AskAIs Mobile App Privacy Notice

1. Who uses this app, and who controls the data in it

AskAIs is a workplace tool for support agents. You sign in with an account that your employer (or whoever administers your AskAIs workspace) created for you, and the conversations, contacts, and files you see in the app belong to that workspace.

For the customer and end-user data shown in the app, your employer is the data controller and MiniCode LLC is a processor acting on their instructions. We do not decide what customer data a workspace collects, how long it keeps it, or who on the team may see it. Questions or requests about that data — including access, correction, or deletion requests from an end user — should go to the workspace that operates the app, not to us; if you send such a request to us, we will refer it to them.

For your own agent account (your name, work email, sign-in credentials, device records, and notification preferences), we act as a controller to the extent needed to run the Service and secure it, alongside the workspace that created your account.

The app is not a consumer product and is not a channel for end customers to contact support. It is distributed for use by agents of businesses that already subscribe to AskAIs.

2. Signing in and credentials

You sign in with your work email address and password. The app receives a short-lived access token and a refresh token and stores both in the iOS Keychain, not in application preferences or any plain file. Access tokens normally expire within one hour; refresh authorization normally expires within 30 days and is renewed each time it is used. Signing out, signing a device out remotely, or deleting your account revokes the tokens on the server and clears them from the Keychain.

The app also caches your display name, work email, and workspace identifier in the Keychain so the settings screen can show who is signed in after a cold start. That cache is cleared when you sign out.

3. Device records and the installation identifier

The first time the app runs, it generates a random installation identifier and stores it in the iOS Keychain. It is generated by the app for our own device management. It is not Apple’s advertising identifier (IDFA) or vendor identifier, it is not shared with anyone else, and it is not used for advertising, cross-app tracking, or profiling.

When you sign in, we record one device row for that phone so that you and your workspace administrators can see which devices are signed in and sign any of them out remotely. That row contains:

• the installation identifier;
• the device name and device model reported by iOS, the platform (“ios”), and the app version;
• the IP address of the most recent request from that device, and the time it was last seen;
• the Apple Push Notification service device token and its environment, if you allow notifications.

4. Push notifications, including what appears on your lock screen

If you allow notifications, iOS gives the app a push token that we store on the device row described above and use only to deliver notifications about your workspace’s conversations. You can turn notifications off in iOS Settings, or turn them off for all of your devices from the app’s notification settings.

Please read this paragraph carefully, because it concerns other people’s information. A notification alert about a new message contains the contact’s display name as the title and, as the body, the text of that message truncated to 160 characters. Messages that are not text (images, files, voice notes, video) are replaced by a short placeholder instead of the file or its address. The notification also carries the conversation identifier so that tapping it opens the right conversation. This means a customer’s message text can be displayed on your lock screen and in your notification centre, and, like all push notifications on iOS, it passes through Apple’s Push Notification service in order to reach your device. If the conversations you handle are sensitive, use iOS’s notification privacy settings to hide previews on the lock screen, or turn push notifications off in the app.

We keep a delivery log of each notification attempt — the workspace, the recipient agent, the device, the conversation, the provider, and whether it was sent, skipped, or failed, with the reason. The log does not store the message text or the notification body.

Notifications can be filtered from inside the app: you can limit them to conversations assigned to you, mute conversations that AI is handling, restrict them to chosen inboxes, and set a daily do-not-disturb window in a time zone you choose. Those preferences are stored against your user account, not against a single phone, so they follow you when you change devices.

5. Photos and attachments

To attach a screenshot or photo to a reply, the app uses the standard iOS photo picker. The app receives only the specific items you select; it is never given access to your photo library as a whole, and it does not browse, index, or read anything you have not picked.

Images taken by an iPhone are usually in HEIC format, which most customer browsers cannot display, so the app converts them to JPEG on the device before uploading. Each file must be 25 MB or smaller, and you can attach up to ten at a time. Attachments upload directly to our object storage provider (Cloudflare R2) over a pre-signed link and then become part of your workspace’s conversation record, handled the same way as any other Customer Data described in the Privacy Policy.

The app does not use the camera, the microphone, your contacts, your calendar, your location, health or fitness data, or any other sensor or system data source.

6. Customer information the app shows you

Signed in as an agent, you can read the conversations and message history of your workspace. Opening a visitor’s profile shows you what the workspace already holds about that contact:

• name, email address and whether it was verified, and avatar;
• how they reached the workspace: platform, operating system, browser, device model, and app version;
• approximate location and time settings derived from their connection: country, city, region, and time zone;
• when they were first and last seen, and whether they are online now;
• any custom attributes the workspace chooses to store about them, such as plan or membership fields;
• their earlier conversations with the same workspace.

7. What the app deliberately does not receive

The visitor’s IP address is not sent to the app. The web dashboard shows it, but the mobile endpoints strip it: the geographic signals an agent actually needs are already covered by country, city, region, and time zone, and a phone is the device most likely to be lost or screenshotted. This is enforced by a single allow-list on the server, so fields added to the contact record in future are not sent to the app unless someone adds them there deliberately.

The app contains no third-party analytics, advertising, attribution, or crash-reporting software development kits. It does not use Apple’s advertising identifier, does not present an App Tracking Transparency prompt, and collects no data for tracking as Apple defines it. We do not sell personal information, and no data from the app is shared with data brokers or advertising networks.

8. Your online status

While the app holds a live connection, you are shown as online to your teammates, and your “last active” time is updated at most once every five minutes. Beyond showing colleagues who is available, this is what allows us to skip a push notification when you are already active at the web dashboard, so that the same message does not interrupt you twice. Online status is held in a short-lived cache that expires by itself within about thirty seconds of the app disconnecting.

9. Deleting your account from the app

You can delete your own agent account from the app’s settings. Because this cannot be undone, it asks you to confirm with your password or with a code sent to your email address. A workspace owner must transfer ownership before deleting their account, and platform administrator accounts cannot be deleted this way.

When you confirm, we revoke every session and delete every device record for your account, delete your notification preferences, remove your name, email address, avatar, password, and any linked Google identity from your user record, replacing them with an anonymous placeholder that cannot be traced back to your original details, and mark the account as deleted so that it can never be signed in to again. Conversations still open and assigned to you are unassigned so that customers are not left waiting.

Messages you sent to customers, and the audit records of actions taken in the workspace, are kept. They are the workspace’s business records rather than your personal profile, and they are attached to conversations that belong to your employer. If you want those records changed or removed, that decision belongs to the workspace that operates the app; contact them, and see “Controller and processor roles” in the Privacy Policy.

10. Children

AskAIs is a workplace application for support agents and is not directed to children. It is rated for users aged 17 and over, and accounts are created by workspace administrators, not by self-registration in the app.

11. Changes to this notice

We may update this notice as the app changes. We will post the updated version here with a new date, and material changes affecting agents will also be described in the app’s release notes.

12. Contact

For privacy questions about the app, email support@askais.com or write to MiniCode LLC, 30 N Gould St Ste R, Sheridan, WY 82801, USA. If your question is about a customer’s information shown in the app, contact the workspace you work for — they are the controller of that data.