Privacy Policy

Beyond Desk (“we”, “us”) is operated by Hexcal Inc., the company behind Beyond Desk. This policy explains what personal data we process on beyond-desk.com, why, where it goes, how long we keep it, and your rights. Questions and requests: beyond-desk@hexcal.com.

• Browsing needs no account and collects no personal data beyond ordinary server logs.
• The scan processes only the photo you upload and the email address you give. A third-party AI service (MiniMax) analyzes the photo; we delete the original within 24 hours after the 7-day mark. Your report is emailed to you in full and stays on its private report page until you delete it.
• Your scan photo is never shown publicly on this site.
• The Hexcal newsletter is a separate, unchecked, double opt-in choice. It has no effect on your scan report.
• You can request deletion of everything at any time: beyond-desk@hexcal.com.

Scan (workspace photo analysis)

• Your photo — to generate your one-time workspace report. Legal basis: your explicit consent, given on the upload page before analysis starts. A photo of a personal space can contain sensitive details by accident; the upload page asks you to leave out faces, documents and on-screen personal content, and anything visible is processed as described there.
• Your email address — required, because the report is delivered to it and belongs to it. Used to send the report (a transactional email), sign you in to your private report page and verify deletion requests.
• Consent record — timestamp and disclosure version, kept as proof of consent.
• Delivery and deletion logs — technical metadata only (no image content), kept to verify that deletion happened.

Site accounts (WDSF participation)

An email address for magic-link sign-in, plus any votes and comments you make. The scan report page uses the same sign-in, with the email you scanned with.

Hexcal newsletter (optional)

Your email address and consent state, only if you tick the newsletter box and confirm the opt-in email.

We use four service providers; each receives only what its role requires.

About MiniMax, stated plainly: under its published terms, MiniMax may use submitted inputs and outputs to provide, maintain, develop, and improve its services, and its terms offer no opt-out from this use. It states that data is processed in US data centers. It does not publish a retention period for API inputs, and we cannot verify whether or for how long it retains a copy after analysis.

We do not sell personal data, and no other third party receives it.

We are based outside mainland China and the EEA, and our infrastructure runs in Alibaba Cloud’s Singapore region. A scan photo goes from your browser to Singapore (storage) and to MiniMax, which states that it processes in US data centers; email data goes to Klaviyo in the United States.

EEA/UK: we rely on data processing agreements with our providers, including standard contractual clauses where applicable. Mainland China: all processing described here happens outside mainland China, and the consent on the upload page is a separate, specific consent to it. You can exercise every right below against us directly at beyond-desk@hexcal.com, including for data held by our providers.

We cannot delete the report email once it is in your mailbox (it is yours), or any copy MiniMax may retain (see “Who receives your data”).

You can ask us to show you the data we hold about you (access), correct it, delete it, or withdraw your consent. Withdrawal stops future processing and triggers deletion; it does not undo processing that already happened.

Deletion, in full: email beyond-desk@hexcal.com from the address you used, or use the delete button on your report page — both run the same deletion. It removes the original photo (even before day 7), your report and its private page, your email address and delivery records, and your Klaviyo profile; backups clear within 30 days. It cannot reach MiniMax’s side (see International transfers). We aim to complete requests within one month; if we refuse one (e.g. we cannot verify it came from you), we will say why.

EEA/UK users may also lodge a complaint with their local data protection authority.

Beyond Desk is not directed at children, and the scan is for users 18 and over. We do not knowingly process children’s data; if we learn that a minor has uploaded a photo or subscribed, we will delete the data. Parents or guardians can write to beyond-desk@hexcal.com.

An AI model writes the scan report without human review: a reading in three parts (what was observed, how the space reads, one or two notes), with no scores or rankings. It has no consequences beyond the report — it is not used for ranking, eligibility, pricing, or any decision about you. The method and its data flows are documented at /scan/methodology.

Scan data lives in isolated, access-controlled storage with its own credentials, separate from all public content. Access to stored photos uses expiring signed links. Deletion is enforced by storage lifecycle rules, verified by independent checks and recorded in tamper-resistant audit logs. No security measure is absolute, but these are built to be verifiable rather than taken on faith.

We version this policy: material changes get a new version number and effective date, and the scan upload page always shows the disclosure version you are consenting to. Previous versions are available on request.