MindVibes Privacy Policy
1. INTRODUCTION
Welcome to MindVibes.io. We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website mindvibes.io and use our services, which include coaching, therapy, stress management tools, and corporate training.
We are based in the United Kingdom and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. INFORMATION WE COLLECT
We may collect several types of information from and about users of our website and our services:
For Website Visitors
For individuals who visit our website or sign up for our newsletter, we collect:
Contact information (such as name and email address) when voluntarily provided
Browser and device information
IP address
Operating system information
Cookies and similar technologies
Analytics data through tools such as Google Analytics
Aggregated data and usage statistics
For Contracted Clients
For individuals who enter into a contractual relationship with us for coaching, therapy, or other services, we collect additional information on a one-to-one basis:
Full contact information (including phone number and home address)
Health information (including mental and physical health data and medication information)
Other personal information relevant to providing our services
The collection of health and other sensitive personal data only occurs after you have become a contracted client and have provided explicit consent.
3. HOW WE COLLECT YOUR INFORMATION
We collect information in the following ways:
Direct interactions: Information you provide when you register on our website, subscribe to our service, fill out forms, or correspond with us.
Automated technologies: As you navigate through our site, we may automatically collect data using cookies, server logs, and similar technologies.
Third parties: We may receive information about you from third-party service providers, business partners, or publicly available sources.
4. HOW WE USE YOUR INFORMATION
We use your personal information for the following purposes:
To provide and maintain our services
To process and complete transactions
To manage your account and provide customer support
To send administrative information, updates, and service notices
To send marketing communications, newsletters, and promotional materials (where you have opted in)
To personalise your experience and deliver content relevant to your interests
To improve our website, products, and services
To protect our rights, property, or safety
To comply with legal obligations
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason compatible with the original purpose.
5. LEGAL BASIS FOR PROCESSING
Under the UK GDPR, we process your personal data on the following legal bases:
Consent: Where you have given clear consent for us to process your personal data for a specific purpose, such as sending you marketing communications or processing special category data such as health information.
Contract: Where processing is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into a contract.
Legal obligation: Where processing is necessary for compliance with a legal obligation to which we are subject.
Legitimate interests: Where processing is necessary for the purposes of our legitimate interests, except where such interests are overridden by your interests or fundamental rights and freedoms.
For special categories of personal data, such as health information, we will only process this data with your explicit consent, or where necessary for the establishment, exercise, or defence of legal claims, or where necessary for reasons of substantial public interest.
6. DATA RETENTION
We will retain your personal data only for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Specifically:
Website visitor data: Cookies and similar technologies typically expire after 30 days, though some may persist for up to 2 years. Analytics data is retained in an anonymised form for up to 26 months.
Newsletter subscriber information: We retain this information until you unsubscribe from our communications, after which we will remove your data from our marketing lists.
Client records: In accordance with the British Association for Counselling and Psychotherapy (BACP) ethical framework, we retain client records for a minimum of three years after the therapeutic relationship has ended. This retention period allows for the handling of any potential complaints or legal requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and whether we can achieve those purposes through other means.
7. DATA SECURITY
We have implemented appropriate technical and organisational measures to secure your personal data from accidental loss and unauthorised access, use, alteration, and disclosure.
However, please be aware that no method of transmission over the internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.
8. YOUR DATA PROTECTION RIGHTS
Under the UK GDPR, you have the following rights:
Right to access: You have the right to request copies of your personal data.
Right to rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
Right to erasure: You have the right to request that we erase your personal data in certain circumstances.
Right to restrict processing: You have the right to request that we restrict the processing of your personal data in certain circumstances.
Right to data portability: You have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.
Right to object: You have the right to object to our processing of your personal data in certain circumstances.
Rights related to automated decision-making and profiling: You have rights related to automated decision-making and profiling.
If you wish to exercise any of these rights, please contact us using the contact details provided below.
9. COOKIES AND ANALYTICS
What are cookies?
Cookies are small text files that are placed on your device when you visit our website. They help us provide you with a better website experience and allow us to recognise your device when you return to our site.
Types of cookies we use
Essential cookies: These are necessary for the website to function properly and cannot be switched off.
Preference cookies: These remember your settings and preferences to enhance your experience.
Statistics cookies: These help us understand how visitors interact with our website by collecting anonymous information.
Marketing cookies: These track your online activity to help deliver relevant advertising.
We use Google Analytics to help us understand how visitors use our site. This service uses cookies to collect anonymous information about your use of our website, including pages visited and time spent on the site.
Managing cookies
You can set your browser to refuse all or some browser cookies or to alert you when websites set or access cookies. Most browsers allow you to:
See what cookies you have and delete them individually
Block third-party cookies
Block cookies from particular sites
Block all cookies
Delete all cookies when you close your browser
Please note that if you disable or refuse cookies, some parts of our website may become inaccessible or not function properly.
More information
To learn more about how Google uses data when you use our website, please visit: https://policies.google.com/technologies/partner-sites
10. THIRD-PARTY DISCLOSURE
We do not sell, trade, or otherwise transfer your personal data to outside parties except as described in this Privacy Policy. This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, provided those parties agree to keep this information confidential.
We may also disclose your personal data:
To comply with any court order, law, or legal process, including to respond to any government or regulatory request
To enforce or apply our terms of use and other agreements
If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of our company, our customers, or others
11. DATA TRANSFERS AND STORAGE
We are based in the United Kingdom, and your information may be stored and processed in the UK or any other country where we or our service providers maintain facilities. We use Google Drive for storing client information in password-protected formats.
If we transfer your personal data outside the UK or EEA (such as through our use of Google services), we ensure a similar degree of protection is afforded to it by implementing appropriate safeguards, including but not limited to:
Standard Contractual Clauses (SCCs) approved by the UK Government
Binding Corporate Rules
Adequacy decisions by the UK Government
For transfers to Google and other third-party service providers that process data outside the UK/EEA, we rely on their compliance with applicable data transfer mechanisms, such as SCCs, and their certification under frameworks like the EU-US Data Privacy Framework where applicable.
12. CHILDREN'S PRIVACY
Our services are not intended for children under 16 years of age. We do not knowingly collect personal data from children under 16. If we learn we have collected or received personal data from a child under 16, we will delete that information. If you believe we might have any information from or about a child under 16, please contact us at the address provided below.
13. CHANGES TO OUR PRIVACY POLICY
We may update our Privacy Policy from time to time. If we make material changes to how we treat our users' personal data, we will notify you through a notice on our website homepage or by email.
The date the Privacy Policy was last revised is identified at the top of this page. You are responsible for periodically visiting our website and this Privacy Policy to check for any changes.
14. DATA CONTROLLER AND CONTACT FOR DATA PROTECTION
For the purpose of the UK GDPR, the data controller of your personal data is:
MindVibes Ltd 68 Hanbury Street London, E1 5JL United Kingdom
For any data protection related inquiries, you can contact us at hello@mindvibes.io or +44 7584 658 610.
15. CONTACT US
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:
Email: hello@mindvibes.io Phone: +44 7584 658 610 Address: 68 Hanbury Street, London, E1 5JL
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). However, we would appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
16. MARKETING COMMUNICATIONS
We may use your personal data to send you information about our products and services, including our newsletter. You can opt out of receiving these marketing communications at any time by:
Clicking the "unsubscribe" link in any marketing email we send
Contacting us directly at hello@mindvibes.io
We will not use your personal data for marketing purposes unless you have given your consent or we have another lawful basis to do so. We will process your request to withdraw consent or opt out of marketing communications as soon as possible, but please be aware that you may continue to receive communications for a short period while our systems are updated.
17. SPECIAL CATEGORIES OF PERSONAL DATA
As part of our coaching, therapy, and stress management services, we may collect and process special categories of personal data, including information about your mental and physical health and medication. We will only process this data:
With your explicit consent
Where necessary for the provision of health or social care services
Where you have manifestly made the data public
Where necessary for the establishment, exercise, or defence of legal claims
Our Founder is a registered member of the British Association for Counselling and Psychotherapy (BACP) and adheres to their ethical framework, including their guidelines on client confidentiality and data protection.
We implement additional safeguards for this sensitive information, including:
Strict access controls and need-to-know basis
Enhanced encryption and security measures
Regular staff training on data protection
Secure, password-protected storage on Google Drive
You have the right to withdraw your consent to our processing of this special category data at any time.