Data user and operator
WoowMind is operated by Youcheng Zhang as an individual under the WoowMind brand, based in GuangZhou,China, with no Hong Kong office at present.
The operator is the data user for account, subscription, platform security, and service-operation data under the PDPO. For merchant Widget visitor queries and contact details, the merchant determines the purposes and means of collection; WoowMind processes that information according to the purposes set out in the service terms and product settings to provide hosting and technical services. If WoowMind uses any such data for its own independent purpose, that use will be described separately.
1. Data we collect
- Account and registration data, including username, email, and optional profile details.
- Workspace content, document metadata, document revisions, prompts, answers, citations, and Widget settings.
- Operational, security, audit, usage, and support records.
- Payment and order references. Full card data is handled by the selected payment provider, not stored by the product database.
- Trial-eligibility record: the sign-in provider, a digest computed from the verified sign-in identity using a keyed hash, and the first recorded trial-claim time. This separate record does not contain the original sign-in identifier, email address, name, or uploaded content. It can nevertheless be matched when the same identity is used again to check whether a trial has already been claimed, so we do not treat it as fully anonymous data.
Important information
2. Purposes
We use data to provide authentication, storage, indexing, retrieval, document preview and versioning, Widgets, billing support, security, abuse prevention, troubleshooting, and legal compliance. Widget visitors may voluntarily leave a phone number, WhatsApp contact, or email so the workspace owner can follow up manually; the product does not proactively send WhatsApp notifications. We do not sell workspace content or use it to train public or shared models.
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.
For Widget visitors, the merchant determines the purposes of collecting questions, conversations and voluntary follow-up details; WoowMind processes them on the merchant’s instructions. The pre-chat privacy notice identifies the enabled model-processing locations. Providing contact details and consenting to merchant follow-up is a separate, voluntary action, and does not confirm a payment, booking or enrolment. The merchant’s own privacy notice and contact apply to its collection; platform data-rights contacts are set out in this policy.
3. AI data flow and cross-boundary processing
The production application, database and retrieval indexes are hosted in Hong Kong. Query rewriting, embeddings and answer generation use an Alibaba Cloud Model Studio Hong Kong workspace with Hong Kong inference scope. When hosted reranking is enabled, the query and necessary candidate passages are sent to the China (Beijing) workspace in mainland China for relevance ranking, and ranking results return to Hong Kong. Candidates sent may exceed the final results selected. Hosting the application in Hong Kong does not keep every processing step there.
The system attempts to replace some email addresses, phone numbers, identity numbers and other direct identifiers before transmission, but automated detection is incomplete and does not guarantee anonymisation. Local placeholder mappings and separately stored raw Widget lead records are not reranking inputs; questions or documents may still contain unidentified personal data.
Model Studio on the Alibaba Cloud China site processes and retains invocation and security-review records under its applicable agreement and law. We do not promise Zero Data Retention for Beijing reranking or apply another site or region’s fixed retention period to this arrangement. WoowMind does not use content for model training; the provider’s use is governed by its applicable agreement. Deletion in WoowMind does not synchronously delete provider records retained for legal or security purposes.
4. Hosting, providers and processing locations
Application hosting, database, storage and local retrieval are in Hong Kong; Model Studio rewriting, embeddings and answer inference use Hong Kong; hosted reranking uses Beijing in mainland China. The contracting entity for the China-site Model Studio service is 通义云启（杭州）信息技术有限公司. Google sign-in and Paddle payments may process necessary data elsewhere under their respective terms. See the Service Provider List and the merchant Data Processing Addendum. We do not represent that all services, account administration, billing and legally required security records are processed only in Hong Kong.
5. Security
We apply HTTPS/TLS, access controls, tenant/workspace isolation, restricted operational access, logging, and encryption where configured for the deployed environment. Specific TLS versions, encryption algorithms, MFA, RBAC, and cloud service regions depend on the current production configuration.
6. Retention and choices
Account data, workspace documents, and ordinary conversations are retained while the account remains active; subscription expiry suspends service but does not automatically delete data. Incomplete Widget lead state expires after 48 hours. A merchant sets a 30-to-365-day retention period for each Widget; each lead and conversation expires based on when it was first saved, and later setting changes apply only to new records. Expiry cleanup normally runs hourly and removes the lead or conversation, its messages, and related model checkpoints together.
Platform application and error-diagnostic logs are retained for 30 days; platform operation audit records for 90 days. Failed imports are normally cleared during workspace maintenance after 3 days. Open personal-data request cases are retained until closure and for 90 days after closure.
Account deletion clears service primary data; protected backups are overwritten according to the deployed backup rotation. You may request access or correction, or ask us to delete data, subject to applicable law and any records that must be retained.
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.
7. Contact
Privacy and data-rights requests: Youcheng Zhang, WoowMind operator based in GuangZhou,China; email privacy@woowmind.com. Product support: support@woowmind.com.