3. Our role: controller and processor
In some situations, we act as a data controller. This means we decide how and why certain personal data is processed. For example, we are the controller when you create a NivaDesk account, contact us, subscribe to updates, pay for a plan, or use our website.
In other situations, we act as a data processor. This means we process data on behalf of our customers. For example, if a business uses NivaDesk to store its own client names, order details, files, notes, addresses, tasks, or workflow information, that business is usually the controller of that data, and we process it according to their instructions.
If your personal data was added to NivaDesk by one of our customers, please contact that customer first if you want to exercise your rights regarding that data.
4. Personal data we collect
We may collect the following types of personal data.
4.1 Account and profile data
When you create or use a NivaDesk account, we may collect:
- name;
- email address;
- password or authentication information;
- profile photo or avatar;
- company or workspace name;
- role within a workspace;
- language, timezone, and app preferences;
- login method, such as email/password, Google sign-in, or Apple sign-in.
4.2 Workspace and business content
When you use NivaDesk, you or your team may add content such as:
- customer or client details;
- order details;
- workflow status;
- order notes;
- customer notes;
- task lists and reminders;
- delivery dates and timelines;
- addresses;
- uploaded files;
- images, PDFs, design files, documents, and attachments;
- team member roles and access permissions;
- history logs and activity records.
You are responsible for ensuring that any personal data you upload to NivaDesk has been collected and added lawfully.
4.3 Payment and subscription data
If you purchase a paid plan, we or our payment providers may process:
- billing name;
- billing address;
- email address;
- payment method information;
- subscription plan;
- invoices and transaction history;
- tax or accounting information where required.
We do not store full card numbers ourselves. Payment details are processed by third-party payment providers such as Stripe, Apple, Google, or other payment platforms depending on how you subscribe.
4.4 Device, usage, and technical data
When you use our website or apps, we may collect:
- IP address;
- device type;
- operating system;
- browser type;
- app version;
- crash reports;
- log-in times;
- pages or features used;
- performance and diagnostic data;
- approximate location based on IP address;
- clicks on buttons and how far a page is scrolled;
- cookies and similar technologies.
This helps us keep NivaDesk secure, improve performance, fix bugs, and understand how users interact with our services.
Visit summaries are kept for 90 days; after that only totals remain.
4.5 Communication data
If you contact us, we may collect:
- your name;
- email address;
- message content;
- support requests;
- feedback;
- attachments or screenshots you send us;
- records of our communication with you.
4.6 Data from third-party login or integrations
If you choose to sign in with or connect a third-party service, such as Google or Apple, we may receive limited information from that service, such as:
- name;
- email address;
- profile image;
- authentication identifier.
If future NivaDesk integrations allow access to services such as calendar, files, email, storage, or other business tools, we will only access the data needed to provide the feature you choose to use.
7. Workspace content and uploaded files
NivaDesk allows users to upload and store business files, client files, documents, images, PDFs, design files, and other materials.
We process uploaded files only to provide the service, including:
- storing files;
- displaying files in your workspace;
- syncing files across your devices;
- allowing downloads;
- applying workspace permissions;
- creating metadata such as file name, upload date, file size, and uploader;
- maintaining security and audit logs;
- supporting offline access or upload queues where enabled.
We do not claim ownership of your uploaded content. You retain all rights to the content you upload, subject to the rights you grant us to operate and provide the service.
Client Files and cloud-stored message attachments require an active eligible paid plan to open, preview, download, upload, rename, or delete them through the app. If eligible paid access ends, those files may be retained for up to 90 days so access can be restored if the workspace resubscribes during that period; after the retention period they may be deleted.
7.1 Your customers' WhatsApp messages (customer inbox)
If your workspace connects a WhatsApp Business number, NivaDesk receives the messages your customers send to that number and keeps the replies your team sends from NivaDesk, so that your team can read and answer them in the customer inbox. For these messages your business is the controller, and NivaDesk processes them on your behalf.
To connect your own WhatsApp Business number you sign in with Meta in a pop-up and choose the number. NivaDesk keeps that number, the IDs of the number and of its WhatsApp Business Account, and an access token that lets it receive and send that number's messages. The number itself is kept so that the customer page of an order can show a "Message us on WhatsApp" button when your workspace switches that button on for the order; it is deleted within a day after the number is disconnected. The token is stored encrypted. Disconnecting the number in Settings deletes the token and the connection straight away and asks Meta to stop sending that account's messages to NivaDesk; conversations already in the inbox stay until they are deleted or expire.
If the number you connect is also in use on the WhatsApp Business app on your phone, it keeps working there. Meta then also sends NivaDesk the messages your business sends to customers from that app, and NivaDesk keeps them in the same conversation as your customers' messages. A photo or file sent from the app is shown only as a line saying that one was sent; NivaDesk does not receive or store the file. When you or your customer edit or delete a message, NivaDesk changes its copy or replaces it with a note that the message was deleted. Meta can also send your phone's contact list and your earlier chats: NivaDesk does not ask Meta for either, and discards anything of them that arrives without storing it. If you end the connection in the WhatsApp Business app, or WhatsApp ends it, NivaDesk deletes the access token and stops receiving the number's messages. Disconnecting in NivaDesk's Settings stops NivaDesk straight away, but the app stays linked until you disconnect there.
When a customer writes to you from the "Message us on WhatsApp" button on their order page, their message carries a reference to that page, and NivaDesk links the conversation to that order so that your team sees which order it is about.
Out-of-hours reply. If your workspace sets an out-of-hours reply, NivaDesk sends the text your workspace wrote, automatically, to a customer who writes outside the opening hours your workspace set. It is sent at most once a day in each conversation, only as a reply to a message the customer has just sent, and it is kept in the conversation like any other reply. Every conversation is still answered by a person.
Order updates on WhatsApp. If your workspace switches on WhatsApp updates for an order, NivaDesk sends your customer a WhatsApp message when that order's status changes. The message contains the customer's first name, your business name, the order's number, one sentence about the stage, and a link to the customer's order page. It is sent to the phone number recorded on the order, and only if that same number has itself written to your business on WhatsApp in a conversation linked to that order. It is sent through the WhatsApp Business Platform as a message that Meta approved for your number, and Meta charges your business for it. These messages are information about an order, never marketing. They are not sent for an order that came from a marketplace such as Etsy, or to a customer your workspace has marked as not to be contacted.
Messages travel through the WhatsApp Business Platform, which is operated by Meta. Meta processes messages and files, and may keep its own copies of them, under Meta's own terms and policies. NivaDesk cannot delete copies held by Meta: deleting a message or a conversation in NivaDesk removes it from NivaDesk only.
How long NivaDesk keeps them:
- customer messages and your team's replies are deleted from NivaDesk automatically 90 days after they arrive, and a conversation is deleted with everything in it once its most recent message is 90 days old;
- messages your business sends from the WhatsApp Business app, where the number is connected in that way, are kept and deleted on the same schedule: 90 days after NivaDesk receives them;
- a photo or PDF a customer sends is copied into NivaDesk only when a member of your team opens it, and that copy is deleted 30 days after the customer sent the file;
- a workspace owner can delete a customer's conversation at any time, which removes it from NivaDesk straight away;
- deleted messages can remain in NivaDesk's database backups for up to 14 days, and deleted file copies can remain recoverable in our cloud storage for up to 7 days, until each of these expires;
- your customer's phone number is not stored in readable form with their messages: of the number, the inbox shows only its last four digits, and the full number is kept encrypted only while a reply can still be sent (about a day after their last message). A phone number your team records on an order is part of that order, not of the inbox;
- the WhatsApp profile name your customer has chosen is sent to NivaDesk by Meta with each message. NivaDesk keeps it with the conversation so that your team can see who wrote, shows it in the customer inbox, and deletes it with the conversation. It is not copied into your customer records, into notifications or into messages, and NivaDesk does not receive or keep a profile picture;
- a record of which stage of an order was announced on WhatsApp and when, with no phone number and no message text, deleted 90 days after its last change;
- whether Meta has approved the order-update message for your number, kept while the number is connected and deleted within a day after it is disconnected.
7.2 Your customers' Instagram messages (customer inbox)
If your workspace connects an Instagram professional account, NivaDesk receives the Direct messages your customers send to that account and keeps the replies your team sends from NivaDesk, so that your team can read and answer them in the customer inbox. For these messages your business is the controller, and NivaDesk processes them on your behalf.
To connect the account you sign in with Instagram and allow NivaDesk to read the account's basic profile (its ID and username) and to manage its messages. NivaDesk keeps the account's ID and username, and an access token that lets it receive and send the account's messages. The token is stored encrypted and renewed automatically while the account stays connected. Disconnecting the account in Settings → Customer Channels deletes the token and the connection straight away; conversations already in the inbox stay until they are deleted as described below. If you remove NivaDesk in your Instagram account's settings instead, Instagram sends NivaDesk a data deletion request, and NivaDesk deletes the token, the connection and that account's customer conversations from NivaDesk.
Out-of-hours reply. If your workspace sets an out-of-hours reply, NivaDesk sends the text your workspace wrote, automatically, to a customer who writes outside the opening hours your workspace set. It is sent at most once a day in each conversation, only as a reply to a message the customer has just sent, and it is kept in the conversation like any other reply. Every conversation is still answered by a person.
Messages travel through Instagram, which is operated by Meta. Meta processes messages, and may keep its own copies of them, under Meta's own terms and policies. NivaDesk cannot delete copies held by Meta: deleting a message or a conversation in NivaDesk removes it from NivaDesk only.
What NivaDesk keeps, and for how long:
- customer messages and your team's replies are deleted from NivaDesk automatically 90 days after they arrive, and a conversation is deleted with everything in it once its most recent message is 90 days old;
- a workspace owner can delete a customer's conversation at any time, which removes it from NivaDesk straight away;
- deleted messages can remain in NivaDesk's database backups for up to 14 days, and deleted photo copies can remain recoverable in our cloud storage for up to 7 days, until each of these expires;
- a photo a customer sends on Instagram is not copied into NivaDesk when it arrives: NivaDesk keeps only the photo's address at Instagram, in encrypted form, with the message. A copy is made only when a member of your team opens the photo, and that copy is deleted 30 days after the customer sent it;
- videos, voice messages, files, shared posts and reels, and story mentions sent on Instagram are not copied into NivaDesk: the inbox shows a one-line note that the customer sent one, and you open it in Instagram;
- your customer's Instagram account ID is not stored in readable form with their messages, and is kept encrypted only while a reply can still be sent (about a day after their last message);
- after a customer writes to your account, NivaDesk asks Instagram for that customer's username (nothing else: not their name, picture or follower count), keeps it with the conversation so that your team can see who wrote, shows it in the customer inbox, and deletes it with the conversation. It is asked again at most once a week while the customer keeps writing. Instagram gives it only for people who have written to your account;
- NivaDesk's AI features do not read the customer inbox: nothing in it is sent to an AI model by NivaDesk.
7.3 Your Amazon orders (Amazon seller connection)
Availability. The Amazon seller connection is not open to customers yet: Amazon has not yet published NivaDesk's Selling Partner application, so a seller cannot complete Amazon's consent page, and NivaDesk receives no data from Amazon about any customer. When it opens, it will cover these Amazon marketplaces: the United Kingdom, Germany, France, Italy, Spain, the Netherlands, Sweden, Poland, Turkey, the United Arab Emirates and India. Amazon serves all of them through the endpoint of its Selling Partner API that it calls the "Europe" region; that name is Amazon's technical grouping of marketplaces, not a statement about where your data is processed, which is described below. The rest of this section describes what happens once a workspace connects an account.
If your workspace connects an Amazon seller account, NivaDesk reads that account's orders through Amazon's Selling Partner API so that they appear as orders in your workspace. You give this permission on Amazon's own consent page. NivaDesk then holds a refresh token for the account, which it uses only to read orders. The token and everything else NivaDesk receives from Amazon are handled in a dedicated system that runs in London (Google Cloud region europe-west2), the same region as the rest of NivaDesk, but separate from it.
NivaDesk does not accept personal data about your buyers from Amazon. Buyer names, delivery addresses, e-mail addresses, phone numbers and tax identifiers are refused at the boundary of that dedicated system: they are not stored there, not sent on to your workspace and not shown anywhere in NivaDesk. Any field that system has not been told is safe is refused too, and an order that cannot be read without such a field is left out rather than stored. What travels is the order itself: Amazon's order number, dates, status, totals, delivery service level, marketplace, and for each item its title, SKU, ASIN, quantities and prices.
What NivaDesk keeps, and for how long:
- a connection record (your Amazon seller ID, the marketplaces you chose, the dates of connection and of the last sync) and the refresh token, for as long as the connection is active;
- a copy of each order in the dedicated system, kept for 90 days after NivaDesk last updated it from Amazon. An automatic job runs every 30 minutes and deletes a limited number of copies that have passed the 90 days each time it runs; copies it has not reached yet, or that a failed run did not delete, are deleted by the following runs. The dedicated system keeps no backups of these copies;
- the order created in your workspace, which is your record like any other order: it stays until you delete it and follows section 17;
- technical logs of the dedicated system (request times, document paths that include Amazon order numbers, your seller ID in connection events, and error codes) kept for up to 400 days for security and audit; they never contain buyer data or tokens.
Disconnecting the account. When you disconnect the account in Settings, NivaDesk marks the connection as disconnected straight away and every sync stops: no further request is made to Amazon on your behalf, and nothing more is stored or sent to your workspace, including an order that was being read at that moment. NivaDesk then destroys the refresh token and deletes the order copies held in the dedicated system; if either step fails, it is retried automatically until it is done. Orders already created in your workspace are not deleted by disconnecting: delete them in your workspace if you no longer want them. A connection you make later is a new connection and is not affected by this cleanup. Amazon's own records of your orders are Amazon's, under Amazon's terms, and NivaDesk cannot delete them.
7.4 Your own Google Calendar and Outlook calendar (read only)
Availability. This connection is being tried out with a small number of named people at EGGcraft before it is offered to other workspaces; it is not open to customers yet.
If you choose to connect your own Google Calendar or Microsoft Outlook calendar, NivaDesk reads the meetings in the calendars you pick so that they appear in your own NivaDesk calendar. You give this permission on Google's or Microsoft's own consent page. NivaDesk asks only for read-only access: with Google, to see the list of your calendars and to see their events; with Microsoft, to read your calendars and to keep that access while you stay connected. NivaDesk does not read your e-mail and never creates, changes or deletes anything in your Google or Microsoft calendar.
Who sees them. The meetings NivaDesk reads are shown only to you, in your own NivaDesk calendar. Your workspace owner, administrators and other members cannot see them; they are not turned into tasks, orders or other workspace records, and they are not shared with other workspaces. NivaDesk's AI features and its connections for AI assistants do not read them.
What NivaDesk keeps, and for how long:
- a connection record (the account e-mail address the provider shows, the calendars you chose, and the time of the last sync), for as long as the connection exists;
- an access token and a refresh token, stored encrypted and readable only by NivaDesk's servers, for as long as the connection exists;
- a copy of each meeting in the calendars you chose that falls between 30 days ago and 180 days ahead: its title, time, place, video-call link and a link back to the meeting at Google or Microsoft. Copies are refreshed when you open your calendar and otherwise about every 30 minutes; a meeting that is changed, cancelled or deleted at the provider, or that leaves that period, is updated or removed at the next sync;
- deleted copies can remain in NivaDesk's database backups for up to 14 days, until these expire.
Disconnecting. You can disconnect at any time from the calendar ('Your other calendars'). NivaDesk then deletes the connection record, the tokens and every copy of your meetings, and asks Google to withdraw NivaDesk's access; with Microsoft you can also remove NivaDesk from your account's app permissions. Nothing in your Google or Microsoft calendar is changed. If you leave a workspace or your access is suspended, NivaDesk removes the connection and its copies at the next sync.
Google user data. NivaDesk's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements. NivaDesk uses this information only to show you your own meetings: it does not use it for advertising, does not sell it, does not use it to develop or train AI models, and people at NivaDesk do not read it unless you ask us to, for security, or where the law requires it.
7.5 Text messages to your customers (SMS)
Availability. Text messages to customers are available to workspaces on NivaDesk Pro and Team.
If your workspace switches on text updates, NivaDesk sends your customer a short text message when their order reaches a stage your workspace chose, for example when it is ready for collection. For these messages your business is the controller, and NivaDesk processes them on your behalf. Before your workspace's first text is sent, the workspace owner confirms once that your customers have agreed to receive these texts and that your workspace uses them only for information about orders, never for marketing.
A text is sent only to a customer who has confirmed it from their own phone. When a member of your team records that the customer agreed, or the customer switches texts on from their order page, NivaDesk sends the customer one text with a link; texts about orders start only after the customer presses "Yes, text me" on the page that link opens. The link works for 7 days. If the customer does not confirm, nothing more is sent; they can be asked again at most twice, and not more than once a day. If the customer presses "No", your business does not text them unless they switch texts on themselves. Each text names your business and is sent under the sender name "NivaDesk"; each text about an order also contains a "Stop texts" link. The customer can stop texts at any time with that link or from their order page; after that, only the customer can switch them on again. A text that would be sent between 21:00 and 08:00 UK time waits until 08:00.
Texts are delivered through Twilio, our text message provider, to your customer's mobile network. Twilio receives your customer's phone number and the text: your business name, the stage of the order, a link to your customer's order page and the "Stop texts" link, or, for the confirmation text, your business name and the confirmation link. Twilio processes them in the United States (see section 15 and our Subprocessors page). Twilio may also use this information under its own terms to keep its service secure and to prevent abuse.
A list NivaDesk keeps for its own purposes. So that a customer who stopped texts is not texted again by mistake, NivaDesk keeps a list of numbers that must not be texted. A number is stored on it only as a scrambled code (a one-way hash), not as a readable number. If our provider or the mobile network tells us that a number has refused texts from our sender, NivaDesk stops texting that number for every workspace. For this list NivaDesk is the controller; our legal basis is our legitimate interest in respecting a person's choice not to be texted, which our provider's rules also require. The list is kept for as long as NivaDesk provides text messages.
What NivaDesk keeps, and for how long:
- a record of each text NivaDesk sent (when, for which order, its delivery status, the number in shortened form and the text without a working "Stop texts" or confirmation link), kept for 13 months;
- a record of each text that was not sent and why (for example because no agreement was recorded), kept for 90 days;
- the record of a customer's agreement (that the customer gave it, or which team member recorded it, when, which wording was shown, and when the customer confirmed it from their phone), kept while it applies and for 2 years after it is withdrawn, so that it can be shown if the customer or our provider asks;
- a request the customer has not confirmed, deleted after 30 days, and its confirmation link, which works for 7 days and is deleted after 30 days;
- a text waiting for the morning, kept until it is sent and for 2 days at most;
- Twilio's own copy of each text, deleted 30 days after it was sent; until then Twilio keeps it under its own terms, and Twilio may keep it in its internal systems for up to 30 more days;
- deleted records can remain in NivaDesk's database backups for up to 14 days, until these expire.
If your workspace's data is deleted, these records are deleted too, except your workspace's own list of customers who stopped texts, which is kept so that they are not texted again if they are added back. If your account is deleted, that list is deleted as well; numbers that refused texts from our sender for every workspace stay on the general list.
10. AI assistants: ChatGPT and Claude
NivaDesk offers connections that let an AI assistant you use, such as ChatGPT (provided by OpenAI) or Claude (provided by Anthropic), work with your NivaDesk workspace. You connect by signing in to NivaDesk from the assistant (OAuth) and choosing one workspace. The assistant then calls NivaDesk's tools through our MCP server, and every call runs as you, in that workspace only.
Access always follows your NivaDesk plan, your workspace role and the access settings the workspace owner gives you, checked on our servers on every call. For example, a view-only member cannot change orders through an assistant, and financial and bank information is returned only where your role and plan allow it. Each tool declares to the assistant whether it only reads data, adds something new, or changes or overwrites existing data. Whether the assistant asks you before running a tool depends on the assistant's own settings and your choices there; NivaDesk does not control that. NivaDesk's own permissions are enforced on its servers on every call whatever the assistant's settings.
10.1 What NivaDesk receives through an assistant connection
- the requests the assistant makes on your behalf: which tool, and the details it sends with it;
- connection data: which assistant registered with us (its name and return addresses), which NivaDesk account and workspace you connected, and when the connection was made, renewed, expires or was ended;
- technical request data, such as time, IP address and user agent, for security and troubleshooting.
NivaDesk has no access to your conversation with the assistant, the assistant's memory or chat history, or the files you keep in the assistant. The one exception is a file you hand to a NivaDesk tool yourself: when you ask ChatGPT to attach a receipt, ChatGPT gives NivaDesk a link to that one file and NivaDesk downloads it, as described in section 10.1.1.
Text you write in the conversation can still reach NivaDesk when the assistant puts it into a request: for example the words you search for, the fields of an order you ask it to create, the text of a note, or a status to set. NivaDesk receives that text as part of the request and stores it only where the tool saves it, for example in the order or note you asked for.
10.1.1 Receipts and other files
ChatGPT: when you share a receipt or invoice in ChatGPT and ask it to attach it to a bank transaction, ChatGPT gives NivaDesk a link to that file, with its name and type. NivaDesk downloads the file from that link (HTTPS only, public internet addresses only, no redirects, up to 15 MB; images, PDF, HTML or plain text) and stores it in your workspace's private receipt storage, where it goes through the same malware scan as other uploads. Image receipts are read with Google Cloud Vision to find the amount, date and merchant; ChatGPT may also send the amount, date and merchant it read from the document. If one transaction clearly matches, the file is attached to it; otherwise it waits in the workspace's receipt inbox until a transaction is chosen, and a file from which nothing can be read is deleted. Only the workspace owner can do this.
Claude: the receipt tool does not move a file from Claude to NivaDesk. When you ask Claude to attach a receipt, NivaDesk gives Claude only a single-use link to a NivaDesk page, valid for 15 minutes. You open it while signed in as the workspace owner and upload the file yourself on NivaDesk's Bank page, through NivaDesk's normal upload checks. Claude receives the link; the file goes from your device to NivaDesk, not through Claude.
10.2 What the assistant receives, and who handles it
When the assistant calls a tool, NivaDesk returns the result to it: the workspace data you asked about and are allowed to see. Depending on the tool, this can include order details, your customers' names and contact details, notes, workflow status, due dates, inventory, financial figures and bank transactions.
Those results become part of your conversation with the assistant and are handled by its provider, OpenAI for ChatGPT or Anthropic for Claude, under your agreement with that provider and its privacy policy (OpenAI: https://openai.com/policies/privacy-policy; Anthropic: https://www.anthropic.com/legal/privacy). The provider is a service you choose and connect; it is not a NivaDesk subprocessor, and we do not control how it stores or uses your conversations.
If your workspace holds personal data of your own customers, connecting an assistant is an instruction from you to us to send the data you request to that assistant. Some marketplaces do not allow their buyers' personal data to be shared with assistants; NivaDesk withholds that data from assistant results.
10.3 How long we keep it
- a connection stays active until it is disconnected. Each access key lasts 30 days; an assistant that registers for renewal (Claude does) can renew it in the background with a renewal key that is valid for 90 days and replaced at every renewal, so a connection that is not used for 90 days ends. A connection whose assistant does not renew ends when its 30-day access key expires. A connection also ends when its user loses access to the workspace;
- records of a connection's keys: we store a fingerprint of each key, never the key itself, together with what is needed to check it: your NivaDesk account ID (not your e-mail address), the workspace, the assistant and its return address, the permissions granted, and when the key was issued, expires, was used or was ended (and, if it was ended, by which account). The record of an access key is kept until that key expires (at most 30 days after it was issued), also after a renewal has replaced it, and the record of an unused renewal key until it expires (at most 90 days). Once a renewal key or a sign-in code has been used, we keep only its fingerprint, the connection it belongs to and when it was used or ended, for as long as that connection can still be renewed, so that if it is presented again we can recognise it and end the connection; a sign-in code that is never used (it is valid for 10 minutes) is kept for one day after it expires. When a connection ends because it is disconnected, replaced by a new connection of the same assistant app, or ended by us for security reasons or because its user no longer has access to the workspace, all of its records are marked for deletion at that moment; when a connection simply stops being used, they are marked for deletion when its last key expires. Marked records can no longer be used and are removed by our database's automatic deletion, usually within a day of being marked (our database provider does not guarantee an exact time), and may remain in backups for a limited time (section 17). When you delete your NivaDesk account, the records of your assistant connections, and of the connections to the workspace deleted with your account, are deleted as part of the deletion. In NivaDesk, the e-mail address shown next to a connection is read from the workspace's member list when it is shown, not from these records;
- orders, notes and receipts created through an assistant are workspace content and are kept like any other workspace content (section 17); a receipt that is waiting in the receipt inbox stays there until it is attached or deleted;
- a record of which assistant tool read personal data, by which account and when (without the data returned) is kept with the workspace's other access records and is deleted with the workspace; there is no fixed deletion period before that;
- request logs of our cloud functions, including those that serve assistant connections, are kept for 30 days; our website host may also keep standard access logs for the assistant addresses on nivadesk.app, under its own retention.
10.4 How to stop it
You can disconnect NivaDesk in the assistant's own settings at any time. In NivaDesk, the workspace owner sees every assistant connection to the workspace under Settings › Integrations, on the ChatGPT card and on the Claude card (Claude and Claude Code), each with the member who made it, and can end a single connection or all of that assistant's connections; ending one does not affect the others, and it stops working immediately. Other members end their own connections in the assistant's settings or ask the workspace owner. Once your NivaDesk account is deleted, an assistant connection can no longer reach any workspace.
We do not sell data received through an assistant connection or use it to advertise to you or your customers. Questions about assistant connections can be sent to contact@nivadesk.co.uk.
