Who we are
Beyond Desk (“we”, “us”) is operated by Hexcal Inc., the company behind Beyond Desk. This policy explains what personal data we process when you use beyond-desk.com, why, where it goes, how long we keep it, and how to exercise your rights. Questions and requests: beyond-desk@hexcal.com.
The short version
- Browsing this site requires no account and collects no personal data beyond ordinary server logs.
- The scan feature processes the photo you upload and the email address you provide — nothing else. The photo is analyzed by a third-party AI service (MiniMax). The original is deleted 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.
- We ask for marketing consent (the Hexcal newsletter) separately, unchecked by default, with double opt-in. It has no effect on your scan report.
- You can request deletion of everything at any time: beyond-desk@hexcal.com.
What we process, and why
Scan (workspace photo analysis)
- Your photo. Processed 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 incidentally contain sensitive details; the upload page asks you to avoid including faces, documents, or on-screen personal content, and anything visible in the photo is processed as described there.
- Your email address. Used to deliver the report (a transactional email), to sign in to your private report page, and to verify deletion requests. Required, because the report is delivered to your email and belongs to it.
- Consent record. Timestamp and disclosure-version of your consent — kept as proof that consent was given.
- Delivery and deletion logs. Technical metadata only (no image content), used to verify that deletion actually happened.
Site accounts (WDSF participation)
An email address for magic-link sign-in, plus your votes and comments where you make them. The scan report page uses the same sign-in: your report belongs to the email you submitted with, and revisiting it means signing in with that address.
Hexcal newsletter (optional)
Your email address and consent state, only if you tick the separate newsletter box and confirm the double opt-in email.
Who receives your data
We use four service providers. Each receives only what its role requires:
| Provider | Role | What it receives |
|---|---|---|
| Alibaba Cloud (Singapore region) | Storage and hosting | Scan photos (private, access-controlled storage), site data |
| MiniMax — operated by Nanonoble Pte. Ltd., Singapore | AI analysis of scan photos | Your photo, at analysis time |
| Klaviyo, Inc. (United States) | Email delivery | Your email address, newsletter consent state, and delivery status — not your photo, not the report analysis data beyond the email content itself |
| Google LLC (United States) | Site analytics (Google Analytics 4) | Usage events — pages viewed, approximate location, device class. In the EEA and UK, analytics cookies are set only after you accept the consent bar; declining keeps your visit cookieless. Analytics data is never joined to your account, submissions, or scan data |
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 do not offer an opt-out from this use. MiniMax states that data is processed in data centers located in the United States. MiniMax 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.
International transfers
We are based outside mainland China and the EEA; our infrastructure runs in Alibaba Cloud’s Singapore region. When you use the scan, your photo travels from your browser to Singapore (storage) and to MiniMax, which states that processing occurs in US data centers. Email data goes to Klaviyo in the United States.
For users in the EEA/UK: we rely on data processing agreements with our providers, including standard contractual clauses where applicable, to safeguard these transfers. For users in mainland China: we disclose here, plainly, that all processing described in this policy happens outside mainland China, and the consent we ask for on the upload page is a separate, specific consent to that processing. You can exercise all rights in the “Your rights” section against us directly at beyond-desk@hexcal.com, which reaches the operator of this site and covers data held by our providers.
How long we keep things
| Data | Retention |
|---|---|
| Scan photo (original) | Deleted within 24 hours after the 7-day mark, enforced by storage lifecycle rules and checked by an independent audit job |
| Scan report (our copy) | Kept until you delete it — via the button on your report page or an email request; deleting erases every copy we hold, including backups, within 30 days. The report email in your inbox is yours |
| Scan email address & delivery records | Kept while your report exists; erased with it by the same deletion cascade (backups clear within 30 days) |
| Consent records | Kept while your scan session and report exist, as proof that consent was given; erased with them by the same deletion cascade (backups clear within 30 days) |
| Deletion audit logs | 90 days, in tamper-resistant (write-once) storage; technical metadata only, never image content |
| Newsletter subscription | Until you unsubscribe (every newsletter email contains an unsubscribe link) |
| Account data (WDSF) | For as long as the account exists |
What we cannot delete: the report email once it reaches your mailbox (it is yours), and any copy MiniMax may retain on its side (see “Who receives your data” — we cannot verify its retention).
Your rights
You can ask us to: tell you what data we hold about you (access); correct it; delete it (see below); 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 routes run the same deletion. We delete the original photo (even before day 7), your report and its private page, your email address and delivery records, and your Klaviyo profile; backup copies clear within 30 days. We cannot reach into MiniMax’s side and do not claim to (see International transfers). We aim to complete requests within one month. If we refuse a request (e.g. we cannot verify it came from you), we will say why.
EEA/UK users also have the right to lodge a complaint with their local data protection authority.
Children
Beyond Desk is not directed at children. The scan feature 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.
Automated analysis
The scan report is generated by an AI model without human review. It is a written reading in three parts (what was observed, how the space reads, one or two notes) — no scores, no rankings — and carries no consequences beyond the report itself — it is not used for ranking, eligibility, pricing, or any decision about you. How the analysis works is documented publicly at /scan/methodology, including what data flows where.
Security
Scan data lives in isolated, access-controlled storage, separate from all public content, with its own credentials. Access to stored photos uses expiring signed links. Deletion is enforced by storage lifecycle rules and verified by independent checks, with tamper-resistant audit logs. No security measure is absolute, but these are built to be verifiable rather than taken on faith.
Changes to this policy
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 remain available on request.
