Myndspace – Legal Information

Privacy Policy

Myndspace (“we”, “our”, or “us”) is a mental health practice management platform designed to support therapists and their clients with appointment management, session coordination, clinical record keeping, and service-related communication.

We are committed to protecting user privacy and handling personal and sensitive data responsibly and securely.

Myndspace is designed with HIPAA-aligned security safeguards. Compliance obligations may vary depending on therapist configuration and usage context.

By using Myndspace, you agree to the practices described in this Privacy Policy.

Information We Collect

• Name and identity details
• Contact information (phone number, email address)
• Appointment and scheduling metadata
• Therapist notes and session summaries
• Mood tracking data
• Assessment scores and structured clinical inputs
• Communication consent preferences (including WhatsApp opt-in status)
• Technical data required for system reliability

We do not:

• Store audio or video recordings of therapy sessions
• Store in-app chat conversations

How We Use Data

• Manage appointments and sessions
• Maintain therapist clinical records
• Send reminders and service-related notifications
• Provide service-related communication
• Maintain platform reliability and security
• Improve system performance
• Meet legal and regulatory obligations

We do not use personal data for advertising or marketing.

Legal Basis for Processing

• User consent
• Service necessity
• Legitimate operational interests
• Legal obligations

Google Calendar Integration & User Data Access

Myndspace provides an optional integration with Google Calendar to enhance scheduling, availability management, and session coordination.

This integration is enabled only when a user explicitly connects their Google account and initiates the “Google Calendar Sync” feature.

Permissions We Request

• View calendar events (read access)
• Create new calendar events
• Update or modify events created via Myndspace
• Delete events created via Myndspace when bookings are cancelled

How Google Calendar Data Is Used

• Detecting scheduling conflicts
• Preventing double bookings
• Blocking unavailable time slots within Myndspace
• Creating session events in therapist and client calendars
• Syncing booking details across calendars
• Generating secure online meeting links (e.g., Google Meet)
• Sending automated reminders prior to scheduled sessions
• Reflecting confirmations, reschedules, or cancellations

Conflict Visibility & Data Reflection

• Myndspace does not replicate or display full Google Calendar data within the platform
• Only time-slot level conflict information is reflected to indicate availability
• Event details from Google Calendar are not exposed, stored, or displayed unless required for scheduling functionality
• This ensures user privacy while enabling accurate availability management

Source of Truth & Modification Rules

• All scheduling actions (create, update, cancel) are managed through Myndspace
• Changes made via Myndspace are automatically synced to Google Calendar
• Events created via Myndspace should be managed within Myndspace for consistency
• Myndspace does not guarantee synchronization of changes made directly in Google Calendar to events created outside the platform

Data Handling Principles

• Access is limited to the minimum required scope
• Data is used solely for scheduling and coordination functionality
• No data is used for advertising, profiling, or marketing
• Data is not sold or shared with third parties
• Only relevant calendar data required for conflict detection and scheduling is accessed
• Users can revoke access anytime via their Google account settings

Important Limitations

• Myndspace only modifies events created through the platform
• Existing personal calendar events are never altered or deleted
• Sensitive therapy-related information is not written into calendar event descriptions
• Calendar data is not permanently stored beyond operational necessity

AI/ML Usage Disclosure

Myndspace does not use Google user data to develop, improve, or train generalized artificial intelligence or machine learning models.

WhatsApp Communication

If users opt in, we may send reminders and service notifications via WhatsApp Business API.

• Opt-in is collected during onboarding
• Only service-related communication is sent
• No marketing messages are sent
• Only delivery metadata is stored (not message content)

Sensitive Data Handling

• Therapist notes
• Session summaries
• Mood tracking
• Assessment scores

We apply enhanced safeguards and strict access controls for such data.

Infrastructure & Security

• Hosted on Microsoft Azure
• Azure SQL database with security controls
• HTTPS-only secure access
• Firewall and network protection
• Threat monitoring enabled
• Encrypted backups

Authentication Security

• No passwords stored by Myndspace
• Secure token-based authentication
• Encrypted login flows

Encryption

• TLS/HTTPS encryption in transit
• Encryption at rest
• Encrypted backups

Access Control

• Therapists can access only their own clients
• No cross-therapist visibility
• Admin access restricted to owner
• Least-privilege access model enforced

Data Sharing

We do not sell or trade personal data.

• Microsoft Azure (hosting & database)
• Azure AD B2C (authentication)
• Google Calendar API (if enabled)
• WhatsApp Business API

Data Retention

Data is retained while accounts remain active.

• Verified user request
• Account closure

User Rights

• Access their data
• Correct their data
• Withdraw consent
• Request deletion
• Request a copy of their data

Children’s Privacy

Myndspace is not intended for independent use by minors without therapist or guardian involvement.

Policy Updates

We may update this policy periodically. Continued use indicates acceptance of changes.

Use of Platform

Myndspace is intended for therapist practice management, scheduling, and session coordination.

User Responsibilities

• Provide accurate information
• Maintain confidentiality of credentials
• Avoid unauthorized access or misuse
• Not interfere with system operations

Calendar Synchronization & Automation

• Sync availability with their calendar
• Detect conflicts and block slots
• Create, update, or delete session events
• Send calendar invitations to participants
• Schedule automated reminders

Users acknowledge:

• This feature depends on third-party services
• Delays or failures may occur outside Myndspace control

Communication Consent

• Appointment reminders
• Service notifications

No promotional or marketing communication is sent.

Service Availability

• Maintenance
• Technical issues
• Third-party dependencies

Limitation of Liability

• Indirect or incidental damages
• Third-party service failures (e.g., Google Calendar, WhatsApp)

Changes to Terms

Continued use after updates constitutes acceptance of revised terms.

User Data Deletion

Email contact@myndspace.app with subject “Data Deletion Request” and your registered details.

© 2026 Myndspace