button. The app has no camera or photo-library permission: Take Photo and Record Video open the system camera app, which captures the photo or video (including a video’s sound) and returns only that result to the app, and photos and files are chosen with the system pickers, which give the app only the items you select. You can change the app’s permissions at any time in Android’s settings.

Dictation. As on the other platforms, the recording is sent to our servers only to be turned into text and is not stored; the app deletes its temporary copy on your device as soon as you stop recording. If a recording cannot be turned into text, the app offers “Send it as a voice message instead”. If you choose it, that recording is sent to the customer as a voice-message attachment and is stored with the conversation like any other attachment.

Analytics and advertising. Like the app for iPhone, iPad, and Mac, the Android app contains no third-party analytics, advertising, attribution, or crash-reporting software development kits, and it does not use the Android advertising ID.

13. Children

AskAIs is a workplace application for the support staff of businesses. It is not directed to children, and accounts are created by workspace administrators, not by self-registration in the app.

14. Changes to this notice

We may update this notice as the app changes. We will post the updated version here with a new date, and material changes affecting agents will also be described in the app’s release notes.

15. Contact

For privacy questions about the app, email support@askais.com or write to MiniCode LLC, 30 N Gould St Ste R, Sheridan, WY 82801, USA. If your question is about a customer’s information shown in the app, contact the workspace you work for — they are the controller of that data. For a workspace on a domain you connected, contact that domain’s operator.