MyaGuide Reception — AI & Data: how Mya works

Document: AI & Data · Product: MyaGuide Reception · Version 1.1 · International edition: 2 October 2026 · Written for residents, in plain language

1 What this document is for

This document explains in plain language how Mya works, what happens to what you type, and what you need to know before you use Mya. The legal details are in the Privacy Statement and the Terms of Use.

2 What Mya is

Mya is a computer program that helps you find information that your organisation has approved and published for your location. You type a question in one of the available languages.

3 You are talking to a computer program

Mya is not a staff member. Mya helps with the information your organisation has published for this location. You can type or speak. OpenAI processes your question and the location information needed to make an answer; for Talk, OpenAI also processes audio. There is no video avatar. For general public information outside the location, Mya can search the internet using a short search query instead of your full conversation. Do not share names, identification numbers, medical details or other personal or confidential information; automatic checks do not recognise everything. Mya shows source links for external information. A listed opening time does not guarantee that a service is available now. Information can be incorrect or outdated. For personal or professional help, Mya refers you to staff; for urgent help, approach a staff member on site immediately. Mya does not remember you from a previous session.

4 What information Mya uses

Published location information remains the source for internal arrangements. For public information outside the location, Mya can search the internet and show sources. Mya says when information cannot be confirmed reliably.

An answer may be wrong or outdated if the published information is wrong or outdated. Check with a staff member if the answer is important for your safety, your health or your rights.

5 What happens when you ask a question

1. You type or speak your question.
2. Your question goes to the computers on which the service runs.
3. Mya uses published location information and OpenAI to answer. External public questions may use a short search query.
4. If the answer is there, Mya gives that answer. If it is not there, Mya says it cannot find an answer.
5. The answer appears on your screen. Nothing from a previous session is sent along.

6 What is stored, and for how long

You do not need to create an account or provide a name. Mya does not create a profile of you.

Conversations and unsent text exist only temporarily in the open page’s memory. They clear after 2 minutes without activity; a warning appears after 90 seconds, giving you 30 seconds to continue. End conversation, closing the chat or Escape, moving the page to the background or locking the device, leaving the page, and changing language or location clear the conversation and input. Refreshing, back/forward navigation and restored tabs start empty. Previous conversations are not recovered; only the language preference may persist. A late response cannot bring back a cleared conversation. End the conversation before handing over a shared device: immediate physical handover cannot be detected.

Your organisation cannot view your question or the answer. It sees only how often each language was requested at a location, per week, and small counts are hidden. A message or screenshot that you yourself send to the helpdesk is something else and is kept for a maximum of twelve months. The hosting infrastructure processes technical data, such as your internet address, for security. Retention is governed by the applicable processing agreements and provider configuration.

7 Does your information leave your device?

Yes. Your typed question or spoken audio goes from your browser to the computers that make Mya work, including OpenAI. Therefore, do not type personal or sensitive data (article 10).

8 Who else is involved

The following companies help provide the service. Each has its own limited role and is contractually required to protect your data.

• Cloudflare provides and secures the service. Your question passes through their computers.
• Fly.io hosts the conversation service in Amsterdam. Questions and context are processed temporarily in memory; international support or infrastructure processing is possible.
• Supabase stores the published information, staff accounts and language counts, in a data center in Ireland. Your conversation is not stored there.
• OpenAI is used to automatically translate the source information managed by the organisation into other supported languages. There is no translation approval step. OpenAI also processes your question, needed temporary context and location information, Talk audio and short public web search queries. MyaGuide does not keep a permanent resident conversation or resident profile. During an active conversation, the service temporarily processes questions, audio and the information needed to answer. Existing clearing rules still apply. MyaGuide disables OpenAI API response storage and does not instruct model training. This does not guarantee zero provider retention: security and abuse monitoring can retain data. Existing processor and international transfer arrangements remain applicable.
• Resend and Google Workspace are used for email with the helpdesk and with staff.

More about these companies and about the protection of data outside Europe is in the Privacy Statement, article 7 and 8.

9 What Mya cannot do

Mya does not provide medical, legal or financial advice, or advice about your residence or asylum procedure. For that, ask an expert or a staff member.

Mya is not an emergency service. In an emergency, call the local emergency number or seek a staff member immediately. In Spain and elsewhere in the EU, call 112.

Mya only knows the approved information. Very recent changes may be missing if the information has not yet been updated.

Information in your language may have been translated automatically. Staff manage the source information. Your question itself is not translated. Check important information, such as safety rules or deadlines, with a staff member if you are unsure.

10 What you should better not type

It is better not to type in Mya:

• your full name, date of birth, or an identity, file, or registration number;
• information about your health, your residence or asylum procedure, or other sensitive personal matters;
• passwords, PIN codes, or financial information;
• anything you do not want to have processed by a computer system.

You do not need to provide this information to get an ordinary question about your location answered. If a staff member needs such information, they will ask you directly, not via Mya.

Do not assume that Mya will recognize and remove sensitive information before you send it. For personal matters, ask a staff member for a suitable, confidential channel.

11 Help from a person

Can Mya not answer your question, do you not trust the answer, or would you prefer to speak with a person? Then ask a staff member at your location. Mya is there for everyday questions, not to replace staff.

12 Relationship with other documents

This document belongs with the Privacy Statement (how we handle personal data), the Cookie Statement (cookies and similar technologies), and the Terms of Use (the rules for use). If there is a difference on a legal point, the more detailed document applies.

13 Questions

Van Riemsdijk & Karman S.L. (MyaGuide)
Jávea, Spain
reception@myaguide.com

14 Version history