Privacy Policy
Last updated: 25 August 2026
Before publishing: this draft describes how the software actually behaves, but it has not been reviewed by a lawyer. Have a qualified adviser check it against the law that applies to your business and your clients — and replace the company details in section 12 — before you rely on it.
This policy explains what personal information Mandhouma collects, why we collect it, how long we keep it and what rights you have over it. It applies to the Mandhouma website at mandhouma.com and to the Admin, Employee and Client portals hosted on it.
1. Who is responsible for your data
Mandhouma is operated by the organisation named in section 12, which is the data controller for the information described here. Where we host client work on behalf of a customer, we act as a processor for that customer's data and handle it only on their instructions.
2. What we collect
| Category | What it includes | Why we hold it |
|---|---|---|
| Account details | Name, username, email address, role, department, account status. | To create your account, sign you in and show your name to colleagues on tasks and messages. |
| Authentication data | A cryptographically hashed password, session tokens, and — if you switch it on — a two-factor secret and recovery codes. | To keep your account secure. We never store your password in a readable form and cannot recover it. |
| Work content | Tasks, notes, comments, attachments, approval decisions, handoffs and the activity log of who changed what and when. | This is the service itself — the record of your work. |
| Communications | Messages, reactions, shared files, voice notes, and records of when calls started and how long they lasted. | To deliver in-app messaging and to keep a history of the conversation. |
| Meetings | Meeting titles, agendas, times, invitees and their responses. | To run the scheduling feature. |
| Technical data | Server logs recording requests made to the service, including timestamps and error details. | To keep the service running, diagnose faults and detect abuse. |
| Error reports | When something breaks: the error message, the technical stack trace, which page it happened on, and the role of whoever hit it. | So faults surface and get fixed instead of going unnoticed. Email addresses, tokens and anything that looks like a credential are stripped before storage, and the contents of your tasks, messages and files are never included. |
| Website analytics | Aggregated page views on the public marketing pages — only if you consent. | To understand which pages are useful. Never collected inside the signed-in portals. |
What we deliberately do not collect
- We do not collect payment card details through this service.
- We do not record the content of video or voice calls. One-to-one calls travel directly between the two participants' browsers and their audio and video never pass through our servers.
- We do not run analytics, advertising or tracking scripts of any kind inside the Admin, Employee or Client portals.
- We do not sell personal data, and we do not share it for advertising.
3. How your data is collected
Almost all of it you or your administrator enter directly: an administrator creates your account, and you then create tasks, comments, messages and meetings as you use the service. Technical data is generated automatically by the server as it handles requests. Analytics data on the public site is collected only after you accept the cookie banner.
4. Legal bases for processing
Where data protection law such as the UK GDPR or EU GDPR applies, we rely on:
- Contract — to provide the service to you and to your employer or supplier.
- Legitimate interests — to keep the service secure, prevent abuse, maintain an audit trail of changes, and back up data against loss.
- Consent — for optional website analytics, and for any marketing email. You can withdraw consent at any time.
- Legal obligation — where we must retain or disclose information to comply with the law.
5. Cookies and local storage
The portals use your browser's local or session storage to keep you signed in and to remember your light or dark theme preference. These are strictly necessary for the service to function, are not used for tracking, and are not shared with anyone. Clearing your browser storage simply signs you out.
The public marketing pages set no cookies at all unless you accept the analytics banner. If you decline, or ignore it, nothing is set. If analytics has not been configured by the operator, the banner does not appear because there is nothing to consent to.
6. Who we share data with
We share personal data only where it is necessary to run the service:
- Other users of your organisation's account. Colleagues see your name against tasks, comments and messages you create. Clients see only their own work and the names of people they are working with.
- Our hosting provider, which runs the server the service is installed on.
- Our email provider, which delivers invitations, password resets and notification emails. It receives the recipient's email address and the content of that message only.
- An outgoing webhook, if your administrator configures one — for example to post notifications into a Slack or Teams channel your organisation controls.
- Authorities or advisers, where we are legally required to disclose information.
If your administrator chooses to attach an external meeting link (such as Google Meet, Zoom or Teams) to a conversation, that third party's own privacy policy governs anything that happens on their platform once you follow the link.
7. Where your data is stored
Data is stored on servers operated by our hosting provider, in the region stated in section 12. Backups are taken nightly and retained for a limited period. Where data is transferred outside your own country, we rely on appropriate safeguards such as standard contractual clauses.
8. How long we keep it
- Account data — for as long as your account is active, and for a reasonable period afterwards so historic work remains attributable.
- Work content, messages and the activity log — for as long as your organisation's account is active, because it forms the record of the work delivered.
- Deleted chat messages — the content and any attached file are removed permanently when a sender deletes a message; only a placeholder marking that a message was deleted remains.
- Server logs — for a short operational period, then discarded.
- Backups — on a rolling schedule, after which older copies are destroyed.
9. How we protect it
- Passwords are stored only as salted cryptographic hashes and are never recoverable, by us or anyone else.
- Optional two-factor authentication is available on every account.
- Every request is checked against your role and permissions on the server, not merely hidden in the interface.
- Each portal keeps its session separately, so one role's sign-in can never be used to reach another's data.
- Traffic is encrypted in transit using HTTPS.
- Changing or resetting a password immediately ends every existing session on that account.
No system is perfectly secure. If a breach occurs that is likely to put your rights at risk, we will notify you and the relevant regulator as the law requires.
10. Your rights
Depending on where you live, you may have the right to access a copy of your data, correct it, have it deleted, restrict or object to how we use it, receive it in a portable format, and withdraw consent you previously gave. To exercise any of these, contact us using the details in section 12. If your data was entered by an organisation that uses Mandhouma to manage their work, we may need to refer your request to them as the controller of that data.
If you are unhappy with our response you may complain to your local data protection authority.
11. Children
Mandhouma is a workplace tool and is not intended for use by anyone under 16. We do not knowingly collect data about children.
12. Contact us
Questions about this policy, or a request about your data:
- Organisation: [Your registered company name]
- Registered address: [Street, city, postcode, country]
- Email: privacy@mandhouma.com
- Hosting region: [e.g. Frankfurt, Germany]
13. Changes to this policy
If we make a material change we will update the date at the top of this page and, where the change significantly affects you, tell you inside the service.