Privacy

Who is responsible

the Kubidesk project team decides what happens to the data described here, and is the controller for it in the sense of the GDPR. There is no email address printed on this site on purpose: everything — including the requests listed at the bottom — goes through the contact form, which lands on a screen we read daily rather than in an inbox somebody remembers to check.

What we hold, and why

Your account

Your email address and a hash of your password — never the password itself. We hold it to let you in and to send you the things an account needs: a password reset, a notice that these terms changed. Legal basis: performing the contract you entered when you created the space.

What you put in the space

Tasks, events, notes, documents, money records, health diaries and anything else you type or upload. We hold it for one reason — to show it back to you — and we do not read it to improve anything, sell it, or train on it. Legal basis: the contract.

Health records, if you keep them, are a special category under the GDPR. We hold them only because you chose to put them there, and you can remove them at any time; that choice is your explicit consent, and withdrawing it means deleting them.

If you connect your mailbox

You give us a server address, a user name and an application password. The password is encrypted with a key that is kept outside the database, so a copy of the database alone does not open your mail. We do not store your letters. The mailbox is read while you are looking at it, and every read is written to an access log you can see.

If you connect a calendar

We hold the subscription link you gave us and read it when a screen needs it. Events are not saved into our database.

Technical records

The server keeps ordinary web-server logs — addresses requested, time, response code, and the IP address that asked. They exist so that a broken page or an attack can be diagnosed, and they are kept short. Legal basis: our legitimate interest in running a service that works and is not trivially abusable.

There is no analytics on the public site. No Google Analytics, no pixel, no tracker. The product has a counter for use inside your own space; as of today it is not called from any public page. If that changes, this paragraph changes with it.

Who else sees it

As few as possible. Today the list is short, and it is exhaustive:

• The hosting provider. The service runs on a rented server in Germany. The provider holds the machine; it does not have a reason to look inside, and the database is not exposed to the internet.
• The assistant, only if you switch it on. It is off by default and turned on for one conversation at a time. When it is on, what you showed it goes to the model that answers — outside the EU. Those requests are not kept and not used for training.
• Your own mail provider, when you connect a mailbox: we talk to their servers on your behalf, with the password you gave us.
• An email sender, for account letters such as password resets. It sees your address and the text of that letter, and nothing else.

We do not sell data, we do not share it with advertisers, and we have no advertising. If a court or the police demand data with a valid order, we will comply, and we will tell you unless we are forbidden to.

Where it lives

On a server in Germany, inside the EU. The exception is the assistant above: switching it on sends what you showed it outside the EU, and that is why it is off until you decide otherwise.

How long we keep it

• While your space exists — everything you put in it. We do not expire your own records behind your back.
• Fourteen days after deletion — in backups. That is the whole point of a backup: it holds yesterday, including yesterday's mistakes. After fourteen days it is gone from there too.
• Server logs — kept short, in the order of weeks, then rotated away.
• The access log — kept while the space exists, because it is evidence for you rather than for us.

How it is protected

The site is served over HTTPS only. Passwords are stored as hashes. Mailbox passwords are encrypted with a key held outside the database. Each space is separated from every other at the level of the database, not by a filter in the application that could be forgotten.

We can technically reach your data — anyone who runs a server can. That is why the access log exists: not as a promise that nobody looks, but as a record when somebody does.

What you can demand

If you are in the EU or the UK, the law gives you these, and we honour them regardless of where you live:

• A copy of everything we hold about you, in a form you can take elsewhere.
• Correction of anything wrong — though in practice you can edit it yourself.
• Deletion. There is a button for it in your account; you do not have to ask.
• Restriction and objection — to tell us to stop a particular use.
• A complaint to your national data protection authority, without asking us first.

Send it through the form. We answer within thirty days, and usually in one. Deletion does not need a request at all — the button is in your account.

Children

The space is not meant for children under 13. That number is the lowest one available to us rather than a preference: below it, the rules protecting children online require verifying a parent's permission, and we have no way to do that honestly. We do not knowingly keep data about younger children; if you believe we have, tell us and it will be deleted.

When this page changes

Any change that matters — a new service that sees your data, a new purpose, a longer retention — is announced by email before it takes effect, not slipped in with a new date at the top.