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.