Privacy Policy

MindAI is an all-in-one cloud business platform operated by MINDAI WEB DEVELOPMENT SERVICES (“MindAI”, “we”, “us”, or “our”), a sole proprietorship registered with the Philippine Department of Trade and Industry (Business Name No. 8283249), based in Makati City, Metro Manila, Philippines. Our full registered business address is available upon request. We are the personal information controller for the data described in this policy and are committed to protecting it in accordance with the Philippine Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations, and issuances of the National Privacy Commission (NPC).

This Privacy Policy explains what information we collect through mindaiph.com and the MindAI applications (the “Service”), how we use and protect it, and the rights available to you.

We collect the following categories of information:

• Account & contact data — name, email address, mobile number, company name, role, and login credentials.
• Business data you enter — records you and your users create in the Service (e.g., inventory, sales, invoices, employees, payroll, documents). For HR/payroll modules this may include employee personal and sensitive personal information that you, as employer, control.
• Billing data — subscription plan, invoices, payment references, and billing contact details.
• Usage & technical data — IP address, device and browser type, pages visited, and activity logs, collected automatically to operate and secure the Service.
• Support communications — messages you send us.

We process personal information to:

• provide, maintain, and secure the Service and your account;
• authenticate users and prevent fraud or abuse;
• process subscriptions, billing, and renewals;
• send transactional messages (e.g., OTPs, receipts, service notices);
• provide customer support and respond to inquiries;
• improve, troubleshoot, and develop new features; and
• comply with legal obligations.

We do not sell your personal information, and we do not use the business data you store in the Service for advertising.

We process personal information based on one or more of the following: performance of our contract with you; your consent; compliance with a legal obligation; and our legitimate interests in operating, securing, and improving the Service, balanced against your rights and freedoms.

We share personal information only as necessary to operate the Service, with third-party processors bound by confidentiality and data-protection obligations, including:

• Cloud hosting & storage — Amazon Web Services (data hosted in the Asia Pacific (Singapore) region).
• Email delivery — Amazon SES and Zoho Mail, for transactional and support email.
• Payment processors — where online payment is enabled, to process subscription payments.

We may also disclose information when required by law, court order, or a lawful request by a government authority, or to protect the rights, property, or safety of MindAI, our users, or the public.

Your data is hosted on secured cloud infrastructure (AWS, Singapore region). We apply organizational and technical safeguards including encryption in transit (HTTPS/TLS), access controls, tenant isolation, activity logging, and regular backups. While we take reasonable measures to protect your data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

We retain personal information for as long as your account is active and as needed to provide the Service, comply with legal, tax, and accounting obligations, resolve disputes, and enforce our agreements. Upon account termination, we retain data for a limited wind-down period after which it is deleted or anonymized, unless a longer retention period is required by law.

Subject to RA 10173, you have the right to:

• be informed about how your data is processed;
• access your personal information;
• correct inaccurate or outdated information;
• object to or withdraw consent for certain processing;
• erasure or blocking of your data in the cases allowed by law;
• data portability; and
• lodge a complaint with the National Privacy Commission (NPC).

To exercise any of these rights, contact us at support@mindaiph.com. Note that for employee data you enter into the HR/payroll modules, your employer is the controller and such requests should be directed to them.

We use cookies and similar technologies for authentication, security, preferences, and to understand how the Service is used. Essential cookies are required for the Service to function. You can control non-essential cookies through your browser settings.

Our infrastructure is located in the Asia Pacific (Singapore) region. Where personal information is transferred outside the Philippines, we take steps to ensure it remains protected consistent with this policy and applicable law.

The Service is intended for businesses and is not directed to individuals under 18. We do not knowingly collect personal information from children.

We may update this Privacy Policy from time to time. Material changes will be posted on this page with an updated “Last updated” date, and where appropriate we will notify you.

For privacy questions or to reach our Data Protection Officer, contact us at support@mindaiph.com. Our registered business address (Makati City, Metro Manila, Philippines) is available upon request.