Privacy Policy

Last Updated: November 24, 2025

This Privacy Policy describes how Mentally Digital, LLC (“we,” “us,” “our,” or the “Company”) collects, uses, discloses, and protects information when you use our services, websites, and software applications (collectively, the “Services”).

By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Definitions

For the purposes of this Privacy Policy:

Account means a unique account created for you to access our Services or parts of our Services.
Business, for the purpose of the CCPA (California Consumer Privacy Act), refers to the Company as the legal entity that collects Consumers’ personal information.
Company (referred to as “the Company”, “we”, “us” or “our”) refers to Mentally Digital, LLC, 1644 Deluca Drive, San Jose, CA 95131, United States.
Consumer, for the purpose of the CCPA, means a natural person who is a California resident.
Cookies are small files placed on your device by a website, containing details of your browsing history.
Data Controller, for the purposes of the GDPR (General Data Protection Regulation), refers to the Company as the legal person which determines the purposes and means of processing Personal Data.
Device means any device that can access the Services such as a computer, mobile phone, or tablet.
Personal Data means any information relating to an identified or identifiable individual.
Service refers to our websites, software applications, and related services provided by the Company.
Service Provider means any person or entity who processes data on behalf of the Company.
Usage Data refers to data collected automatically, either generated by use of the Services or from the Service infrastructure itself.
You means the individual or legal entity accessing or using the Services.

2. Information We Collect

2.1 Personal Data

While using our Services, we may ask you to provide certain personally identifiable information that can be used to contact or identify you, including but not limited to:

Email address
First name and last name
Phone number
Address, State, Province, ZIP/Postal code, City
Company name and business information
Tax identification numbers and financial information (when necessary for service provision)
Payment information (processed by third-party payment processors)
Usage Data

2.2 Usage Data

Usage Data is collected automatically when using the Services and may include:

Device Internet Protocol address (IP address)
Browser type and version
Pages visited, time and date of visit, time spent on pages
Unique device identifiers
Diagnostic data
Operating system
Mobile device information (when accessing via mobile device)

2.3 Business and Operational Data

When you use our Services, we may collect and process:

Documents and files uploaded to the Services
Financial and accounting data processed through our Services
Business correspondence and communications
Data generated through use of automation features
Data obtained from third-party integrations and APIs

2.4 Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to track activity on our Services and store certain information. Technologies used include:

Session Cookies: Temporary cookies deleted when you close your browser
Persistent Cookies: Remain on your device until deleted or expired
Essential Cookies: Required for the Services to function
Functionality Cookies: Remember your preferences and choices
Analytics Cookies: Help us understand how visitors use our Services
Advertising Cookies: Used to deliver relevant advertisements

You can instruct your browser to refuse all Cookies or indicate when a Cookie is being sent. However, if you do not accept Cookies, you may not be able to use some portions of our Services.

3. How We Use Your Information

We may use Personal Data for the following purposes:

To provide and maintain our Services, including monitoring usage
To manage your Account and registration as a user
To perform contracts with you, including processing payments and delivering services
To contact you via email, phone, SMS, or other electronic communications regarding updates, security alerts, and administrative messages
To provide customer support and respond to your requests and inquiries
To send marketing communications about products, services, and promotions that may interest you (you may opt-out at any time)
To manage requests for information and process your inquiries
For business transfers, including during merger, acquisition, or asset sale negotiations
For analytics and service improvement, including understanding how our Services are used
For artificial intelligence and machine learning, including training, testing, and improving AI/ML models and algorithms
For product development, including developing new features and services
To comply with legal obligations, including tax, accounting, and regulatory requirements
To enforce our terms and conditions and protect our rights and property
For fraud prevention and security, including detecting and preventing fraudulent transactions and unauthorized access

4. Artificial Intelligence and Machine Learning

4.1 AI/ML Processing

Our Services utilize artificial intelligence and machine learning technologies to provide features such as document classification, data extraction, automation, and intelligent assistance. When you use these features:

Your data may be processed by AI/ML systems and models
Data may be used to train, test, and improve our AI/ML algorithms
Processing may occur through third-party AI service providers, including but not limited to Anthropic (Claude), OpenAI, Google Cloud AI, and Microsoft Azure AI
AI/ML outputs may not be 100% accurate and should be reviewed by qualified personnel

4.2 AI Training and Model Improvement

We may use data processed through our Services, including business and operational data, in anonymized or aggregated form, to:

Train and improve our AI/ML models
Develop new AI-powered features and capabilities
Conduct research and development
Enhance the accuracy and performance of our Services

This use of data for AI/ML purposes constitutes a legitimate business interest and is essential for providing and improving our AI-powered Services.

5. Data Retention

5.1 Retention Periods

We retain Personal Data and other information for as long as necessary to:

Provide and maintain our Services
Comply with legal, tax, accounting, and regulatory obligations
Resolve disputes and enforce our agreements
Improve our Services, including AI/ML model training and development
Conduct analytics, research, and business intelligence
Pursue legitimate business interests

5.2 Specific Retention Practices

Personal Identifiers (name, email, phone): Retained while your account is active and for a reasonable period after account deletion to comply with legal obligations
Business and Operational Data: May be retained for extended periods for service improvement, AI/ML training, analytics, and compliance purposes
Financial and Transaction Data: Retained as required by applicable tax and accounting laws (typically 7-10 years)
Aggregated and Anonymized Data: May be retained indefinitely for analytics, research, AI/ML training, and product development

5.3 Data Deletion

Upon account deletion or termination:

Personal identifiers are deleted or anonymized within reasonable timeframes
Business and operational data may be retained in anonymized or aggregated form
Data subject to legal retention requirements will be maintained as required by law
You are responsible for downloading any data you wish to retain before account deletion

6. Data Storage and Security

6.1 Data Location

Your data is stored on secure cloud infrastructure located primarily in the European Union. We use industry-leading cloud service providers, including but not limited to:

Microsoft Azure
Google Cloud Platform
Amazon Web Services (AWS)
Digital Ocean
Other cloud and infrastructure providers as necessary

While permanent data storage is maintained in the European Union, temporary processing, caching, and certain service operations may utilize resources located outside the EU.

6.2 Security Measures

We implement appropriate technical and organizational security measures to protect your data, including:

Encryption of data in transit (SSL/TLS)
Encryption of data at rest
Access controls and authentication systems
Regular security monitoring and auditing
Secure backup and disaster recovery procedures
Employee training on data protection

6.3 No Absolute Security

While we strive to protect your Personal Data, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security against all possible threats.

7. Sharing Your Information

7.1 Service Providers

We may share your information with third-party service providers who perform services on our behalf, including:

Cloud Infrastructure: Microsoft Azure, Google Cloud, AWS, Digital Ocean
AI/ML Services: Anthropic (Claude), OpenAI, Google AI, Microsoft Azure AI
Analytics: Google Analytics, Mixpanel, Firebase
Payment Processing: Stripe, PayPal, other payment processors
Email Services: Mailchimp, AWeber, SendGrid, or similar providers
Advertising and Marketing: Google Ads, Facebook Ads, LinkedIn Ads, Twitter Ads, Bing Ads, Pinterest Ads, and other advertising platforms
Customer Support: Zendesk, Intercom, or similar platforms
Communication Services: Twilio, SendGrid, or similar providers

These service providers have access to your Personal Data only to perform specific tasks on our behalf and are obligated to protect your information.

7.2 Business Transfers

If we are involved in a merger, acquisition, or asset sale, your Personal Data may be transferred. We will provide notice before your Personal Data is transferred and becomes subject to a different Privacy Policy.

7.3 Legal Requirements

We may disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g., court orders, government agencies).

We may also disclose your information when we believe it is necessary to:

Comply with legal obligations
Protect and defend our rights or property
Prevent or investigate possible wrongdoing
Protect personal safety of users or the public
Protect against legal liability

7.4 With Your Consent

We may disclose your information for any other purpose with your consent.

7.5 No Sale of Personal Data

We do not sell your Personal Data to third parties for monetary consideration. However, we may share data with service providers and partners as described in this Privacy Policy, which may constitute “sharing” under certain privacy laws.

8. Data Protection and GDPR

8.1 Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), our legal basis for collecting and using Personal Data depends on the data and the context:

Contract Performance: Processing necessary to perform our contract with you
Consent: You have given explicit consent for specific purposes
Legal Obligations: Processing necessary to comply with legal requirements
Legitimate Interests: Processing necessary for our legitimate business interests, such as:
- Service improvement and development
- AI/ML model training and optimization
- Fraud prevention and security
- Direct marketing (where permitted)
- Analytics and research

8.2 Your GDPR Rights

If you are located in the EEA, you have the following rights:

Right to Access: Request copies of your Personal Data
Right to Rectification: Request correction of inaccurate or incomplete data
Right to Erasure: Request deletion of your Personal Data (subject to legal limitations)
Right to Restrict Processing: Request restriction of processing under certain circumstances
Right to Data Portability: Request transfer of your data to another service
Right to Object: Object to processing based on legitimate interests
Right to Withdraw Consent: Withdraw consent at any time (where processing is based on consent)
Right to Lodge a Complaint: File a complaint with your local data protection authority

To exercise these rights, contact us at: legal@mentally.ai

8.3 Data Processing Agreement

For business customers processing personal data through our Services, we act as a Data Processor. Our standard Data Processing Agreement (DPA) is available at [insert URL] and is incorporated into our Terms of Service.

9. California Privacy Rights (CCPA)

9.1 Information for California Residents

If you are a California resident, you have specific rights regarding your Personal Information under the California Consumer Privacy Act (CCPA):

Right to Know: You can request information about the categories and specific pieces of Personal Information we have collected, the sources, purposes, and third parties with whom we share it.

Right to Delete: You can request deletion of your Personal Information (subject to certain exceptions).

Right to Opt-Out: You have the right to opt-out of the “sale” of your Personal Information (we do not sell Personal Information for monetary consideration).

Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.

9.2 Categories of Personal Information Collected

Under CCPA, we may collect the following categories of Personal Information:

Identifiers (name, email, IP address)
Commercial information (purchase history, services used)
Internet or network activity (browsing history, interactions with Services)
Professional or employment information (when provided)
Financial information (for payment processing)
Inferences (preferences, characteristics, behavior)

9.3 How to Exercise Your Rights

To exercise your CCPA rights, contact us at:

Email: legal@mentally.ai
Website: https://mentally.ai/privacy-policy/

We will verify your identity before processing your request. We aim to respond within 45 days of receiving a verifiable request.

10. International Data Transfers

Your information may be transferred to and maintained on servers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ.

If you are located outside the United States and choose to provide information to us, please note that we transfer data, including Personal Data, to the United States and process it there.

By submitting your information and using our Services, you consent to this transfer, storing, and processing.

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy.

11. Children’s Privacy

Our Services are not intended for individuals under the age of 13 (or 16 in the EEA). We do not knowingly collect Personal Data from children under these ages.

If you are a parent or guardian and become aware that your child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we will take steps to remove that information.

12. Third-Party Links and Services

Our Services may contain links to third-party websites, services, or applications that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

We strongly advise you to review the privacy policy of every site you visit.

13. Your Privacy Choices

13.1 Account Information

You can review and update your account information by logging into your account settings. You may also contact us to request access to, correction of, or deletion of your Personal Data.

13.2 Marketing Communications

You may opt-out of receiving marketing communications from us by:

Clicking the “unsubscribe” link in any marketing email
Adjusting your account notification preferences
Contacting us at: support@mentally.ai

Please note that even if you opt-out of marketing communications, we may still send you non-promotional messages related to your account and our Services.

13.3 Cookies

Most web browsers are set to accept cookies by default. You can usually modify your browser settings to decline cookies or alert you when cookies are being sent. However, some portions of our Services may not function properly if you disable cookies.

13.4 Do Not Track

Our Services do not respond to Do Not Track (DNT) signals. However, you can adjust your privacy preferences through your browser settings and by opting out of certain tracking technologies as described in this Privacy Policy.

14. Changes to This Privacy Policy

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

Posting the new Privacy Policy on this page
Updating the “Last Updated” date at the top
Sending an email notification (for significant changes)
Displaying a prominent notice on our Services

You are advised to review this Privacy Policy periodically for any changes. Changes are effective when posted on this page.

Continued use of our Services after changes constitutes acceptance of the updated Privacy Policy.

15. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us:

Mentally Digital, LLC
1644 Deluca Drive
San Jose, CA 95131
United States

Email: info@mentally.ai
Support: support@mentally.ai
Website: https://mentally.ai/privacy-policy/

For GDPR-related inquiries (EEA residents):
Email: info@mentally.ai

For CCPA-related inquiries (California residents):
Email: info@mentally.ai

16. Data Protection Officer

For questions about how we process your Personal Data or to exercise your rights under GDPR, you may contact our Data Protection Officer at:

Email: info@mentally.ai

Effective Date: This Privacy Policy is effective as of November 24, 2025.

By using our Services, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.