MindMarks Privacy Policy
MindMarks turns the conversations you have already had with AI assistants (ChatGPT, Claude and Gemini) into a daily journal, a to-do list and a searchable library. This policy explains exactly what data we collect, how we handle it, where it is stored and for how long, and who it is shared with.
1. Who we are
MindMarks (“MindMarks”, “we”, “us”) provides the MindMarks browser extension. For any privacy question or request, contact us at info@mindmarks.io.
2. Data we collect
2.1 Conversation data (stored on your device)
When you import a platform, the extension reads your conversation list and message content from ChatGPT, Claude or Gemini using your own logged-in session in that tab, and writes it to your browser’s local IndexedDB database. This includes conversation titles, message text, timestamps and images referenced in those conversations.
This data is not uploaded to us as part of importing. It stays in your browser.
2.2 Content you create in MindMarks (stored on your device)
Journal pages (the AI-written text and your edits), to-do items (text, notes, category, priority, planned date, check-in history, reminder time), folders, tags, custom prompts, settings and your generated companion character are stored in your browser. To protect your to-dos against an accidental reinstall, a compact copy of them is also kept in chrome.storage.sync, which your browser may synchronise to your own browser account if you have browser sync turned on. We do not have access to that copy.
2.3 Account data
| Data | Why we collect it |
|---|---|
| Email address | To create and identify your account, send one-time sign-in codes, and send service emails (for example, subscription notices). |
| Google account identifier and email (only if you choose “Continue with Google”) | To create or identify your account. We request only your basic profile and email. We do not request or receive access to Gmail, Google Drive, Calendar or any other Google service. |
| Plan, subscription status, trial status, AI credit balance and monthly usage counters | To operate free and paid tiers and enforce usage limits. |
| Stripe customer and subscription identifiers | To link your account to your subscription. We never receive or store your card number or payment credentials — those go directly to Stripe. |
| Marketing opt-in flag and unsubscribe token | To respect your choice about product emails and to provide one-click unsubscribe. |
| Your to-do backup setting (on/off, and whether you have chosen) | So the choice follows your account to every device where you sign in. |
2.4 To-do backup (only when signed in, and you can turn it off)
If you are signed in and to-do backup is on, your to-do items are copied to your MindMarks account so they survive losing your browser data and appear on your other devices. The copy includes each to-do’s text, note, category, priority, completion state, planned date, check-in history and the title of the conversation or journal page it came from. It does not include the conversations themselves or your journal pages. See section 3.4.
2.5 Support, feedback and ratings
If you submit feedback, a problem report or an in-product rating, we store the message text, the rating value, and basic technical context you can see on the form: browser name, extension version, interface language, and the feature you were last using. Including your email address is optional except where the form states otherwise.
2.6 Technical and anti-abuse data
When your browser calls our servers, our hosting provider processes standard request metadata (IP address, timestamp, user agent) as part of delivering the response. We additionally record a per-day count of guest accounts issued per IP address, solely to prevent automated abuse of free credits. We do not build advertising or behavioural profiles, and we do not use third-party analytics or tracking SDKs in the extension.
2.7 Anonymous usage statistics (you can turn this off)
To learn which parts of MindMarks are used and where setup goes wrong, the extension sends anonymous usage events to our own server — not to any third-party analytics service. An event is the name of something done in MindMarks (for example “opened the journal”, “finished setup”, “wrote a journal page”, “an import paused for a sign-in”) with a few short details such as a platform name, a page name or a rounded count. Each batch of events also carries the extension version, the browser, the interface language and your plan type (guest, free, trial or Pro).
Events are tied to a random identifier created by the extension in your browser. It is not your MindMarks account, your email or any AI-platform account: your sign-in is not sent with these events and we do not store your IP address with them. Events never contain conversation text, conversation titles, journal or to-do text, web addresses or email addresses — both the extension and our server discard anything that is not on a fixed list of event names and short values.
Once a day, the first event also carries a snapshot of your setup: which platforms are turned on, the rough size of your history (rounded), and whether you have a companion avatar and platform memories. If you remove MindMarks Beta, the page Chrome opens afterwards receives the same random identifier, how many days it was installed and whether setup was finished, so that we can count uninstalls.
You can turn this off at any time in Profile → Data controls → Anonymous usage statistics. Nothing is sent after that, except one final event recording that it was turned off.
2.8 What we do not collect
- We do not collect your ChatGPT, Claude, Google or any other account password.
- We do not read your browsing history or pages other than the AI platforms listed in the extension’s permissions.
- We do not collect location data, contacts, health data, or financial account data.
3. How we use and handle your data
3.1 AI features are processed in transit, not stored
Writing the daily journal, extracting to-dos, organising conversations into folders and tags, building your knowledge profile, drawing illustrations and your companion character, and answering “suggestions” all require an AI model. When one of these runs, the extension sends the text needed for that task (for example, yesterday’s conversation excerpts for the journal, or the confirmed journal page for to-dos) to our server, which forwards it to our AI provider and returns the result to your browser.
In that flow we do not write the text you send or the model’s output to our database. What we record is one log line per AI operation — which feature, the credits it used, whether it worked, how long it took and the IP address it came from — so that quotas and credits can be enforced and abuse spotted. These lines are deleted after 30 days. Our AI providers process requests under their API terms for business customers, which do not permit using the submitted content to train their models.
3.2 Semantic search runs on your device
The embedding model used for semantic search over your own library runs entirely inside your browser. The resulting vectors are stored locally and are never uploaded.
3.3 Share links are opt-in and temporary
If you explicitly create a share link, we store a copy of the already-rendered summary (headings, counts and short summary text — not your raw conversations) on our servers so the link can be opened by whoever you send it to. Share snapshots expire and are deleted 7 days after creation. Saving a share image happens entirely on your device.
3.4 To-do backup
To-do backup has no effect for guests. When you sign in and have never set it, it is turned on so your to-dos are protected; you can turn it off at any time in Profile → Data controls → Back up my to-dos to my account, and the choice applies to every device where you sign in. Turning it off stops all further uploads; to also delete the copy already stored, email us (section 6).
3.5 Reminders and notifications stay on your device
If you set a reminder on a to-do, the extension schedules it with the browser’s alarm service and shows a system notification with the to-do’s text at that time. Nothing about reminders is sent to our servers.
3.6 Legal bases (EEA/UK users)
We process account data and to-do backups to perform our contract with you; feedback and anti-abuse data on the basis of our legitimate interest in operating and securing the service; anonymous usage statistics on the basis of our legitimate interest in improving the service (you can object at any time by turning them off); and marketing emails on the basis of your consent, which you can withdraw at any time.
4. Where your data is stored, and for how long
| Data | Location | Retention |
|---|---|---|
| Conversations, messages, journal pages, to-dos, folders, tags, prompts, settings, embeddings, your companion character | Your browser (IndexedDB and extension local storage) | Until you delete it, remove the extension, or clear browser data. You can erase it at any time via Profile → Data controls → Reset all local data. |
| Compact to-do copy | Your browser’s chrome.storage.sync area | Until you delete your to-dos or remove the extension. |
| To-do backup (if on) | Cloudflare D1 database | For as long as your account exists; deleted within 30 days of a deletion request. |
| Account record, quota counters, feedback, ratings | Cloudflare D1 database | For as long as your account exists; deleted within 30 days of a deletion request. |
| One-time sign-in codes | Cloudflare D1 database | Minutes — they expire shortly after being issued. |
| Share snapshots | Cloudflare D1 database | 7 days, then automatically deleted. |
| Guest-issuance counts per IP | Cloudflare D1 database | Short-term, for abuse prevention only. |
| AI operation log (feature, credits, outcome, duration, IP) | Cloudflare D1 database | 30 days, then automatically deleted. |
| Anonymous usage statistics | Cloudflare D1 database | 180 days, then automatically deleted. |
| Text sent for an AI feature | Processed in transit only | Not retained by us. |
All traffic between the extension and our servers is encrypted with HTTPS/TLS. Our servers run on Cloudflare’s global network, so data may be processed in a country other than your own; we rely on standard contractual clauses where required.
5. Who we share data with
We do not sell your personal data. We do not share it with advertisers or data brokers. We do not transfer it to third parties except the service providers below, each only for the purpose listed.
| Recipient | What they receive | Purpose |
|---|---|---|
| Cloudflare | All server-side data and request metadata | Hosting, database and network delivery |
| Google (Gemini API) and Microsoft (Azure OpenAI Service) | The text sent for an AI feature, in transit | Generating journal pages, to-dos, classifications, profiles and images. Which provider handles a request depends on our server configuration. Not used for model training. |
| Stripe | Your email address and payment details you enter on Stripe’s own checkout | Processing subscriptions. Card data goes to Stripe directly and never passes through our servers. |
| Resend | Your email address, the message content, and the names of a small set of product lifecycle events (for example “account created”) | Delivering sign-in codes and service or product emails |
| Google (Sign-in) | Sign-in request, if you choose Google sign-in | Authenticating you and returning your email and basic profile |
We may also disclose data if required by law, or as part of a merger or acquisition — in which case we will notify you before your data becomes subject to a different policy.
6. Your rights and choices
- Access and export. Profile → Data controls → Export data saves your journal pages and to-dos as a file on your device.
- Deletion. Profile → Data controls → Reset all local data erases everything stored in your browser immediately. To delete your account, your to-do backup and any other server-side record, email info@mindmarks.io; we action requests within 30 days.
- To-do backup. Turn it on or off at any time in Profile → Data controls.
- Usage statistics. Turn anonymous usage statistics off at any time in Profile → Data controls.
- Correction. Contact us to correct inaccurate account data.
- Marketing. Every product email carries a one-click unsubscribe link. Service emails (such as billing notices) are not marketing and cannot be opted out of while you hold an account.
- Regional rights. Depending on where you live, you may have additional rights under the GDPR, UK GDPR or CCPA/CPRA, including the right to object to processing or to lodge a complaint with your local supervisory authority. We do not sell or “share” personal information as those terms are defined by the CCPA.
7. Browser permissions and why we need them
| Permission | Used for |
|---|---|
| Access to chatgpt.com, chat.openai.com, claude.ai, gemini.google.com | Reading your own conversations on those sites (with your session) to import them, and showing MindMarks on those pages. |
| Access to our API server | AI features, sign-in, subscriptions, to-do backup and share links. |
| Access to lh3.googleusercontent.com, lh3.google.com, *.claudemcpcontent.com | Displaying images that appear inside your own conversations. |
storage | Keeping your library, settings and the to-do copy on your device. |
alarms, notifications | Preparing yesterday’s journal page once a day, background import, and showing the to-do reminders you set. |
identity | “Continue with Google” sign-in. |
tabs, sidePanel | Opening MindMarks and the AI platforms in the right tab or side panel. |
downloads | Saving exports and images you ask for to your computer. |
offscreen | Running the on-device semantic search model. |
declarativeNetRequest | Letting images from your own conversations load inside MindMarks (adjusting cross-origin headers for those image hosts only). |
MindMarks’ use of data complies with the Chrome Web Store User Data Policy, including the Limited Use requirements: data is used only to provide the features described here, is not transferred except as described in section 5, and is never used for advertising, credit-worthiness or lending decisions, or sold.
8. Children
MindMarks is not directed to children under 13 (or under 16 in the EEA/UK), and we do not knowingly collect their personal data. If you believe a child has provided us data, contact us and we will delete it.
9. Security
We use HTTPS/TLS for all transport, scope authentication tokens to your account, keep AI provider API keys on our server only (never in the extension), and limit staff access to production data. No system is perfectly secure, but we will notify affected users and regulators of a qualifying breach as required by law.
10. 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 is significant, notify you in the extension or by email before it takes effect.
11. Contact
Questions, requests or complaints: info@mindmarks.io