Privacy policy

Controller

Auryan Ltd., Apt 5, 203, Tower Road, Sliema SLM 1602, Malta, email: support@mysecretary.cloud.

Website

The website runs on Vercel. For each request Vercel processes your IP address, the time, the page requested and browser details to deliver and protect the site, and keeps them only as long as that requires. When you submit one of our forms, Vercel BotID (with a script and cookies from Kasada) checks whether a person is submitting; this check is strictly necessary to protect the forms. To prevent misuse we count attempts per IP and email address only as check values and delete them after two days. The legal basis is our legitimate interest in a secure website (Art. 6(1)(f) GDPR). We serve our fonts ourselves.

Audience measurement and cookies

We use PostHog (EU cloud) to measure how the page is used: page views, the steps of the simulation, use of the calculator in broad ranges, the pricing section and the steps of a reservation, on submission and confirmation with your country and the language of the page. Browser, device, language and your IP address, from which PostHog derives an approximate location, are added. We remove names, email addresses, the referrer, UTM parameters, click IDs and your reservation’s identifier beforehand; they never reach PostHog.

Without your consent we measure without cookies; the identifier only exists while the page is open (Art. 6(1)(f) GDPR). With your consent PostHog stores a pseudonymous identifier in your browser so that repeat visits are recognised (Art. 6(1)(a) GDPR). We remember your choice in your browser. You can withdraw at any time via “Cookie settings” at the bottom of every page and “Without cookies”. We keep the events as long as we need them for our analysis.

Referral data

On your first visit your browser notes, for as long as the tab is open, where you came from: the referrer, an advert’s click ID (gclid, gbraid, wbraid, msclkid), UTM parameters, the landing page variant and, if present, a referral code. Only if you reserve do we store this referral data with the reservation, without asking for separate consent; we want to know which advertising works (Art. 6(1)(f) GDPR). We do not pass this referral data on to PostHog.

If you came through a Google ad and start the trial or a subscription, we may send Google Ads (Google Ireland Ltd., a controller in its own right) the click ID, the kind and time of the event and the net price, never your name or address (Art. 6(1)(f) GDPR, to spend our advertising budget sensibly). We delete the referral data with the reservation.

Reservation on the waiting list

For a reservation we store your email address, your name, your secretary’s name, form of address and address part, your country, the language of the page, the times, your simulation choices (without separate consent, to understand which scenarios convince, Art. 6(1)(f) GDPR) and, if you agree, the figures from the calculator and your wish to receive emails about news (Art. 6(1)(a) GDPR). We use them to reserve your secretary’s name and address for you and tell you about the launch (Art. 6(1)(b) GDPR). Anyone you give its link to can see your secretary’s business card with your name.

If you do not confirm the reservation within 48 hours, we delete it. When you confirm it, we open your account (see “Your account”); you can sign in once we have launched. If you do not sign in within 30 days of our launch email, we release your secretary’s address; your account then remains a free calendar account (see “Calendar account”) until you delete it. We delete the details of your reservation when your account is deleted, if not before. If we could not open an account for your reservation because your address already belongs to an account, we delete it 30 days after the launch, but no sooner than 30 days after your confirmation. Anyone who signs up for news about the Team plan gives only an email address and language (consent); we delete unconfirmed sign-ups after 24 hours and confirmed ones after 24 months at the latest.

Your account

For your account we store your name, your confirmed addresses, your secretary’s name and form of address, your settings, your plan and your sign-in sessions, and a picture of yourself if you want. If you sign in with Google or Microsoft, we receive the identifier, address, name and profile picture of that account. The legal basis is our contract with you (Art. 6(1)(b) GDPR). If you delete your account, we delete this data together with your requests. Excepted is the record of who held which name and address of a secretary and when (your email address, the secretary’s name and address, start and end): we keep it for three years after its end to defend legal claims (Art. 6(1)(f) GDPR). If a subscription runs, we delete the data at the end of the paid period, on a yearly plan up to twelve months later; until then it stays stored. We, or Stripe, keep invoices for as long as tax and commercial law require (Art. 6(1)(c) GDPR). If you give your VAT number as a business, we check it, with the company name and billing address, through the European Commission’s VAT Information Exchange System (VIES); the details go to the Commission and to your country’s tax authority. We store the number, name, address and the result with its consultation number as proof for the invoice without VAT and keep them for as long as the invoices (Art. 6(1)(b) and (c) GDPR); for invoicing they also go to Stripe.

If you would like to receive emails about new features, how-to guides and news, tick the box when you reserve or later in your account settings; we then store your consent with its time and wording (Art. 6(1)(a) GDPR). A tick given when you reserve takes effect only once you have confirmed your address. You can withdraw your consent at any time by email to support@mysecretary.cloud and, once you can sign in, in the settings under “Account”; after that we send you no more such emails. We keep the record of your consent until your account is deleted. We send emails about your requests, your trial and your invoices without consent, as they are part of our contract.

Calendar

So that your secretary can propose meeting times, you connect calendars at Microsoft, at Google or through an iCal link. We only take when you are free or busy, and we write nothing to your calendar: agreed meetings arrive as an invitation by email. With Microsoft and iCal, titles and locations technically arrive too; our software keeps only start, end and status and discards the rest at once. From the list of your calendars we store only identifier and name, so that you choose which are read. We store access keys and iCal links encrypted and delete them when you disconnect the calendar. If you allow Teams or Meet, your secretary creates an online meeting for an agreed appointment; for this Microsoft receives the subject, start and end.

We request only these permissions: at Microsoft “openid”, “profile”, “offline_access”, “User.Read”, “Calendars.ReadBasic” and, if you allow it, “OnlineMeetings.ReadWrite”; at Google “openid”, “email”, “profile”, “calendar.freebusy”, “calendar.calendarlist.readonly” and, if you allow it, “meetings.space.created”. The legal basis is our contract with you (Art. 6(1)(b) GDPR).

For data from Google accounts: MySecretary.cloud’s use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements (https://developers.google.com/terms/api-services-user-data-policy). We use this data only to identify your account and to find free times for meetings, also for clients arranging a meeting with you (calendar account); not for advertising, not for sale and not to train AI models. We store free/busy times only while a meeting is being arranged; after that, only the proposed and the agreed times stay with the request, and only the proposed times go to the people involved and to the language model. You can revoke access at any time at https://myaccount.google.com/permissions.

Your secretary and your requests

Your secretary processes emails addressed or copied to her (To or CC) or forwarded to her, and with them the names, email addresses and scheduling details of the people involved. To understand emails and write summaries, a language model from Anthropic receives an email’s content up to a maximum length; Anthropic does not use it for training. The legal basis is our contract with you (Art. 6(1)(b) GDPR).

We delete what a request produces (emails, summaries, follow-ups, meetings, blocked time) once a retention period has passed since it was closed, for a meeting since the later of its closing and its end: 30 days during the trial and on the Solo plan, 90 days on the Pro plan. Emails without a request are deleted after the same period from their arrival. We do not delete the entry in your calendar. So that the limits of your plan are right, a record of when a request started, without people or content, stays until your account is deleted.

If the period in which we hold your secretary’s address for you ends without you having chosen a plan, your account becomes a free calendar account: we then delete whatever of your requests and emails is still stored, and your secretary’s name and address. Your account with your details, addresses and calendar connections stays until you delete it. From then on, the section “Calendar account” applies to your account.

When a client’s secretary writes to you

We then process your name, your email address, your replies and the meeting times; we know your address from the email in which the client instructed us. We act as processor for the client, who is the controller; if the client uses the service privately, we are the controller ourselves, based on our legitimate interest in carrying out their request (Art. 6(1)(f) GDPR). We delete this information with the client’s request. To exercise your rights, you can contact the client or us.

Calendar account

People who receive meeting requests from our clients’ secretaries can open a free calendar account; we are the controller for it. We store your email address, language, calendar connection and a log of which client was matched when, until your account or the client’s is deleted. When a client’s secretary arranges a meeting with you, we read your free/busy times within the period of that meeting and propose only times at which you are free; the client sees that they came from your calendar. The times stay with the client’s request until it is deleted. The legal basis is our contract with you (Art. 6(1)(b) GDPR), and your consent for news by email. The account stays until you delete it, which you can do at any time in your account.

Support

Emails to support@mysecretary.cloud go to a Microsoft 365 mailbox; requests through the help form are stored as a ticket until your account is deleted. We delete a ticket without an account 365 days after it was last handled (its last message, status change or close, whichever is latest). The screenshot of a bug report that a tester sends with the “Report a bug” button is deleted 30 days after the report is closed; its text stays with the ticket. Attachments and embedded images of an email are kept with the ticket and deleted with it. A language model from Anthropic may draft answers, without your address; nothing is sent before we have checked it. If we access your account to look after it, we log this without content and delete the log after 365 days. The legal basis is our contract with you or our legitimate interest in handling requests (Art. 6(1)(b) and (f) GDPR).

What we record without storing the address

So that the trial is offered once per person, we note for every address of a client account whether it had a trial. We keep this note permanently, also after you have deleted your account. While your account exists, your secretary also notes whom she has already written to, so that the AI notice also appears at the top of the first email, and, for senders who insult her or try to manipulate her, the kind of incident. Instead of the address we store only a check value computed with a secret key. Only with this key can anyone check whether a particular address matches a check value. The legal basis is our legitimate interest in protecting the service (Art. 6(1)(f) GDPR).

Service providers

Data is processed on our behalf by: Supabase (database, Frankfurt), Vercel (hosting, EU), Mailgun (email, EU), PostHog (measurement, EU), Anthropic (language model, USA), Stripe (billing, EU and USA) and Microsoft 365 (support mailbox, EU). They are US companies or belong to a group with a US parent company; access from the United States therefore cannot be ruled out. We base transfers to the United States on the EU-US Data Privacy Framework, otherwise on the European Commission’s standard contractual clauses.

Your rights

You have the right of access, rectification, erasure, restriction, data portability and objection (Art. 15–21 GDPR) and can withdraw consent at any time. You may object at any time to processing based on our legitimate interest. An email to support@mysecretary.cloud is enough. You can lodge a complaint with a supervisory authority; the authority competent for us is the Information and Data Protection Commissioner (IDPC) in Malta.