Smart MindMap Privacy Policy

Privacy Policy for Smart MindMap (Microsoft Store version)

**Last updated:** 2026-04-17
**Publisher / developer:** DefinedBytes
**Website:** https://smartmindmap.net/
**Contact:** support@definedbytes.com

This privacy policy applies to the **Microsoft Store version** of Smart MindMap.
It replaces older privacy notices written only for versions downloaded directly
from a website.

1. What Smart MindMap is

Smart MindMap is a desktop application for creating mind maps, flowcharts, org
charts, UML diagrams, network diagrams, and similar visual diagrams.

The app also includes optional AI features. Depending on the provider you choose,
AI processing may happen:

– entirely on your own device,
– through a local AI server that you installed yourself,
– through a cloud AI provider that you configure with your own account,
– or through manual copy/paste workflows that you control.

2. Summary of our privacy approach

– Core diagram editing runs locally on your device.
– Built-in Local AI runs locally on your device after a one-time model download.
– OpenAI provider sends your selected prompt and diagram context to OpenAI.
– Ollama / LM Studio send data to the endpoint that **you** configure.
– Manual Clipboard does not send data to any service by itself; you choose what
to copy and where to paste it.
– The app currently uses Microsoft App Center Analytics and Crashes for
diagnostics and reliability monitoring.

3. Information we access, collect, or transmit

A. Content you create or choose to process

Depending on how you use the app, Smart MindMap may access or process:

– diagrams you create, open, import, export, or save,
– text you enter into AI prompts,
– diagram context sent to AI features (for example labels, structure, selected
nodes, and iteration instructions),
– text you choose to paste from the clipboard when using Manual Clipboard,
– files you open from your device,
– support emails or attachments that you voluntarily send to us.

B. Local app data stored on your device

Smart MindMap stores some data locally to provide its features, such as:

– application settings,
– AI settings,
– AI generation history metadata,
– downloaded built-in model files,
– local AI runtime state and logs,
– cached provider or model selections,
– optional saved OpenAI API key if you choose persistent storage.

C. OpenAI API key handling

If you use the OpenAI provider, you can choose between:

– **Session-only storage** — the key stays only in memory for the current app session, or
– **Persistent storage** — the key is stored locally on your device and encrypted
using Windows DPAPI for the current Windows user account.

We do not sell your API key. We do not intentionally display it in diagnostics.

D. AI generation history

The app stores AI history metadata locally so you can review previous generations.
This may include:

– prompt text,
– provider name,
– model name,
– diagram type,
– size preset,
– timing and basic result statistics.

The current implementation stores this history locally on your device in app data.

E. Diagnostics and analytics

The current Microsoft Store build initializes **Microsoft App Center Analytics and
Crashes**. These diagnostics may include technical information such as:

– app starts and session activity,
– crash reports,
– exception details and stack traces,
– app version,
– device and operating system information,
– basic performance and reliability information.

Please do **not** place highly sensitive personal data in prompts, file names, or
exception-triggering text fields unless it is necessary for your use case.

4. How data is used depending on the AI provider

Built-in Local AI

Built-in Local AI is designed to run on your device after you download a model.
Once the model is installed, your prompts and diagram content are processed
locally for generation.

However, the **initial model download** is requested from a third-party hosting
source. That source may receive standard technical request data such as your IP
address, user agent, and download request metadata under its own privacy terms.

OpenAI (cloud)

If you choose OpenAI, the app sends prompt text and relevant diagram context to
OpenAI’s API using your own API key. Processing then occurs on OpenAI’s systems,
not on your device alone.

You are responsible for reviewing OpenAI’s terms and privacy documentation before
using this provider.

Ollama / LM Studio

If you choose Ollama or LM Studio, the app sends prompts and relevant diagram
context to the endpoint that you configure.

– If your endpoint is local (for example `localhost`), data usually stays on your device.
– If you configure a remote endpoint, data will be transmitted to that remote system.

Manual Clipboard

Manual Clipboard does not directly call an external AI service. Instead, Smart
MindMap helps you copy prompts and read pasted responses. You decide what to send
to any third-party AI tool.

5. Why we process this information

We use information described in this policy to:

– run the application and save your settings,
– generate and refine diagrams,
– operate Built-in Local AI,
– download AI model files that you explicitly request,
– troubleshoot crashes and improve product stability,
– provide support when you contact us,
– enforce security, reliability, and abuse-prevention measures.

6. Who information may be shared with

Depending on the feature you choose, your information may be disclosed to:

– **OpenAI**, if you use the OpenAI provider,
– **your configured Ollama / LM Studio endpoint**, if you use those providers,
– **model hosting services** used for the one-time Built-in Local AI model download,
– **Microsoft App Center**, for diagnostics and crash reporting,
– **email or support systems**, if you contact us or report an issue.

We do not sell your personal information.

7. Security

We take reasonable steps to protect information that the app stores or transmits.
Examples include:

– local encryption of persisted OpenAI API keys using Windows DPAPI,
– HTTPS for supported remote requests,
– limiting bundled AI runtime binaries to packaged application files,
– local processing for Built-in Local AI after model installation.

No method of transmission or storage is perfectly secure. You should avoid using
cloud AI providers for highly sensitive or regulated information unless you have
reviewed their terms and determined that such use is appropriate.

8. Your choices and controls

You can control data use in several ways:

– choose **Built-in Local AI** if you want AI generation to stay on-device after
the model has been downloaded,
– use **Manual Clipboard** if you want complete control over what leaves the app,
– use **session-only** OpenAI key storage instead of saved local storage,
– delete a saved OpenAI key,
– clear AI history from the app,
– remove downloaded Built-in Local AI model files,
– choose not to configure external AI providers,
– choose what to include in support emails or AI issue reports.

At the time of this policy, crash/analytics collection is not exposed as a
separate in-app opt-out toggle.

9. Data retention

Local data such as settings, model files, AI history, and cached state remains on
your device until you remove it, clear it through the app, or uninstall the app,
subject to Windows platform behavior.

Support communications and diagnostics may be retained for as long as reasonably
necessary to provide support, debug issues, meet legal obligations, or protect
our service.

Third-party services that you use through the app may have their own retention
policies.

10. Children

Smart MindMap is a productivity application and is **not intended for children**.
Do not use AI features to submit personal data about children unless you have a
lawful basis and all required permissions.

11. International data transfers

If you use cloud or remote AI providers, your data may be processed in countries
other than your own. Those transfers are governed by the terms and privacy
practices of the selected provider.

12. Changes to this policy

We may update this privacy policy when we add features, change service providers,
or change how data is handled. The latest version will be posted at the privacy
policy URL supplied in Microsoft Partner Center and may also be linked from the
app.

13. Contact us

For privacy questions, support requests, or AI output reports, contact:

**DefinedBytes / Smart MindMap**
Email: **support@definedbytes.com**
Website: **https://smartmindmap.net/**