Privacy Policy

DeskMint ("DeskMint," "we," "us," or "our") operates a B2B software-as-a-service platform that helps businesses automate accounts receivable collection through AI-powered email outreach, AI phone calls, and payment processing. This Privacy Policy describes how we collect, use, disclose, and protect information in connection with our platform and website (collectively, the "Service").

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree, please do not use the Service.

1. Information We Collect

1.1 Account Information

When you register for DeskMint, we collect your name, email address, and password. We may also collect your organization name, billing address, and other information necessary to administer your account.

1.2 Debtor Data Uploaded by Users

Our users (businesses) upload information about their debtors in order to initiate collection outreach. This data may include debtor names, email addresses, phone numbers, invoice amounts, invoice dates, and other details related to outstanding receivables. This information is provided to us by our users, not collected directly from debtors.

1.3 Communication Logs

We generate and store records of collection communications sent through the Service, including the content of emails sent to debtors, transcripts and recordings of AI phone calls, and metadata such as timestamps, delivery status, and response indicators.

1.4 Payment Data

When payments are processed through the Service, we collect transaction records including amounts, dates, payment method type, and status. Full payment card details are handled exclusively by our payment processor, Stripe, and are never stored on our servers.

1.5 Usage Data

We automatically collect information about how you interact with the Service, including pages visited, features used, actions taken, browser type, device information, IP address, and referring URLs.

2. How We Use Information

We use the information we collect to:

• Provide and operate the Service, including sending collection emails, placing AI phone calls, and processing payments on behalf of our users.
• Compose collection communications using AI (powered by OpenAI) to draft emails and analyze debtor responses to determine intent and appropriate follow-up actions.
• Process payments through Stripe to process payments from debtors and remit funds to our users.
• Maintain and improve the Service, including troubleshooting, data analysis, and developing new features.
• Improve our AI models using anonymized and aggregated communication data to improve the effectiveness of our AI-generated outreach. You may opt out of this use by contacting us at privacy@deskmint.com.
• Communicate with you, including sending service-related notices, responding to inquiries, and providing customer support.
• Comply with legal obligations, including responding to lawful requests from law enforcement or governmental authorities.

3. Information Sharing and Third-Party Services

We do not sell your personal information. We share information with third parties only as necessary to provide the Service or as required by law.

3.1 Service Providers

We share information with the following third-party service providers, solely for the purposes described:

• Stripe for payment processing. Stripe receives payment details necessary to process transactions.
• Resend for email delivery. Resend receives debtor email addresses and email content to deliver collection communications on your behalf.
• ElevenLabs for AI voice calls. ElevenLabs receives call scripts and debtor phone numbers to place AI-powered collection calls.
• OpenAI for AI text generation and analysis. OpenAI processes debtor information and communication context to compose emails and analyze debtor responses.

3.2 Legal Requirements

We may disclose information if required to do so by law, or in good-faith belief that such action is necessary to comply with applicable law, respond to a court order or subpoena, or protect the rights, property, or safety of DeskMint, our users, or the public.

3.3 Business Transfers

In the event of a merger, acquisition, bankruptcy, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your personal information.

4. Data Retention

We retain your account information for as long as your account is active or as needed to provide the Service. Debtor data and communication logs are retained for the duration of the user's subscription and for a reasonable period thereafter to support legal and compliance obligations.

Upon account deletion, we will delete or anonymize your data within 90 days, except where retention is required by law or for legitimate business purposes (such as resolving disputes or enforcing our agreements).

Payment records may be retained for up to seven (7) years to comply with tax and financial reporting obligations.

5. Data Security

We implement industry-standard technical and organizational measures to protect the information we process, including:

• Encryption of data in transit (TLS) and at rest
• Access controls limiting data access to authorized personnel on a need-to-know basis
• Regular security assessments and monitoring of our infrastructure
• Secure storage in managed PostgreSQL databases with automated backups

While we strive to protect your information, no method of transmission over the Internet or method of electronic storage is completely secure. We cannot guarantee absolute security.

6. Your Rights

6.1 Platform Users

If you are a registered DeskMint user, you have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete personal information
• Delete your account and associated personal information
• Export your data in a portable, machine-readable format
• Opt out of the use of your data for AI model improvement

6.2 California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act and the California Privacy Rights Act, including the right to:

• Know what personal information we collect, use, and disclose
• Request deletion of your personal information
• Opt out of the sale or sharing of your personal information (we do not sell personal information)
• Not be discriminated against for exercising your privacy rights

To exercise any of these rights, please contact us at privacy@deskmint.com. We will respond to verifiable requests within 45 days.

7. Debtor Data

DeskMint processes debtor data on behalf of our users (businesses). This data, including debtor names, email addresses, phone numbers, and invoice details, is provided to us by the business that holds the outstanding receivable, not collected directly from the debtor.

DeskMint acts as a data processor with respect to debtor data. The business that uploaded the data is the data controller and is responsible for ensuring it has a lawful basis to share that data with us.

If you are a debtor and have received a communication from DeskMint on behalf of a business, you may:

• Contact the business directly to inquire about or dispute the underlying invoice
• Contact us at privacy@deskmint.com to request that we delete your personal information from our systems. We will process such requests within 30 days and notify the relevant business of the deletion.
• Request a copy of the information we hold about you by emailing privacy@deskmint.com

8. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If we learn that we have collected personal information from a person under 18, we will take steps to delete that information promptly. If you believe we have inadvertently collected information from a minor, please contact us at privacy@deskmint.com.

9. Cookies and Tracking

DeskMint uses only essential session authentication cookies required for the Service to function. We do not use advertising cookies, analytics tracking pixels, or third-party cookies. No cookie consent banner is required because we do not use non-essential cookies.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by posting the updated policy on this page and updating the "Effective Date" at the top. For significant changes, we may also provide additional notice via email to your registered account address. Your continued use of the Service after any changes constitutes acceptance of the updated Privacy Policy.

11. Contact Us

If you have questions about this Privacy Policy, wish to exercise your rights, or have concerns about how your data is handled, please contact us at:

DeskMint Email: privacy@deskmint.com