Legal Document

Privacy Policy

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

1. Scope and Applicability

This Privacy Policy applies to all services provided by mindping LLC ("mindping," "we," "us," or "our"), including our SMS reminder service, web application, AI-powered features, and any associated services. By using mindping, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: Your first name and phone number (required for service)
• Reminder Content: The text of reminders and tasks you create
• Communication Data: SMS messages you send to our service
• Payment Information: Billing details processed securely through our payment processor (we do not store credit card numbers)
• Timezone Information: Your timezone for accurate reminder delivery
• Voluntary Information: Any additional information you choose to share in messages or support requests

2.2 Information Collected Automatically

• Usage Data: Frequency and patterns of reminder creation, modification, and completion
• Executive Function Patterns: Behavioral patterns detected through your interaction with the service
• Device Information: When using our web interface: browser type, IP address (anonymized), and device identifiers
• Performance Data: Service interaction metrics to improve reliability
• Communication Metadata: Timestamps and delivery status of messages

2.3 Derived Information

• Executive Function Traits: Patterns we identify to provide personalized support (e.g., working memory challenges, time blindness indicators)
• Task Patterns: Recurring themes in your reminders to suggest helpful "ghost tasks"
• Engagement Metrics: How you interact with different features to improve the service

3. How We Use Your Information

3.1 Primary Service Delivery

• Send reminder messages at your requested times
• Process and understand your natural language requests
• Maintain your reminder schedule and recurring tasks
• Provide personalized acknowledgments and responses

3.2 Service Enhancement

• Detect executive function patterns to provide proactive support
• Generate "ghost tasks," which are smart reminder suggestions based on your patterns
• Improve natural language understanding and response accuracy
• Personalize the service to your specific needs and preferences

3.3 Account Management

• Process payments and manage subscriptions
• Track usage for quota management
• Provide customer support
• Send service-related notifications

3.4 Legal and Safety

• Comply with legal obligations
• Detect and prevent fraud or abuse
• Protect the rights and safety of users and others
• Enforce our Terms of Service

4. AI and Machine Learning

4.1 What AI Processes

• Natural Language Understanding: Your messages are processed to understand intent and extract reminder details
• Pattern Recognition: We identify recurring behaviors to suggest helpful reminders
• Personalization: AI helps tailor responses to your communication style
• Progress Tracking: We recognize task completions to help track your success

4.2 AI Data Handling

• Your messages are processed in real-time and not stored by our AI providers
• We do not use your personal data to train general AI models
• Personal identifiers are stripped before any aggregate analysis
• AI processing occurs within secure, encrypted environments

4.3 AI Limitations and Rights

• You can request human review of any AI-made decisions
• You can opt out of certain AI features while maintaining core service
• We maintain human oversight of AI systems
• AI suggestions are not medical advice

5. SMS Communications and TCPA Compliance

5.1 Types of Messages

• Service Messages: Your requested reminders and task notifications
• System Messages: Account updates, quota warnings, payment confirmations
• Support Messages: Responses to your help requests
• Proactive Suggestions: Ghost tasks, which are intelligent reminder recommendations based on your patterns

5.2 Message Frequency and Charges

• Message frequency varies based on your created reminders
• Standard message and data rates may apply from your carrier
• We are not responsible for carrier charges
• International messaging may incur additional charges
• Message delivery depends on carrier networks and may occasionally be delayed or blocked by carriers

5.3 Opt-Out Rights

• Text STOP to +1 (321) 352-4630 to pause all messages
• Text START to resume service
• Text HELP for support options
• Opt-out is immediate and stops all non-essential communications

6. Data Sharing and Third Parties

6.1 Service Providers

We work with carefully selected third-party services to operate mindping:

• SMS Delivery: Phone number and message content for delivery
• Payment Processing: Billing information per PCI compliance standards
• Database Hosting: All user data stored with encryption
• AI Processing: Message content for understanding (not retained)
• Analytics: Anonymized usage patterns for service improvement
• Customer Support: Support inquiries when you contact us
• Error Monitoring: Technical logs for reliability (no message content)

6.2 Legal Disclosures

We may disclose information if required by:

• Court order or subpoena
• Law enforcement with proper legal process
• To protect rights, property, or safety
• To prevent fraud or criminal activity
• In connection with a merger or acquisition (with notice to users)

6.3 Aggregate and Anonymized Data

• We may share aggregated, non-personal statistics about service usage
• Research data is always anonymized and cannot be traced back to individuals
• We may publish general insights about executive function patterns

7. Data Security and Encryption

7.1 Technical Safeguards

• Encryption at Rest: All stored data is encrypted using industry-standard encryption
• Encryption in Transit: All data transmission uses TLS encryption
• Access Controls: Multi-factor authentication for administrative access
• Infrastructure Security: Hosted on secure, compliant infrastructure
• Regular Reviews: Periodic security reviews and updates

7.2 Operational Security

• Limited employee access on need-to-know basis
• Security training for all team members
• Incident response plan for rapid response
• Regular backups with encryption

7.3 Data Breach Notification

In the unlikely event of a data breach that may compromise your personal information:

• We will notify affected users within 72 hours of discovery
• Notification will include what happened, data involved, and steps taken
• We will provide appropriate remediation if needed

8. Data Retention and Deletion

8.1 Data Retention Principles

• We retain active account data as long as you use the service
• Completed tasks and patterns are kept to improve your experience
• Payment records are retained as required by law (typically 7 years)
• Deleted accounts are purged after a recovery period
• You can request deletion of your data at any time

8.2 Deletion Rights

• You can request immediate deletion of your account and data
• Deletion is permanent after the recovery period
• Some records may be retained for legal compliance
• Anonymized aggregate data may be retained

9. Your Privacy Rights

9.1 Universal Rights

• Access: Request a copy of all your personal data
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your account and data
• Portability: Export your data in a machine-readable format
• Restriction: Limit how we process your data
• Objection: Object to certain processing activities
• Withdrawal: Withdraw consent at any time

9.2 California Privacy Rights (CCPA)

California residents have additional rights:

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information (with exceptions)
• Right to opt-out of sale of personal information (we don't sell data)
• Right to non-discrimination for exercising privacy rights
• Right to authorized agent representation

9.3 How to Exercise Your Rights

To exercise any privacy right:

1. Email: privacy@mindping.ai
2. Response time: Within 30 days
3. Identity verification may be required

10. Health Information Handling

10.1 Sensitive Information

We recognize you may share sensitive information including:

• Medication reminders and schedules
• Mental health appointments or therapy sessions
• Executive function challenges and coping strategies
• Neurodivergent conditions and symptoms
• Medical appointment reminders

10.2 Our Commitments

• We never use health information for advertising
• We never share health information with third parties except as required for service delivery
• We implement strong security measures
• Employee access is strictly limited and logged
• We never make medical judgments or provide medical advice

10.3 Your Responsibilities

• mindping is not a substitute for professional medical care
• Always consult healthcare providers for medical decisions
• Do not rely solely on mindping for critical medical reminders
• Maintain backup systems for essential medications

11. Cookies and Tracking Technologies

11.1 Technologies We Use

• Essential Cookies: Required for website functionality
• Analytics Cookies: Privacy-focused analytics to improve service
• Support Cookies: Enable chat support widget

11.2 Third-Party Cookies

• Payment processor for secure transactions
• Chat support for customer assistance
• Analytics for service improvement (anonymized)

11.3 Managing Cookies

• Use browser settings to manage cookie preferences
• Blocking cookies may affect functionality
• We respect Do Not Track signals

12. Children's Privacy

12.1 Age Requirements

• mindping is not intended for children under 13 years of age
• We do not knowingly collect personal information from children under 13
• If we discover we have collected data from a child under 13, we will promptly delete it

12.2 Parental Contact

If you believe we have inadvertently collected information from a child under 13, please contact us immediately at privacy@mindping.ai

13. Special Considerations for Neurodivergent Users

13.1 Our Understanding and Commitments

• We will never use your neurodivergent status for discrimination
• Executive function data is never used to judge or evaluate you
• We don't share information that could affect employment or insurance
• Pattern detection is only used to help, never to label or limit
• We respect stimming, repetitive behaviors, and unique communication styles

13.2 Data Use Transparency

• Pattern recognition is used only to improve reminders for you
• Ghost tasks, which are proactive reminder suggestions, are always optional
• You can opt out of pattern detection while keeping basic service
• We never judge reminder content or frequency

13.3 Accommodation in Privacy Requests

• We provide multiple ways to make privacy requests
• Plain language explanations available
• Extra time provided for complex requests
• Support available for understanding privacy rights

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Sending an SMS notification to active users
• Posting a notice on our website 30 days before changes take effect
• Updating the "Last Updated" date at the top of this policy
• Requiring consent for material changes affecting existing data

Continued use of mindping after changes constitutes acceptance of the updated policy.

15. Contact Information

Privacy Officer

• Email: privacy@mindping.ai
• General: ping@mindping.ai
• Response time: Within 2 business days

Data Protection Requests

• Email: data@mindping.ai
• Include: Your phone number and specific request
• Verification: We may need to verify your identity

Regulatory Complaints

You have the right to lodge complaints with data protection authorities:

• California: Attorney General's Office
• Other states: Your state's Attorney General
• FTC: For unfair or deceptive practices