Legal Document

Data Use Policy

Effective Date: September 16, 2025 | Last Updated: September 17, 2025

1. Overview

1.1 Core Principles

• Minimal Collection: We only collect what's necessary to provide the service
• No Monetization: Your data is never sold or used for advertising
• Security: All data is encrypted and protected
• Transparency: We're clear about how we handle your data

1.2 What This Policy Covers

This policy explains how mindping handles your personal information when you use our SMS reminder service. It supplements our Privacy Policy with additional technical details about our data practices.

2. What We Collect

2.1 Information You Provide

• Account Information: Phone number, name (optional), timezone
• Reminder Content: The text of your reminders and messages
• Payment Information: Processed securely through Stripe (we don't store card details)

2.2 Information We Generate

• Usage Data: When and how often you use the service
• Pattern Data: Recurring themes in your reminders
• Technical Data: Message delivery status and timing

3. How We Use Your Data

3.1 Primary Uses

Data Type	How We Use It
Phone Number	Send SMS reminders, account identification
Reminder Text	Understand your request, send reminders back to you
Timezone	Schedule reminders at correct local time
Usage Patterns	Improve service, suggest helpful features

3.2 Service Improvements

We analyze aggregated usage data to:

• Improve our natural language understanding
• Identify and fix technical issues
• Develop new features based on user needs
• Optimize reminder delivery timing

4. AI-Powered Features

4.1 Executive Function (EF) Support

Our service detects patterns that may indicate executive function needs, such as:

• Frequently forgetting tasks
• Needing time management support
• Benefiting from task breakdowns

This helps us provide more helpful reminder suggestions and formatting.

4.2 Ghost Tasks

"Ghost Tasks" are our smart reminder suggestions based on your patterns. For example, if you often set reminders for medication, we might suggest setting up a refill reminder. You always control whether to accept these suggestions.

4.3 Natural Language Processing

We use AI to understand your reminder requests. The AI processes your message to extract:

• What you want to be reminded about
• When you want the reminder
• Whether it's recurring or one-time

Your messages are processed in real-time and not used to train AI models.

5. Third-Party Services

5.1 Service Provider Categories

Service Type	Purpose	Data Shared
SMS Delivery	Send and receive text messages	Phone number, message content
Payment Processing	Handle subscriptions and billing	Billing information (no SMS data)
Database Hosting	Store user data securely	All user data (encrypted)
AI Processing	Understand reminder requests	Message text (anonymized)
Application Hosting	Run the mindping service	Technical logs only
Error Monitoring	Track and fix technical issues	Technical errors (no message content)
Analytics	Understand service usage	Anonymized usage metrics

5.2 Service Provider Standards

All our service providers are required to:

• Protect your data with industry-standard security
• Only use your data to provide services to us
• Delete your data when no longer needed
• Comply with applicable privacy laws

6. Data Storage and Security

6.1 How We Protect Your Data

• Encryption: All data is encrypted in transit and at rest
• Access Controls: Limited access on a need-to-know basis
• Infrastructure: Hosted on secure, reliable platforms
• Monitoring: Error tracking and security monitoring

6.2 Data Location

Your data is stored on servers in the United States. By using our service, you consent to the transfer and storage of your information in the US.

6.3 Data Retention

We retain your data while your account is active and as necessary to provide services. Specific retention practices:

• Active reminders: Kept until completed or cancelled
• Account data: Kept while account is active
• Payment records: Kept as required by law (typically 7 years)
• Technical logs: Generally kept for 30-90 days

7. Data Sharing

7.1 We NEVER Share Data For:

• ❌ Advertising or marketing to third parties
• ❌ Data brokers or aggregators
• ❌ Insurance companies
• ❌ Employers or background checks
• ❌ Social media platforms

7.2 When We May Share Data:

• With your consent: If you explicitly authorize sharing
• For legal reasons: If required by valid legal process
• To protect safety: In emergency situations involving danger
• Business transfers: If our company is acquired (with notice to you)

8. Your Rights

8.1 You Can:

• Access your data: Request information about what data we have
• Delete your account: Cancel your service and request data deletion
• Correct information: Update incorrect information
• Opt-out: Stop using the service at any time by texting STOP
• Export data: Request a copy of your data (contact support)

8.2 How to Exercise Your Rights

To exercise any of these rights, contact us at:

• Email: privacy@mindping.ai
• Include your phone number to help us identify your account
• We'll respond within a reasonable timeframe

9. Legal Compliance

9.1 We Comply With:

• TCPA: Telephone Consumer Protection Act for SMS
• CAN-SPAM: If we send marketing emails
• COPPA: No users under 13
• State Privacy Laws: Including California's CCPA where applicable

9.2 International Users

Our service is currently available in the United States and Canada only. We comply with applicable privacy laws in both countries.

9.3 Healthcare Information

10. Contact Information

Privacy Inquiries

• Email: privacy@mindping.ai
• General support: ping@mindping.ai

Data Requests

• Email: privacy@mindping.ai
• Include your phone number and specific request

Updates to This Policy

We may update this policy from time to time. We'll notify you of any material changes via SMS or email. Your continued use of the service after changes constitutes acceptance of the updated policy.