Personal Information Collection Statement

WoowMind is operated by Youcheng Zhang as an individual under the WoowMind brand, based in GuangZhou,China. For the account and registration data described in this statement, Youcheng Zhang is the data user. You may request access to or correction of your personal data by contacting Youcheng Zhang (privacy contact) at privacy@woowmind.com.

We collect and use the data to create and secure your account, provide the private knowledge workspace, process documents and AI requests, enforce plan quotas, operate Widgets, provide support, process Paddle purchases, prevent abuse, and comply with law. Widget leads are provided for manual follow-up by the workspace owner; the product does not proactively send WhatsApp notifications.

We use trial-eligibility records only to check eligibility for the one-time trial, prevent repeated trials through account deletion and re-registration, and resolve related eligibility disputes. We do not use them for direct marketing or advertising tracking. This rule applies to Google and to other sign-in services introduced in future that verify identity in the same way.

Recipients may include Hong Kong hosting and storage providers, Alibaba Cloud Model Studio, Google sign-in, Paddle payments and support personnel with a need to know. Model Studio in Hong Kong handles rewriting, embeddings and answers. When hosted reranking is enabled, queries and necessary candidate passages are sent to the China (Beijing) workspace in mainland China. Attempts to replace direct identifiers do not guarantee anonymisation. Complete lead records and local placeholder mappings are not reranking inputs. We do not sell personal data.

Username, email, authentication credential or Google identifier, consent record, and security data are required to register. Without them we cannot create or secure an account. Uploads, profile details, support messages, Widget settings, and leads are optional, but the related feature cannot work without the relevant data.

When an account is created using a verified sign-in identity, the system generates and checks the trial-eligibility record described above as necessary to administer trial eligibility and prevent abuse. Having already claimed a trial does not prevent re-registration or sign-in, but no new trial is granted.

Account and workspace data, documents, and ordinary conversations are retained while the account remains active; trial expiry pauses service but does not automatically delete data. Incomplete Widget lead state expires after 48 hours. Widget leads and conversations use the merchant-selected 30-to-365-day period, calculated separately from each record's first save; changing the setting affects only new records.

Platform application/error logs are retained for 30 days and operation audit records for 90 days. Failed imports are normally cleared during workspace maintenance after 3 days. Open personal-data request cases remain until closure and for 90 days after closure. Account deletion clears service primary data; protected backups are overwritten under the deployed backup rotation.

Model providers retain invocation and security records under the applicable agreement and law. This arrangement does not promise Zero Data Retention or a fixed maximum retention period for Beijing reranking. Local deletion does not automatically delete provider records. See the Privacy Policy, Data Processing Addendum and Service Provider List for Hong Kong and Beijing processing, recipients and safeguards.

After account deletion, we retain the minimal trial-eligibility record separately so that the one-time trial rule can be enforced on re-registration. This does not preserve or restore the deleted account or its workspace. We review the need for retention. A record is retained for as long as it is needed to enforce this eligibility rule. If we permanently end the one-time trial programme, or a record is no longer needed to enforce the rule, we will delete it after any related eligibility dispute has been resolved. Trial or subscription expiry and account deletion do not themselves automatically delete this record. You may contact our privacy contact to request access, correction, or deletion of this record; we handle requests in accordance with applicable law and the need for retention.

Necessary data may be retained under restricted access, without ordinary service use, for an open data-rights request, documented dispute or legal requirement. We review the continuing need. When it ends, the original expiry rule applies; already expired data is removed in the next normal cleanup, without restarting the retention period.

You may request access to or correction of your personal data, subject to the PDPO and applicable exemptions. Contact Youcheng Zhang (privacy contact) at privacy@woowmind.com; we may verify your identity before responding.

We will not use your personal data for direct marketing without the notice and consent required by applicable law. Service and security notices are not marketing messages.