MindfulScale Privacy Policy
Last Updated: 14 April 2025
1. Introduction
MindfulScale Ltd ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our workflow automation platform, website, and services (collectively, the "Service").
This policy applies to all users of MindfulScale, including visitors to our website, subscribers, and users of our workflow automation tools. This policy should be read alongside our Terms of Service.
MindfulScale Ltd is registered in the United Kingdom and serves as the data controller for personal information collected through our Service.
2. Information We Collect
2.1 Information You Provide to Us
We collect information you provide directly to us, including:
Account Information: When you register for an account, we collect your name, email address, password, company name, job title, and billing information.
Profile Information: Information you provide in your user profile, such as profile pictures, contact details, and preferences.
Customer Data: Data that you input, upload, or transfer into our Service as part of using our workflow automation tools. This may include various types of data depending on how you configure and use the Service.
Communications: When you contact us, we collect information you provide in your communications, including support requests and feedback.
2.2 Information We Collect Automatically
When you use our Service, we automatically collect certain information, including:
Usage Information: Information about how you use the Service, including log data, the features and functions you use, the time spent on the Service, and other usage statistics.
Device Information: Information about the devices you use to access the Service, including hardware model, operating system and version, unique device identifiers, and mobile network information.
Log Information: Server logs, which may include your IP address, browser type, referring/exit pages, operating system, date/time stamps, and clickstream data.
Cookies and Similar Technologies: We use cookies and similar tracking technologies to collect information about how you interact with our Service and to remember your preferences. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.
2.3 Information from Third Parties
We may receive information about you from third parties, including:
Service Providers: Information from our service providers who help us provide services to you.
Integration Partners: If you integrate third-party services with our platform, we may receive information from those services as necessary to provide the integrated services.
3. How We Use Your Information
We use the information we collect for the following purposes:
3.1 To Provide, Maintain, and Improve the Service
Set up and maintain your account
Process transactions and send related information
Provide customer support and respond to your requests
Monitor and analyse usage patterns and trends
Improve the functionality and user experience of our Service
3.2 For Communications
Send administrative messages about your account, service changes, or policy updates
Provide customer support and technical assistance
Send promotional communications about new features, offers, and events (where you have opted in to receive such communications)
3.3 For Security and Compliance
Detect, investigate, and prevent fraudulent transactions and other illegal activities
Protect the security and integrity of our Service
Enforce our Terms of Service and other agreements
Comply with legal obligations
3.4 For Personalisation
Customise and personalise your experience with the Service
Suggest features or content that may be of interest to you
4. How We Share Your Information
We may share your personal information in the following circumstances:
4.1 With Service Providers
We may share your information with third-party vendors, consultants, and other service providers who need access to such information to carry out work on our behalf. These providers are subject to contractual obligations to protect your personal information.
4.2 For Legal Reasons
We may disclose your information if we believe in good faith that disclosure is necessary to:
Comply with applicable laws, regulations, legal processes, or governmental requests
Enforce our Terms of Service, including investigation of potential violations
Detect, prevent, or address fraud, security, or technical issues
Protect the rights, property, or safety of MindfulScale, our users, or the public
4.3 Business Transfers
If we are involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred as part of that transaction. We will notify you of any change in ownership or the uses of your personal information.
4.4 With Your Consent
We may share your information with third parties when you have given us your consent to do so.
5. Data Retention
We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your information to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
When you delete your account, we will delete or anonymise your personal information within 30 days, unless we are legally required to retain it.
6. International Data Transfers
Your information may be transferred to, and maintained on, computers located outside of your country or jurisdiction where the data protection laws may differ from those in your jurisdiction.
If you are located outside the United Kingdom and choose to provide information to us, please note that we transfer the information to the United Kingdom and process it there.
When we transfer personal data outside the UK or European Economic Area (EEA), we ensure an adequate level of protection for your rights and freedoms in relation to the processing of your personal data. This is achieved through standard data protection clauses approved by the relevant authorities.
7. Your Rights and Choices
Depending on your location, you may have certain rights regarding your personal information:
7.1 Access and Update
You can access and update certain information about yourself through your account settings or by contacting us.
7.2 Data Protection Rights
If you are in the UK or EEA, you have rights under data protection laws in relation to your personal data, including:
The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling
To exercise these rights, please contact us using the details in the "Contact Us" section.
7.3 Marketing Communications
You can opt out of receiving promotional communications from us by following the instructions in those communications or by adjusting your email preferences in your account settings. Even if you opt out, you will still receive non-promotional communications, such as those about your account or our ongoing business relations.
7.4 Cookies
Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove or reject cookies. Please note that if you choose to remove or reject cookies, this could affect the availability and functionality of our Service.
8. Data Security
We take reasonable measures to help protect your personal information from loss, theft, misuse, unauthorised access, disclosure, alteration, and destruction. However, no security system is impenetrable, and we cannot guarantee the security of our systems or your information.
We implement a variety of security measures when a user enters, submits, or accesses their information to maintain the safety of personal information including:
All sensitive information is transmitted via Secure Socket Layer (SSL) technology
All information is stored in secure databases protected by multiple layers of security
Regular security assessments and penetration testing
Employee access controls and training
9. Children's Privacy
Our Service is not directed to children under the age of 16, and we do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will take steps to delete such information as quickly as possible.
10. Third-Party Links and Services
Our Service may contain links to third-party websites, services, or applications that are not operated by us. This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you access.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the Service prior to the changes becoming effective. Your continued use of the Service after the effective date of the revised Privacy Policy constitutes your acceptance of the changes.
12. Data Protection Officer
We have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions in relation to this Privacy Policy. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact our DPO using the details set out below.
13. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:
Email: privacy@mindfulscale.com
Data Protection Officer: dpo@mindfulscale.com
If you are in the UK or EEA and you feel that we have not addressed your concerns adequately, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) in the UK or your local data protection authority.
