Privacy policy
How your data is handled when you use Molvek.
Last updated: 28 October 2026
Scope, data and legal grounds
Molvek OÜ is an Estonian software company and the operator of Molvek. This policy covers our company website and Molvek’s business messaging, customer and deal tracking, appointment management, knowledge base, business assistant and reporting. Additional channels and messaging modules are covered when activated by the business.
Molvek is the controller for its own company communications, business-account administration, contracts and support. It processes a business’s customer data as a processor under that business’s instructions. The business determines the purpose and legal grounds of its customer communications. This policy does not replace the business’s own customer notices or a required data processing agreement.
Data comes directly from you, the business using the service and integrations authorized by that business. It includes names, phone numbers and channel identifiers; messages and replies; leads, deals, notes and assignments; appointments; assistant conversations and reports; messaging permissions and campaign history; uploaded knowledge content; and necessary technical records. When you email us, we also process your address, message and attachments. When you write in the chat on our website, we process your messages, any contact details you choose to share and technical connection data; Molvek is the controller for this chat.
- Account setup, responding to your request and providing the service: steps toward or performance of a contract with you; for business representatives, our legitimate interest in managing the business relationship.
- Account security, abuse prevention, support and service reliability: our legitimate interests, balanced against your fundamental rights.
- Applicable accounting, tax and official-request requirements: the relevant legal obligation.
- Optional activities that require consent: your consent for the stated purpose, which you may withdraw. Authorizing Google access is not blanket consent to all other processing.
Withholding account or connection details needed for a feature may prevent it from working. Molvek is intended for businesses, not for children to create accounts directly. A business must not upload special-category personal data or children’s data without the required legal and contractual arrangements.
Website usage and performance measurements
Molvek uses Cloudflare Web Analytics to understand usage and performance of its company website, identify loading problems and improve usability. Molvek is the controller for this purpose. We use these measurements for our legitimate interest in improving website reliability and usability, balanced against your fundamental rights.
Measurements sent to or derived by Cloudflare include page-view and visit measurements, the site hostname and page path, referring hostname and, when the previous page's policy permits it, referring page path, country, device type, browser, operating system and loading/interaction performance measurements. Cloudflare states that URL query parameters are not logged. This measurement does not use cookies or browser storage and does not create a persistent person identifier across visits. We do not send customer conversation content, Google Calendar data or contact details for analytics; we do not use it for targeted advertising or personal behavioural profiles. Chat processing and session storage are described separately.
According to Cloudflare's published information, unsampled beacon data is stored for 7 days; sampled data is then used for longer-term reporting and the previous 6 months are accessible in reports. This reporting window does not promise that all provider records are deleted at 6 months. Details: Cloudflare Web Analytics FAQ and measurement dimensions. Contact info@molvek.com about these measurements or your rights.
Google User Data
When a business administrator connects a Google Calendar account to Molvek, Molvek requests access to the following Google user data via Google OAuth 2.0:
-
Calendar List Metadata
(
calendar.calendarlist.readonly): Molvek reads the list of calendars on the connected Google account solely during setup or calendar switching so the administrator can select a calendar they own (accessRole = "owner"). Molvek stores only the selected calendar's identifier (calendarId) and display name (summary); no other calendar list entries are retained. -
Free/Busy Availability
(
calendar.freebusy): When an end-customer inquires about appointment times, Molvek queries real-time free/busy intervals on the selected calendar to determine whether a requested time slot is available. -
Owned Calendar Events
(
calendar.events.owned): When an end-customer confirms, reschedules, or cancels an appointment through Molvek, Molvek creates, updates, or cancels the corresponding appointment event on the selected owned calendar.
Storage and Security: OAuth refresh tokens are encrypted at rest using AES-256-GCM before storage in Molvek's database and are scoped strictly to the customer's isolated tenant. Tokens, authorization codes, and Google API payloads are never written to application logs.
Limited Use and No AI/ML Model Training: Molvek's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Molvek does not sell Google user data, does not use Google user data for advertising, and does not use Google Calendar data to train, fine-tune, or improve generalized artificial intelligence or machine learning models.
Revocation and Deletion: A tenant
administrator may disconnect Google Calendar at any time from
the Molvek Admin Console (/connectors) or revoke
Molvek's access from
Google Account Security Settings. Disconnecting or revoking access deletes the stored OAuth
credentials from Molvek.
What we store, where and for how long
Retention must be limited to what the processing purpose and applicable law require. There is no single fixed period for every category; the criteria below apply. The current system has no general automatic expiry deletion for customer records. Expiry or subscription termination does not itself trigger erasure; retention and deletion needs are reviewed through support.
| Data | Storage and retention |
|---|---|
| Google connection |
The AES-256-GCM encrypted refresh token and the selected
calendar’s identifier (calendarId) and
display name (summary) support the
connection. Disconnecting from the Molvek Admin Console
(/connectors) or revoking access from
Google Account Security Settings deletes the stored
OAuth credentials from Molvek.
|
| Appointment records | Appointment times and status, Google event identifiers, linked record identifiers and synchronization hashes are retained. The need to retain them is determined by appointment delivery, the business’s necessary transaction history, contract termination and valid deletion instructions. |
| Messages and customer records | Messages, contact details, leads, deals, notes, assistant history, reports, permission/campaign records and operational history are stored to provide the service. Retention depends on the business’s documented purpose and instructions, the active customer relationship and any necessary legal claim or statutory retention. If notifications are enabled, subscription endpoints, keys and notification records are also processed. |
| Knowledge base | Uploaded document content, text chunks, document metadata and search vectors form the knowledge base the business maintains for replies and search. Removing a document or ending the service brings the related records and vectors within the deletion process. |
| Communications and contracts | Contact emails, website chat conversations and support records are kept to resolve and follow up on the request. Contract or dispute records are limited to the period required by applicable legal obligations or the establishment, exercise or defence of legal claims. |
| Billing and invoice records | Billing details, invoices and subscription and payment records are retained. Retention period: 7 years from the end of the financial year in which the transaction was recorded, under Accounting Act (Raamatupidamise seadus) § 12. |
| Operational email records | For Molvek’s own operational email records: minimal coded email diagnostic/support records are retained for 14 days from terminal disposition; the audit record of governed email-block removal, including actor, authority, time and coded outcome, is retained for 90 days from governed clearing. Neither class includes email content or authentication tokens; coded identifiers and linkage may still be Personal Data. Active suppression records and necessary bounded replay/control evidence have separate lifecycles. These are not statutory periods and this policy does not apply to all email, security, provider, or backup records. |
| Backups and technical logs | Where backups and technical logs are retained, their duration depends on recovery needs, security investigations and provider retention cycles. Deleting active data does not mean all backup copies are erased at the same time. |
Hosting location: In the current production
environment, the application, worker, PostgreSQL database and
Redis services run in Railway’s European region
(europe-west4, Amsterdam, EU). The Qdrant Cloud
endpoint is in the EU central region
(eu-central-1). Because AI, messaging and other
third-party provider flows may process data in other regions,
we do not promise that all customer data is processed
exclusively in the EU. Other provider processing locations are
subject to the transfer explanation below and the
data-location statement.
We use HTTPS in transit, AES-256-GCM encryption for connection secrets and OAuth refresh tokens, and business-scoped access to business data. This does not mean all message content is encrypted at the application layer or that the service is an end-to-end encrypted archive. Security measures reduce risk; no internet service can guarantee absolute security.
We do not store your Google password or a complete archive of calendar events. Fields needed for synchronization are processed and Molvek appointment records are retained. The current WhatsApp flow does not download or store the contents of incoming image or audio files.
Service providers and sharing
The providers below participate in the stated data flows. Optional integrations process data only when the relevant feature is activated. Generating AI replies or search vectors is distinct from training on customer data. Required data processing terms must be established with providers acting on Molvek’s behalf. Services connected through the business’s own accounts may also have separate responsibilities under their account and privacy terms.
| Provider | Purpose and data |
|---|---|
| Anthropic | Customer messages, necessary conversation context and relevant business information sent for replies, suggestions and information extraction, including prompt caching. |
Google Calendar connection, authorization tokens,
selected calendar metadata, real-time availability
(freebusy) queries and appointment events
on the selected owned calendar.
|
|
| Meta / WhatsApp / Instagram | WhatsApp message delivery, phone numbers, message content, templates and delivery status. If Instagram is activated, message content and channel-specific user identifiers. |
| Telegram — if activated | Message content, chat and user identifiers through the Telegram Bot API. This connection is not enabled by default for every business. |
| Railway | Application and worker hosting; customer records, messages, connection details and job data in PostgreSQL and Redis. |
| Qdrant Cloud | Business knowledge-base text chunks, document metadata and search vectors. |
| OpenAI | Creates search vectors from knowledge-base text and search queries. Not used for standard response generation. |
| Browser push service — if activated | Depending on the operator’s browser: Google, Mozilla, Apple or Microsoft. The service relays encrypted notifications and processes the subscription endpoint and delivery metadata. Browser permission is required. |
| Cloudflare | IP addresses and technical request details when hosting this static website; emails sent to us through the active email routing service; the website usage and performance measurements described above. |
| Stripe | Self-serve subscription billing and payment processing run through Stripe Managed Payments (with Stripe/Link acting as Merchant of Record); billing name, email, billing address, tax ID if provided, and subscription and payment status are processed by Stripe/Link. Card details are entered on Stripe’s hosted checkout page and processed by Stripe; Molvek never receives or stores card numbers. |
International transfers: While application
hosting runs in Railway’s EU region
(europe-west4, Amsterdam), AI, messaging, payment
and other provider flows may transmit service data to
providers outside the EU/EEA (including the US). These
transfers rely on an applicable adequacy decision (such as the
EU-US Data Privacy Framework) or appropriate safeguards such
as European Commission standard contractual clauses (SCCs),
with supplementary measures where needed. See the
subprocessors and
data locations pages or
contact info@molvek.com
for information about providers, processing locations and
safeguards.
Chat on the homepage and product page lets you message Molvek’s own AI assistant; Molvek is the controller for these conversations. Your messages and any contact details you voluntarily provide are stored in Molvek’s own conversation records to answer and follow up on your request, and can be read by the Molvek team. The records are kept on the application servers at the hosting location stated above. Answers are generated by Anthropic; to find relevant information in our knowledge base, a search vector may be created from your message text with OpenAI and searched in our knowledge-base search service in the EU (Qdrant Cloud). The chat server processes technical connection data such as your IP address and browser information to deliver messages and limit abuse. The legal ground is taking steps at your request before a contract and, for business representatives, our legitimate interest in business communication; security and abuse prevention rely on our legitimate interests. When you start the chat, a random session identifier is kept only in your browser’s storage for that tab (sessionStorage), so the conversation continues if you reload or move to another page in the same tab; a tab you open from it may inherit the identifier. It is deleted when the tab closes (unless your browser restores the closed tab) and is not used more than 24 hours after your last activity. No cookies or persistent browser storage are used, and we do not recognise you across visits. Closing the tab or the identifier expiring does not delete the server-side conversation; you can ask for it to be deleted at info@molvek.com. Conversations are kept under the criteria this policy gives for contact and support records. Please do not share passwords, payment details or sensitive personal data.
When you write to Molvek’s Telegram bot, your messages are processed in the same way and on the same grounds; in addition, we process the user number Telegram passes to us. Telegram’s own processing is governed by Telegram’s privacy policy.
If live-chat measurement is enabled, we may count greeting displays, suggested-question clicks, chat openings and the first message accepted into the queue. Any such measurement record contains only the event type, question-button position when relevant, time, Molvek’s channel and random identifiers for this page load. It includes no message content, IP address, browser information, page URL or chat identifier. When an ad link includes them, only validated UTM source, medium and campaign codes may also be recorded; the full page URL is not stored. These codes may be kept in the same tab for up to 24 hours. The measurement identifier is never written to browser storage or reused on later pages. This website has no advertising cookies or cookie-based language preference. The initial language is selected using the country information Cloudflare provides with the connection. We create no separate visitor record or browser storage for this choice. You can change the language using the TR/EN links. The hosting provider may process technical request information to deliver the pages and protect its infrastructure.
Your rights and contact
Under applicable data protection law, you may access and obtain a copy of your data, correct inaccurate data, and request erasure, restriction, objection or portability where the relevant conditions apply. You may withdraw consent for processing based on consent without affecting lawful processing before withdrawal. You may object to processing based on legitimate interests for reasons relating to your situation.
Send requests to info@molvek.com. For GDPR requests where Molvek is the controller, we respond without undue delay and normally within one month of receipt. Where necessary because of the complexity or number of requests, this may be extended by two further months; we notify you of the reason within the first month. If a request is not fulfilled, the reasons and available remedies will be explained. This statutory response period is not a service promise that every backup copy will be automatically erased within one month.
If you are a customer of a business using Molvek, you may contact that business as the controller. We assist the relevant business with requests received by us. We may ask for necessary and proportionate information to verify your identity, but never passwords or access tokens. Exercising your rights is generally free; statutory exceptions may apply to manifestly unfounded or excessive requests.
You may complain to a competent supervisory authority, including Estonia’s Data Protection Inspectorate, Andmekaitse Inspektsioon, particularly in the country where you live, work or where the alleged infringement occurred. Contacting us first is not a condition of that right.
- Company
- Molvek OÜ
- Country of incorporation
- Estonia
- Registry number
- 17618773
- Registered address
- Sepapaja tn 6, 15551 Tallinn, Harju Maakond, Estonia
- Contact
- info@molvek.com
Material changes are explained on this page and, where required, notified to the business contact. The last-updated date identifies the text’s version. If a new purpose for Google data is proposed, necessary notice and consent will be obtained before the relevant access.