Privacy Policy

1. Purpose of Data Collection

Mantraminds ("Mantraminds", "we", "us", or "our") respects your privacy and is committed to protecting the personal information entrusted to us.

This Privacy Policy explains what information we may collect, why we collect it, how we use and protect it, and the circumstances in which it may be shared when you use the Mantraminds website, platform, applications, consultations, assessments, educational resources, and other services ("Services").

By using the Services, you acknowledge this Privacy Policy.

We collect and use information as reasonably necessary to:

• provide and administer the Services;

• facilitate appointments, consultations, assessments, and other services;

• communicate with you;

• maintain appropriate records;

• improve our Services and user experience;

• maintain security and prevent fraud or misuse;

• protect patient and user safety;

• process payments and manage accounts;

• comply with legal, regulatory, professional, and contractual obligations; and

• perform other purposes described in this Privacy Policy or communicated to you at the time of collection.

We seek to collect information that is reasonably necessary for these purposes.

2. Information We Collect

A. Information You Provide

Depending on the Services you use, you may provide:

• name, age, date of birth, gender, contact details, and account information;

• organisation, role, or professional information where applicable;

• appointment and booking information;

• information provided through forms, assessments, questionnaires, or feedback;

• information provided during consultations or interactions with practitioners or our team;

• payment and transaction information;

• communications with Mantraminds; and

• any other information you voluntarily provide.

B. Clinical and Wellbeing Information

When you use professional mental health or wellbeing services, we may process information relevant to providing those Services, which may include:

• mental health and wellbeing information;

• medical and treatment history;

• symptoms and concerns;

• assessments and assessment results;

• consultation notes and professional records;

• treatment recommendations and care plans;

• prescription and medication-related information;

• information relating to safety or emergencies where relevant; and

• other information reasonably necessary for providing or administering the requested Services.

Such information is processed for purposes including providing care, maintaining appropriate records, coordinating services, protecting patient safety, and complying with applicable professional and legal requirements.

C. Usage Information

We may collect information about how you use the Services, including:

• pages visited;

• features used;

• interactions with the platform;

• approximate session duration;

• preferences; and

• other usage patterns.

D. Device and Technical Information

We may collect:

• IP address;

• browser type;

• device type;

• operating system;

• technical identifiers;

• network information; and

• other information automatically provided by your device or browser.

3. Cookies & Tracking Technologies

We may use cookies and similar technologies to:

• enable and secure platform functionality;

• remember preferences;

• understand how the Services are used;

• improve performance; and

• support analytics and, where applicable, advertising.

You may control certain cookies through your browser or device settings. Disabling some cookies may affect the functionality of the Services.

4. Advertising & Analytics

We may use third-party analytics and advertising services, such as Google Analytics or Google Ads, to understand website usage, measure campaigns, improve our Services, and support advertising where applicable.

These services may use cookies, pixels, or similar technologies and may collect information such as browser, device, traffic, and website usage information.

We do not intentionally use clinical or mental health information for targeted advertising.

Where advertising or analytics technologies involve personal information, they will be used subject to applicable law and our contractual and technical safeguards.

5. AI & Automated Processing

Mantraminds may use AI or other automated technologies to provide features such as educational content, prompts, summaries, self-reflection tools, administrative assistance, or other Services.

Depending on the feature, information you provide may be processed by automated systems to provide or improve that feature.

AI-enabled features are not a substitute for professional clinical judgment and are not independently relied upon by Mantraminds to make medical or psychiatric diagnoses or treatment decisions.

We do not intentionally use clinical information to train publicly available AI models unless separately disclosed to you and permitted under applicable law.

6. How We Use Information

We may use information to:

• provide and administer the Services;

• schedule and manage appointments;

• facilitate consultations and assessments;

• communicate with users and practitioners;

• maintain clinical and administrative records;

• process payments and refunds;

• respond to enquiries and support requests;

• personalise or improve user experience;

• analyse usage and improve our Services;

• detect and prevent fraud, misuse, or security incidents;

• protect users, practitioners, and the organisation;

• comply with applicable laws, regulations, professional requirements, or lawful requests; and

• enforce our Terms of Use and other applicable agreements.

We do not sell personal information.

7. Data Sharing

We may share personal information where reasonably necessary to provide the Services, operate our business, protect users, or comply with applicable requirements. This may include sharing with:

A. Practitioners and Care Team Members

Information may be made available to the psychiatrist, psychologist, therapist, counsellor, coach, or other professional involved in providing the Service requested by you. Where appropriate, relevant information may also be shared with other members of your care team to facilitate continuity and coordination of services.

B. Service Providers

We may use trusted third-party service providers for functions such as:

• technology and hosting;

• appointment and communication systems;

• payment processing;

• analytics;

• customer support;

• security;

• data storage; and

• other operational services.

Such providers may process information only as necessary to provide services to Mantraminds and subject to applicable contractual and legal requirements.

C. Organisations and Institutions

Where Services are provided through an employer, school, university, or other organisation, the information shared with the organisation will depend on the applicable programme and arrangement. Individual clinical information will not be shared with an organisation merely because you use a Mantraminds service through that organisation. Where appropriate, organisations may receive aggregated, anonymised, or otherwise non-identifiable information about programme participation or outcomes. Where individual information must be shared because you have authorised it or because disclosure is required or permitted by applicable law, it may be shared accordingly.

D. Legal and Regulatory Requirements

We may disclose information where required or permitted by applicable law, regulation, court order, governmental authority, professional obligation, or other lawful process.

E. Safety and Protection

We may disclose or use information where reasonably necessary to protect the safety, rights, or property of a user, practitioner, Mantraminds, or another person, including where there is a serious or immediate safety concern and disclosure is permitted or required by applicable law.

F. Business Transfers

If Mantraminds is involved in a merger, acquisition, restructuring, financing, sale of assets, or similar transaction, information may be transferred as part of that transaction, subject to applicable law and appropriate safeguards.

8. Institutional Access

When Mantraminds Services are provided through an organisation:

• the organisation may manage access to the programme;

• the organisation may receive information necessary to administer the programme;

• individual clinical information will remain subject to applicable confidentiality and privacy requirements; and

• aggregated or anonymised information may be provided for programme evaluation, reporting, or improvement.

The specific information available to an organisation may depend on the nature of the programme and the applicable contractual arrangement.

9. Payments

Payments may be processed through secure third-party payment providers.

Mantraminds does not generally store complete payment card details. Payment providers may collect and process payment information in accordance with their own terms and privacy policies.

We may retain transaction and payment-related information necessary for accounting, refunds, reconciliation, fraud prevention, dispute resolution, and legal or regulatory requirements.

10. Data Retention

We retain personal information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to:

• provide Services;

• maintain appropriate clinical and administrative records;

• comply with legal, regulatory, professional, accounting, or contractual requirements;

• resolve disputes;

• prevent fraud or misuse; and

• protect our rights and interests.

Different types of information may therefore be retained for different periods.

When information is no longer required for a legitimate purpose, we may delete, anonymise, or securely dispose of it in accordance with applicable requirements.

Clinical or professional records may be retained for periods required by applicable law, professional standards, or legitimate operational requirements.

11. International Data Transfers

Some of our technology, service providers, or infrastructure may be located outside India.

Where personal information is processed outside India, we will take reasonable steps and apply appropriate contractual, technical, or organisational safeguards consistent with applicable law.

12. Your Rights and Choices

Subject to applicable law and any applicable limitations, you may have rights regarding your personal information, including the ability to:

• request access to information we hold about you;

• request correction of inaccurate or incomplete information;

• request deletion of information where legally permissible;

• withdraw consent where processing is based on consent;

• request information about certain processing or sharing activities; and

• raise a privacy-related grievance.

Some information may need to be retained despite a request for deletion where retention is required or permitted by law, professional obligations, legitimate record-keeping requirements, or for the establishment, exercise, or defence of legal claims.

To exercise an applicable right or raise a privacy concern, contact us at: privacy@mantraminds.com

We may need to verify your identity before acting on certain requests.

13. Children's Privacy

Certain Mantraminds Services may be available to individuals under 16 where appropriate and where applicable consent or authorisation is obtained.

Where a Service involves a child or adolescent, we may collect and process information from the child, parent, guardian, or authorised representative as reasonably necessary to provide the Service and comply with applicable requirements.

We do not knowingly collect personal information from children in circumstances where such collection is not permitted.

14. Security

We use reasonable technical, organisational, and administrative safeguards designed to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure.

Access to information is restricted based on legitimate operational or professional requirements.

No website, application, communication system, or method of electronic storage can be guaranteed to be completely secure. Accordingly, while we take reasonable precautions, we cannot guarantee absolute security.

15. Third-Party Links and Services

The Services may contain links to third-party websites, applications, or services.

Mantraminds does not control and is not responsible for the privacy practices, content, security, or policies of third parties.

We encourage you to review the privacy policies of third-party services before providing them with personal information.

16. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our Services, technology, legal requirements, or privacy practices.

The updated version will be posted on this page with a revised "Last updated" date.

Where required by applicable law, we will provide additional notice or obtain consent for material changes.

17. Contact Information

For questions, requests, or concerns regarding this Privacy Policy or the handling of your personal information, please contact:

Mantraminds Behavioural Health Centre
E-303, LGF, Block E, Greater Kailash II
New Delhi 110048, India
Email: privacy@mantraminds.com

You may also use this contact information to raise a privacy-related grievance.

By using the Services, you acknowledge that you have read this Privacy Policy and understand how Mantraminds may collect, use, share, and protect your information as described above.

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