Privacy Policy
Last updated: July 2026
This Privacy Policy explains how RodinGroup (“we”, “our”, “us”) collects, uses, and protects personal data in connection with the MonuDesk platform (“MonuDesk”, “Service”).
Although MonuDesk is intended for business customers located in the United States, the Service is operated by RodinGroup, based in Germany, and subject to the requirements of the EU General Data Protection Regulation (GDPR).
By using the Service, you acknowledge and agree to this Privacy Policy.
1. Controller and Contact
RodinGroup
Brunnenstrasse 23
65835 Liederbach, Germany
Email: info@monudesk.com
RodinGroup is the controller of your personal data within the meaning of Article 4(7) GDPR.
2. Scope of Application
This Privacy Policy applies to all use of the MonuDesk web application and website (monudesk.com), including:
registration and management of business accounts,
communication with us via email or other channels, and
any related support, billing, or service interactions.
It does not apply to third-party websites or services that may be linked from MonuDesk.
3. Data We Collect
We collect and process different types of data depending on how you interact with MonuDesk.
Account and Business Information:
When you register for a business account, we collect information such as company name, address, contact person, email address, and encrypted login credentials.
Usage Data:
When you use the Service, we automatically collect technical information such as your IP address, browser type and version, pages visited, timestamps, and general interaction data.
Communication Data:
If you contact us by email or through the website, we store the content of your message, your name, and your contact details in order to respond to your inquiry.
Email and Mailbox Data (optional):
If you choose to connect an email mailbox (e.g., Gmail or Microsoft), we process the email messages, attachments, and mailbox metadata of that mailbox as described in Section 6.
We do not intentionally collect or process any special categories of personal data (as defined in Article 9 GDPR).
4. Purpose and Legal Basis of Processing
We process personal data only when permitted by law. The purposes and corresponding legal bases under the GDPR are as follows:
Provision of the Service: We process your data to provide, operate, and maintain the MonuDesk platform. This is based on Article 6(1)(b) GDPR (performance of a contract).
Account Management and Billing: To create and manage business accounts, process payments, and fulfill subscription obligations, based on Article 6(1)(b) GDPR.
Customer Support and Communication: To respond to inquiries and provide technical or commercial support, based on our legitimate interest in maintaining customer relationships (Article 6(1)(f) GDPR).
Improvement and Security: To analyze how the Service is used, ensure security, and improve performance, based on our legitimate interest in efficient and secure operations (Article 6(1)(f) GDPR).
Legal and Tax Obligations: To comply with our obligations under German commercial and tax law, based on Article 6(1)(c) GDPR.
5. Recipients of Data
Your data may be shared with carefully selected third parties where necessary for the operation of the Service. These may include:
hosting and IT infrastructure providers,
email infrastructure providers (Nylas, Inc.), where you connect a mailbox,
payment processors (once paid subscriptions are activated),
professional advisers such as accountants or legal consultants, and
public authorities, if required by law.
All third parties that process data on our behalf are bound by data processing agreements under Article 28 GDPR and are not permitted to use your data for their own purposes.
6. Google User Data and Email Integration
MonuDesk allows users to optionally connect their Gmail or Google Workspace mailbox to the Service. If you connect a mailbox, we access your email messages — including message content, headers, attachments, and mailbox state such as read/unread status and folder location — solely to provide the shared inbox features of the Service: displaying your email conversations, linking them to customer orders, sending replies you compose, and keeping mailbox state synchronized between the Service and your email provider. This processing is based on Article 6(1)(b) GDPR (performance of a contract).
MonuDesk’s use and transfer of information received from Google APIs to any other app 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.
Email data accessed through Google APIs is transmitted to and processed by Nylas, Inc. (San Francisco, USA), our email infrastructure provider, solely to provide the features described above and under a data processing agreement pursuant to Article 28 GDPR. We do not sell this data, use it for advertising, or use it to train generalized AI models. Human access to this data is limited to what is necessary for security, legal compliance, or support with your explicit consent.
Email data is retained while your mailbox remains connected to the Service. You can disconnect your mailbox at any time in the Service, or revoke MonuDesk’s access via your Google Account permissions page (https://myaccount.google.com/permissions), after which we no longer access your mailbox.
7. International Data Transfers
Since MonuDesk serves customers in the United States, some of our service providers may process data outside the European Economic Area (EEA).
Whenever personal data is transferred to a third country, we ensure that appropriate safeguards are in place. This includes transfers to countries with an adequacy decision by the European Commission or the use of Standard Contractual Clauses (SCCs) approved under Article 46 GDPR.
You may request further details about these safeguards by contacting info@monudesk.com.
8. Data Retention
We retain personal data only for as long as necessary to fulfill the purposes outlined in this Policy or as required by law.
In particular:
Account and business data are stored for the duration of your contractual relationship with us.
Log and usage data are generally retained for up to twelve (12) months for security and diagnostic purposes.
Accounting and tax-related documents are retained for up to ten (10) years, as required by German law.
Communication data is deleted once your inquiry has been resolved, unless further retention is legally required.
Connected mailbox data is retained while the mailbox remains connected and is deleted or de-linked when you disconnect it.
9. Data Security
We apply appropriate technical and organizational security measures to protect personal data against unauthorized access, loss, or misuse.
These measures include encrypted data transmission (TLS/SSL), restricted access to production systems, secure password storage, and regular security monitoring.
However, no IT system can be guaranteed to be completely secure. You are responsible for maintaining the confidentiality of your account credentials and for using the Service responsibly.
10. Your Rights Under the GDPR
You have the following rights regarding your personal data:
Right of access: You can request information about the data we hold about you and the purposes of processing.
Right to rectification: You can ask us to correct inaccurate or incomplete data.
Right to erasure: You can request deletion of your data where no legal grounds for further processing exist.
Right to restriction of processing: You can request limited processing under certain conditions.
Right to data portability: You can request that we provide your data in a structured, commonly used format.
Right to object: You can object to processing based on legitimate interests at any time.
Requests can be sent to info@monudesk.com. We may request additional verification of your identity before fulfilling such requests.
You also have the right to lodge a complaint with a supervisory authority, in particular:
Der Hessische Beauftragte für Datenschutz und Informationsfreiheit (HBDI)
Postfach 3163
65021 Wiesbaden, Germany
Website: https://datenschutz.hessen.de
11. Cookies and Tracking Technologies
MonuDesk may use cookies or similar technologies to enable core functionality and analyze usage.
Essential cookies are required for login and basic functions. Analytical cookies, if implemented in the future, will be used solely to improve performance and user experience.
You can control or disable cookies through your browser settings. However, some features may not function properly if cookies are disabled.
MonuDesk does not use advertising or profiling cookies.
12. Communication and Business Updates
We may use your business contact details to send you information about product updates, new features, or relevant service announcements.
You can opt out of receiving such communications at any time by following the unsubscribe link in an email or by contacting us directly.
We do not send marketing communications to private individuals or consumers.
13. Changes to this Privacy Policy
We may revise this Privacy Policy periodically to reflect legal, technical, or business developments.
The latest version will always be available at monudesk.com/privacy-policy. Continued use of the Service after any update constitutes acceptance of the revised Privacy Policy.
14. Contact
If you have any questions or concerns about this Privacy Policy or our data practices, please contact:
RodinGroup
Brunnenstrasse 23
65835 Liederbach, Germany
Email: info@monudesk.com
