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Introduction to MyDesk Data Management #
At MyDesk, we are often asked about the security of our data storage. Many want to know where we store the data, how long we keep it for and how we secure it. In this guide, I will explain how we handle your data to ensure maximum security and privacy.
Step 1: Minimum data #
It’s important to understand that we only store minimal data. When you use MyDesk for meeting room booking, we do not save your meetings. We retrieve them from your Outlook and this data is only read in context by you as users.
This means that even if we log into your MyDesk account, we cannot see your meeting rooms, meetings or users. Everything happens in the user’s context.
Step 2: Handling desk bookings #
For desktop bookings, the situation is slightly different as they only exist in MyDesk and cannot be read from Outlook. Therefore, we naturally save your bookings.
What we store is which seat is booked and which user booked it. This includes the user’s email and name. That is all.
Step 3 Determine your own storage period #
MyDesk gives you control over how long we store data. Under “Administration” and “General Settings” you can select an option called Anonymize, where you determine the retention time.
By default, this time is set to fourteen days. This means that during this period you can see which seats have been booked for a user.
Step 4: Anonymizing data #
When data is anonymized, you will still be able to see the usage of the space in MyDesk Analytics, but not which specific user booked it. This ensures that anonymized data can still be used without compromising privacy.
Step 5: EU data center #
We only store the user’s name and email. This data is stored at Microsoft in their data center in Dublin, which means that your data is secured within the EU data center boundaries.
Step 7: Conclusion #
MyDesk takes data retention seriously by only storing minimal and necessary data, this also ensures that duplicate errors do not occur as there is only one version of data.
We ensure that all data is stored securely and within EU borders and our systems are designed to give users control over their data and ensure anonymity when necessary.
We hope this review has given you a better understanding of how your data is handled in MyDesk. If you have any further questions, you are welcome to contact us at support@mydesk.io.
