Privacy Policy

DearMind (“DearMind,” “we,” “us,” or “our”) is committed to safeguarding the privacy, confidentiality, and security of all individuals and organizations (“Users” or “you”) who access our website, tools, guided sessions, surveys, and related services (collectively, the “Platform”).

This Privacy Policy describes the types of information we collect, how we use and protect it, and the rights and choices available to Users regarding their data. By accessing or using the Platform, you agree to the terms of this Privacy Policy.

1. No Access to Client or Company Data

1.1 DearMind is built on strict privacy-first architecture. We do not access, view, store, analyze, or use any internal company data of the Client under any circumstances.1.2 Specifically:

• We do not connect to your internal networks or systems.

• We do not monitor employee activity outside the Platform.

• We do not receive confidential organizational, financial, operational, or HR data.

• We do not track company performance, employee files, or internal communication.

• We do not sell, rent, or disclose any data to employers, vendors, advertisers, or third parties.

All organizational information remains entirely outside the DearMind ecosystem.

2. Information We Collect

We collect only the minimal information necessary to provide and improve the DearMind experience.

2.1 User-Provided Information

This may include:

• Name or alias (optional)

• Email address (required for login and account access)

• Voluntary responses submitted within reflections, journals, prompts, polls, or surveys

All emotional reflections, journal entries, and session responses remain confidential and are not visible to employers or third parties.

2.2 Automatically Collected Information

We may collect anonymous, non-identifiable technical data, including:

• Browser type and version

• Device type

• Session duration and basic usage patterns

• Interaction analytics for performance optimization

We do not collect sensitive personal identifiers such as:

• Medical or mental health records

• Past treatment history

• Ethnicity, religion, political ideology

• Biometric identifiers

3. What We Do Not Collect

To remove ambiguity, DearMind explicitly confirms that it does not collect:

• Medical history or diagnostic information

• Insurance or therapy-related personal information

• Government IDs, financial details, or demographic markers

• Employment records or performance metrics

• GPS or precise location data

• Audio or video recordings of sessions (unless separately agreed)

4. How We Use Your Information

Your information is used strictly for the following purposes:

• Delivering personalized meditation and well-being content

• Improving the usability, navigation, and performance of the Platform

• Generating anonymized, high-level wellbeing insights for organizational dashboards

• Maintaining system security and operational stability

We never use User Data for:

• Targeted advertising

• Commercial marketing

• Selling data to any third party

No identifiable User reflections or entries are ever shown to employers.

5. Data Storage and Security

5.1 DearMind implements industry-leading administrative, technical, and physical safeguards to protect stored data, including:

• Encryption of data in transit (HTTPS/SSL)

• Encryption of data at rest

• Strict access control protocols

• Server-level security hardening

• Regular vulnerability assessments

5.2 No third party has access to the content of User reflections, diary entries, or session information.

5.3 In the event of any data breach affecting personal information, DearMind will notify affected Users in accordance with applicable law.

6. Third-Party Sharing

6.1 DearMind does not sell, trade, rent, or disclose personal data to advertisers or commercial entities.

6.2 Limited, non-identifiable technical information may be shared with essential service providers, such as:

• Cloud hosting vendors

• Infrastructure security providers

6.3 These providers operate under strict data protection agreements and cannot access, analyze, or use User-generated content.

7. Cookies and Tracking Technologies

We use only minimal cookies necessary for:

• Maintaining login sessions

• Enhancing Platform functionality

• Security and fraud prevention

We do not use:

• Advertising cookies

• Behavior-tracking cookies

• Cross-site tracking technologies

• Third-party marketing pixels

Users may disable cookies in their browser settings; however, certain Platform features may be affected.

8. Data Retention

8.1 Data is retained only for as long as required to provide the Platform’s functionality or as mandated by the subscription agreement.8.2 Journaling data that auto-expires (such as “Disappearing Diary” entries) follows its own system-defined retention functionality.8.3 Upon account termination, data is deleted following DearMind’s retention schedule unless earlier deletion is requested by the User or the Client.

9. Children’s Privacy

DearMind is not intended for individuals under the age of 18.We do not knowingly collect or process information from minors.If a minor’s information is discovered within our system, it will be deleted promptly.

10. Legal Basis for Processing (GDPR Applicable Users)

For Users located in the European Union, the legal bases under the GDPR may include:

• Consent: When Users voluntarily submit reflections or surveys.

• Contractual Necessity: For providing Platform features to registered Users.

• Legitimate Interest: For anonymized analytics and performance improvement.

No processing is carried out for marketing or advertising purposes.

11. Your Rights (Applicable Where Required by Law)

Depending on your jurisdiction, you may have the following rights:

• Right to access your personal data

• Right to rectification

• Right to erasure (“right to be forgotten”)

• Right to restrict processing

• Right to data portability

• Right to withdraw consent

To exercise any rights, Users may contact us at hello@dearmind.co.

12. Changes to This Privacy Policy

DearMind may update this Privacy Policy periodically.The most recent version will always be published on our website.Continued use of the Platform constitutes acceptance of the revised Policy.

13. Contact Information

For questions, concerns, or data-related requests, please contact:

📩 Email: hello@dearmind.co

🌐 Website: www.dearmind.co