Privacy policy
Last updated: October 15, 2026
This policy explains what personal data GEOVIL SYSTEMS (“GEOVIL”, “we”) processes when you use the Minh AI add-in for Excel and the website minh-ai.eu, why, and what your rights are. In short: your workbook stays in Excel. We only receive what a feature needs to work, and we never sell your data.
1. Who is responsible
The data controller is GEOVIL SYSTEMS, SAS, 40 rue des Blancs Manteaux, 75004 Paris, France (SIREN 835 276 031). Contact for any privacy question: contact@geovil.io.
2. What we process, and why
| Data | Purpose | Legal basis (GDPR) |
|---|---|---|
| Account: email address, name, password (stored hashed by our authentication provider) | Create your account, sign you in, contact you about your account | Performance of the contract |
| Subscription: plan, billing period, payment status, invoices, VAT number if you give one | Billing, invoices, accounting obligations | Contract; legal obligation |
| Usage counters: addresses located, comments analyzed, AI requests, published maps | Apply your plan's monthly allowances | Performance of the contract |
| Addresses you choose to locate | Find their coordinates (geocoding). Results are cached so the next map opens instantly | Performance of the contract |
| Comments you choose to analyze, and questions you ask your map (Pro plan, without your own key) | Run the AI features | Performance of the contract |
| Maps you publish (the points and columns you choose to include) | Show the map to people who have the link | Performance of the contract |
| Technical logs (IP address, date, request, errors) | Security, abuse prevention, troubleshooting | Legitimate interest |
| Messages you send us | Answer you and provide support | Legitimate interest; contract |
We do not receive your card details: payments are handled entirely by Stripe. We do not upload your workbook, and we do not use your data to train AI models.
3. What stays on your computer
- Your workbook and its data. The add-in reads only the range you select.
- Your own API keys (AI provider, maps, road times). They are encrypted on your computer and sent only to the provider you chose, never to GEOVIL. See our security page.
- Your session and preferences, kept in the add-in's local storage.
Before comments are sent to an AI provider, Minh AI masks emails, phone numbers and links it finds in them.
4. Who receives data
We use the following service providers, each only for what it needs to do:
| Provider | Role | Location |
|---|---|---|
| Cloudflare, Inc. | Hosting of the website, add-in and API; security | Global network, USA |
| Supabase, Inc. | Accounts, authentication and database; account emails | See note below |
| Stripe | Payments, subscriptions and invoices | Ireland / USA |
| Anthropic, PBC | AI analysis on the Pro plan without your own key (Claude API) | USA |
| US Census Bureau geocoder; OpenStreetMap Nominatim; IGN Géoplateforme (France) | Address geocoding: only the address text is sent | USA; EU |
If you add your own keys in Connections, the data a feature needs goes directly from Excel to the provider you chose (for example OpenAI, Anthropic, Google, Mistral, Mapbox, MapTiler), under that provider's own terms and privacy policy. GEOVIL is not involved in that exchange.
For the data you send through Minh AI's features (addresses, comments, published points), GEOVIL acts as a processor on behalf of its customers, as set out in section 4 of our terms. We announce any new subprocessor on this page at least 14 days before it starts processing that data.
We may also disclose data when required by law or to protect our rights. We never sell or rent personal data.
5. Transfers outside the European Union
Some providers are located in the United States. Transfers rely on the EU–US Data Privacy Framework where the provider is certified, or on the European Commission's Standard Contractual Clauses, with additional safeguards where needed.
6. How long we keep data
- Account and usage data: while your account is open, then deleted within 30 days of account closure.
- Invoices and accounting records: 10 years, as required by French law.
- Published maps: until you unpublish them or close your account.
- Geocoding cache: an address and its coordinates are kept up to 12 months (7 days when the address was not found) to speed up maps, then deleted automatically. The cache does not record which account asked for an address.
- Technical logs: up to 12 months.
- AI requests: we do not store the comments you analyze. Our AI provider may keep API data for a limited time under its own policy.
7. Cookies and similar technologies
We use no advertising or tracking cookies and no third-party analytics. The add-in and website use local storage only for what is strictly necessary: keeping you signed in and remembering your settings. Stripe may set its own cookies on its checkout pages to prevent fraud.
8. Your rights
Under the GDPR you can access, correct or delete your data, receive a copy of it, restrict or object to some processing, and give instructions about what happens to it after your death (French law). You can close your account at any time by writing to us.
California residents have the right to know what personal information we collect, to delete it, to correct it and not to be discriminated against for using these rights. We do not sell or share personal information for cross-context behavioral advertising.
To exercise any right, write to contact@geovil.io. We answer within one month. In the EU, you may also complain to your data protection authority; in France, the CNIL (www.cnil.fr).
9. Security
Data is encrypted in transit (HTTPS), access is restricted, and keys you add are encrypted on your device. Details are on our security page.
10. Children
Minh AI is a professional tool and is not intended for children under 16.
11. Changes
We may update this policy. The date at the top shows the latest version; we will tell you by email about significant changes.