Privacy Policy

Last updated: 12 August 2026

This policy explains what personal data MIKE OS processes when you use the Cockpit, why we process it, who we share it with, and the rights you have under the EU General Data Protection Regulation (GDPR).

1. Who we are

MIKE OS (“MIKE OS”, “we”, “us”) provides an AI Chief-of-Staff platform at mikeos.ai. The data controller for the processing described here is [registered legal entity name], registered at [registered address]. You can reach us about privacy at privacy@mikeos.ai.

2. The data we process

• Account data — your name and email address, and authentication credentials.
• Connected Google Workspace content — when you authorise it, we access your Gmail messages, Contacts, Calendar events, Google Drive documents and Google Tasks to organise, summarise and draft on your behalf.
• Content you create in MIKE OS — draft replies, notes, tasks, filed documents and settings.
• Connected messaging — if you link Telegram or Slack, the messages you send to MIKE OS through them.
• Technical & usage data — logs, device/browser information and timestamps needed to run and secure the service.

3. Why we process it, and our lawful basis

• To provide the service you asked for — reading, organising, drafting, briefing and filing across your connected accounts. Basis: performance of a contract.
• To improve reliability and security — monitoring, debugging and abuse prevention. Basis: legitimate interests.
• To generate AI output — sending relevant content to our AI processor to draft and summarise. Basis: performance of a contract.
• Optional features (e.g. voice transcription) — where these rely on consent, you can withdraw it at any time.

MIKE OS never sends an email, message or other outward action on your behalf without your explicit approval in the app.

4. AI processing

To draft replies and summaries, MIKE OS sends the relevant content to Anthropic’s Claude API. This content is processed to produce your result and is not used to train models under the Anthropic commercial API terms. AI output can be imperfect — you review and approve everything before it is sent or acted upon.

5. Sharing & sub-processors

We do not sell your data. We share it only with the service providers that operate MIKE OS:

• Google — the Workspace APIs you connect (source of your mail, calendar, files, contacts, tasks).
• Anthropic — AI processing (Claude API).
• Vercel — application (front-end) hosting.
• Railway — back-end hosting and processing.
• Notion — structured storage of documents, tasks and briefings.
• ElevenLabs — voice-to-text, only if you use voice input.
• Telegram / Slack — only if you connect them as an input channel.

6. International transfers

Some processors are located outside the EEA (for example in the United States). Where that is the case, transfers are covered by appropriate safeguards such as the European Commission’s Standard Contractual Clauses.

7. How long we keep it

We keep personal data for as long as your account is active and as needed to provide the service. Connected-account content is retained only as required to deliver features you use, and is deleted or anonymised when no longer needed or on request. Backups and logs are held for a limited period for security and continuity.

8. Your rights

Under the GDPR you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• have your data erased;
• restrict or object to certain processing;
• receive your data in a portable format;
• withdraw consent at any time, without affecting prior processing; and
• disconnect Google access at any time via your Google Account permissions.

To exercise any of these, email privacy@mikeos.ai. You also have the right to lodge a complaint with your supervisory authority — in Portugal, the Comissão Nacional de Proteção de Dados (CNPD).

9. Google user data

MIKE OS’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. We use Google data solely to provide and improve the features you enable, never for advertising, and never to train generalised AI models.

10. Security

We use encryption in transit, scoped access tokens and least-privilege access to protect your data. No system is perfectly secure, but we work to protect your information and to notify you of any incident that affects you as required by law.

11. Changes

We may update this policy; we’ll revise the “Last updated” date above and, for material changes, notify you in the app.

12. Contact

Questions or requests: privacy@mikeos.ai.