Mindsinaction Pro is a private workplace application for staff of Mindsinaction. It is used to manage company assets, leave requests, equipment borrowing, internal announcements and staff-to-staff messaging.
Created by an administrator when you join, and maintained thereafter:
Where your role or the relevant HR process requires it, the app may also hold:
These fields exist to support HR administration. They are visible only to you and to authorised administrative staff.
Information is stored on servers operated for Mindsinaction under the domain mindsinaction.com.na. The app is a client for that system; it is not a local-only application, and data you enter is transmitted to and held on those servers.
Some information is also cached on your device so the app remains usable with a poor connection. That cache is removed when you sign out or uninstall the app.
| Purpose | Information used |
|---|---|
| Authenticating you and keeping your session | Email, password hash, sign-in timestamps |
| Showing the right screens and permissions for your role | Role, department, employment status |
| Recording and approving leave and borrowing requests | Request content, dates, approver decisions |
| Maintaining the company asset register | Verification records, comments, photographs |
| Delivering messages and announcements | Message content, sender and recipient, read status |
| Sending notifications to your device | Push token, device platform |
We process this information to administer the employment relationship and to operate and safeguard company property. We do not use it for advertising, profiling or any purpose unrelated to your work with Mindsinaction.
| Permission | Why the app asks |
|---|---|
| Camera | Scanning asset codes and taking verification photographs. Used only while you are on those screens. |
| Photos / storage | Attaching an existing image to a verification record or a message. |
| Notifications | Alerting you to new messages, announcements and request approvals. |
| Internet / network state | Communicating with the server, and telling you when you are offline. |
Each permission can be refused or withdrawn in your device settings. The relevant feature will stop working; the rest of the app will continue to function.
We do not sell your information, and we do not share it for advertising. There are no advertising networks or analytics services in this app.
Information is visible to other staff only as the app's design requires:
| Provider | Purpose | What they receive |
|---|---|---|
| Google Firebase Cloud Messaging | Delivering push notifications to your device | Your device's notification token, and the title and preview text of the notification |
| Our hosting provider | Operating the servers behind the app | Data is stored on infrastructure they provide; they do not use it for their own purposes |
Google's handling of notification data is governed by its own privacy policy, available at policies.google.com/privacy.
We may disclose information where we are required to do so by law, or where it is necessary to investigate a serious breach of company policy or to protect the safety of our staff.
No system can be guaranteed completely secure. If a breach occurs that affects your information, we will inform affected staff without undue delay.
Employment records are retained for as long as you work for Mindsinaction and for as long afterwards as we are required to keep them for legal, tax and audit purposes.
When someone leaves, their account is deactivated rather than deleted. A deactivated account cannot sign in, cannot be sent messages, and no longer receives notifications. The historical record — past leave, assets they were assigned, requests they approved — is retained, because deleting it would corrupt records that other staff and the company still rely on.
You may:
Contact us using the details in section 11. We will respond within 30 days. Where we cannot act on a request — for example, where a record must be retained for audit — we will tell you why.
There is no self-service account deletion in the app, because accounts are issued and controlled by Mindsinaction. To request deletion of your account and associated data, email giideon@mindsinaction.com.na with the subject line Account deletion request and the email address on your account.
On receiving a verified request we will deactivate the account immediately and delete personal information we are not obliged to retain, within 30 days. Records we must keep for legal, tax or audit reasons will be retained for the period required and then deleted. We will confirm in writing what was deleted and what was retained.
Mindsinaction Pro is a workplace tool intended solely for employees aged 18 and over. It is not directed at children, and we do not knowingly collect information from anyone under 18.
We may update this policy as the app changes. The revised policy will be published on this page with an updated date above. Where a change materially affects how your information is used, we will notify staff through the app.
For anything concerning your employment record specifically, you may also speak to HR directly.