Effective Date: September 16, 2025

Well Mind Systems (“we,” “our,” “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you use our website (wellmindsystems.com) and Services.

By accessing or using our Services, you consent to the practices described in this Privacy Policy.

1. Company Information

Entity: WellMind Systems

Address: 244 5th Ave #2, New York, NY 10001, USA

Support Email: [email protected]

2. Information We Collect

We collect the following categories of information:

Business & Contact Information: Name, email, phone number, company name, job title.

Account & Service Data: Information required to configure AI assistants, dashboards, and compliance systems.

Usage Data: Interactions with our chatbots, training modules, and dashboards (e.g., completions, engagement metrics).

Technical Data: IP address, browser type, operating system, and device information.

Optional Input Data: If you choose to provide sensitive or health-related information, we encourage anonymization.

🚫 We do not process or store Protected Health Information (PHI) by default.

3. How We Use Information

We use collected information to:

Deliver and improve our Services.

Configure and customize AI assistants and training modules.

Provide compliance dashboards and reporting.

Communicate with you regarding support, billing, and updates.

Conduct security, fraud prevention, and legal compliance checks.

We will never sell your personal data.

4. Legal Bases for Processing

We process data under the following lawful bases:

Contractual necessity: To deliver Services you purchase.

Legitimate interests: To improve our Services, ensure security, and provide analytics.

Legal obligations: To comply with applicable laws and regulations.

Consent: For marketing communications and optional data collection.

5. Data Retention

Business and contact data is retained as long as your account is active or as required by law.

Service usage data may be retained for analytics and compliance purposes.

You may request deletion of your data at any time (see Section 9).

6. Data Sharing

We may share your information with:

Vendors & Service Providers: For hosting, security, analytics, and integrations (e.g., Airtable, Slack, Teams).

Legal & Regulatory Authorities: Where required by law or to protect rights and safety.

Corporate Transactions: In case of merger, acquisition, or sale of assets.

We do not sell or rent your data to third parties.

7. International Data Transfers

As a US-based company, data may be processed in the United States. If you are located outside the US, you consent to your data being transferred and processed in jurisdictions with different data protection laws.

We implement appropriate safeguards (such as Standard Contractual Clauses for EU/UK users) when transferring data internationally.

8. Security

We use enterprise-grade security controls, including:

SOC 2 compliance

Single Sign-On (SSO) support

Encryption in transit and at rest

Access controls and monitoring

No system is 100% secure, but we take reasonable measures to protect your data.

9. Your Rights

Depending on your jurisdiction (e.g., GDPR in the EU, CCPA in California), you may have the right to:

Access your personal data.

Correct or update inaccurate data.

Request deletion (“right to be forgotten”).

Restrict or object to certain processing.

Receive a portable copy of your data.

Opt out of marketing communications.

To exercise these rights, contact [email protected].

10. Cookies & Tracking

We may use cookies, pixels, and similar technologies to:

Analyze site traffic and performance.

Customize user experiences.

Support security and authentication.

You can adjust cookie settings in your browser at any time

.

11. Children’s Privacy

Our Services are not directed to individuals under 18. We do not knowingly collect personal data from children.

12. Changes to this Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. Continued use of our Services constitutes acceptance of the revised policy.

13. Contact Us

For questions or privacy requests, please contact:
📍 WellMind Systems
244 5th Ave #2, New York, NY 10001, USA
📧 [email protected]