Privacy Policy

Mind Friend Inc. · Version 3.1 · Last updated 22 September 2026

This Policy explains how Mind Friend Inc. handles personal data when you use the MindFriend platform, including Olive Friend, or visit www.mindfriend.com.

1. Who we are and what this covers

Mind Friend Inc. ("MindFriend", "we", "us") operates the MindFriend platform. Mind Friend Inc. is a corporation registered in the State of Delaware, United States (Delaware File No. 10723358). Registered office: 251 Little Falls Drive, Wilmington, New Castle County, DE 19808, USA. Registered agent: Corporation Service Company. General enquiries: talk@mindfriend.com. Legal enquiries: legal@mindfriend.com. Website: www.mindfriend.com.

For users in the United Kingdom, UK data-protection law (UK GDPR and the Data Protection Act 2018) applies. For users in the United States, this Policy and the additional information in Sections 16 and 17 apply. Privacy questions and requests: legal@mindfriend.com.

2. Who is responsible for what

Responsibility follows the activity, not the organisation:

• Mind Friend Inc. is responsible for the personal data the Platform processes: your account and profile; searches and filters; bookings and payment records; support requests; security and audit logs; first-party usage analytics; the transmission and 14-day storage of messages and in-session chat between Clients and Professionals; video and audio technical metadata; Olive Friend conversations; and Professionals' account, credential and profile data.

• Each Professional is separately responsible for the clinical use of what a Client shares with them and for the clinical records, notes, diagnoses, treatment decisions, consents and safeguarding records they create. Professionals handle that information under their own privacy notice and professional obligations. MindFriend does not create, hold or access clinical notes.

• Stripe is responsible for the card and bank details you give it directly when paying or receiving payouts, under Stripe's own privacy policy.

Where a Professional is subject to specific US health-privacy law for the services they provide, MindFriend supports the arrangements that law requires; contact legal@mindfriend.com for details.

3. The data we collect

• Account data: name, email, password (stored as a hash), country and, for US users, state; for Professionals, title, qualifications, registration or licence details, insurance details, states or countries served, fees, availability and profile content including any Promotional Video.

• Booking and payment data: the Professional booked, date, time, format, price, cancellation policy accepted, status, refunds; payment status and the last four digits of a card, but not the card number, which Stripe holds.

• Communications: messages and in-session chat between Clients and Professionals, held for 14 days; support emails.

• Olive Friend: the text you enter, Olive's responses, timestamps, and safety signals (for example that a crisis prompt was shown).

• Health-related information you choose to share when you message a Professional or use Olive. We treat this as sensitive data.

• Technical data: IP address, device and browser information, security and audit logs, and first-party usage analytics.

• Acceptance records: the version of each agreement you accepted and when, with IP address and device.

4. Why we use it and our legal basis

We do not use health or booking data for advertising, do not sell personal data, and do not share personal data with advertising networks.

5. Our data-minimisation commitments

• We do not record Sessions.

• We do not create, hold or access clinical notes.

• We do not use artificial intelligence on messages or in-session chat between a Client and a Professional.

• Olive Friend conversations are used only to generate responses and keep the feature safe; they are not used to train AI models and are not shared with Professionals.

• We keep messages and in-session chat for 14 days only, then delete them automatically.

• First-party analytics are pseudonymised: usage is measured against a random identifier, not your name or email, and health-related content is excluded from analytics.

• We do not use third-party analytics or advertising tags (see the Cookie Policy).

6. Who we share data with

We share personal data only with the service providers we need to run the Platform, each under a contract that restricts them to acting on our instructions: hosting and storage (Amazon Web Services), video and audio infrastructure (Stream), transactional email (Mailjet), chat-media storage (Cloudinary), bot protection on forms (Google reCAPTCHA), optional sign-in (Google Sign-In, under Google's terms), payment processing (Stripe), and, for Olive Friend, an AI service provider that generates responses on our instructions, and is contractually prohibited from using your conversations to train its models. The current list is on our Third-Party Providers page.

We share your messages and booking details with the Professional you choose, because that is the service you asked for. If your access is paid for by an Organisation, the Organisation receives only aggregated, de-identified usage reporting and never your individual data. We disclose data to authorities or others where the law requires it, or where necessary to protect someone from serious harm, and we will tell you where we lawfully can.

7. International transfers

Our providers process data in the United Kingdom, the European Economic Area and the United States. Where personal data of UK users is transferred outside the United Kingdom, we rely on a UK adequacy regulation or on appropriate safeguards such as the UK International Data Transfer Agreement or UK Addendum, together with a transfer risk assessment and any supplementary measures required. Details of the safeguard for a particular provider are available from legal@mindfriend.com.

8. How long we keep it

9. Your rights

You have the right to access your data, to have it corrected or deleted, to restrict or object to processing, to receive a portable copy, and to withdraw consent where consent is the basis. Contact legal@mindfriend.com; we respond within one month (extendable by two months for complex requests, with notice). For clinical records, contact your Professional. UK users may complain to the Information Commissioner's Office at ico.org.uk. Withdrawing consent to messaging or Olive means those features will no longer be available to you; it does not affect processing before withdrawal.

10. Automated decision-making and profiling

Search results are ordered by relevance to your criteria and filters as described in the Professional Listing Agreement. Olive Friend generates conversational responses and, if a safety signal is raised, shows crisis resources. Neither makes decisions with legal or similarly significant effects about you, and no decision about whether you may use the Platform is made solely by automated means.

11. Security

We protect personal data with technical and organisational measures appropriate to its sensitivity, described on our Security page, including the automatic 14-day deletion of communications. No system is completely secure; we will notify you and the relevant authority of a personal-data breach where the law requires it.

12. Cookies

See our Cookie Policy. The Platform uses only cookies that are strictly necessary to run it; there are no advertising or third-party analytics cookies.

13. Children

The Platform, including Olive Friend, is for adults aged 18 and over. We do not knowingly collect data from anyone under 18, and we delete such data if we become aware of it.

14. If you are a Professional

We process your account, credential, insurance, profile and payout data to list you, to carry out administrative credential checks, to pay you and to meet our legal obligations. Your profile is public to registered Clients. If you provide a Promotional Video and consent to its promotional use, we process your image, voice and name on the basis of that consent, which you can withdraw as described in the Professional Listing Agreement.

15. Olive Friend

When you use Olive we process what you type, Olive's responses, timestamps and safety signals. Anything you tell Olive about your health or feelings is health-related data and is protected as such. Your conversation text is sent to our AI service provider only to generate responses; the provider acts on our instructions and may not use your conversations to train its models. We do not routinely read Olive conversations; a small number of trained staff may review a conversation where an automated safety signal is raised, where you ask us to, or to investigate misuse, and each such access is logged. Olive conversations are not shared with Professionals and are not linked to your messages with a Professional. You can delete your Olive history at any time from your account.

16. Additional information for users in the United States

This Section applies if you are a resident of a US state whose privacy law gives you the rights below. What we collect: identifiers, account credentials, commercial information (bookings and payments), internet activity (logs), state-level location, and health-related information you provide. We do not sell personal information and do not share it for cross-context behavioural advertising; we honour Global Privacy Control signals. Sensitive personal information (health-related content) is used only to provide the services you request. Your rights: to know and access, to delete, to correct, to obtain a portable copy, to limit the use of sensitive personal information, and not to be discriminated against for exercising your rights. How to exercise them: email legal@mindfriend.com or use your account controls; we verify requests using your account email and may ask for further confirmation; you may use an authorised agent; we respond within 45 days, extendable once by 45 days with notice. Notice at collection is given at account creation and where you enter health-related information.

17. Consumer health data (Washington, Nevada, Connecticut and similar laws)

Consumer health data we collect: health-related information you enter when messaging a Professional or using Olive Friend; safety signals; and booking records that show you sought mental-health support. Sources: you. Why: to provide the services you request and keep them safe. Who receives it: the Professional you choose (for messages and bookings) and the providers listed in Section 6 for hosting, video, email, chat media and, for Olive, AI responses; never advertisers. We do not sell consumer health data. Consent: where your state's law requires it, we ask for your opt-in consent before collecting consumer health data, at the point you first message a Professional or use Olive. Your rights: to access, to withdraw consent, to have data deleted (including from our providers), and to appeal a refusal by emailing legal@mindfriend.com with "Appeal" in the subject line; we respond within 45 days. Geofencing: we do not use geofencing around health facilities.

18. Changes and contact

We may update this Policy. Material changes are notified by email and by a notice on the Platform before they take effect; the version and date appear at the top. Contact: legal@mindfriend.com · Mind Friend Inc., 251 Little Falls Drive, Wilmington, New Castle County, DE 19808, USA.