MindFort Privacy Notice
Last updated: 12/02/2025
This Privacy Notice applies to the processing of personal data by MindFort AI, Inc. (“MindFort,” “we,” “us,” or “our”) including on our website available at https://www.mindfort.ai/ and our other online or offline offerings that link to, or are otherwise subject to, this Privacy Notice (collectively, the “Services”).
THIS PRIVACY NOTICE DOES NOT APPLY TO THE PERSONAL DATA THAT WE PROCESS ON BEHALF OF OUR CUSTOMERS PURSUANT TO A WRITTEN AGREEMENT WE HAVE ENTERED INTO WITH SUCH CUSTOMERS (“CUSTOMER DATA”). OUR CUSTOMERS’ RESPECTIVE PRIVACY NOTICES OR POLICIES GOVERN THEIR COLLECTION AND USE OF CUSTOMER DATA. OUR PROCESSING OF CUSTOMER DATA IS GOVERNED BY THE CONTRACTS THAT WE HAVE IN PLACE WITH OUR CUSTOMERS, NOT THIS PRIVACY NOTICE. ANY QUESTIONS OR REQUESTS RELATING TO CUSTOMER DATA SHOULD BE DIRECTED TO OUR CUSTOMER.
UPDATES TO THIS PRIVACY NOTICE
We may update this Privacy Notice from time to time in our sole discretion. If we do, we’ll let you know by posting the updated Privacy Notice on our website, and we may also send other communications.
PERSONAL DATA WE COLLECT
We collect personal data that you provide to us, personal data we collect automatically when you use the Services, and personal data from third-party sources, as described below.
Personal Data You Provide to Us Directly
We may collect personal data that you provide to us.
Account Information. We may collect personal data in connection with the creation or administration of your account. This personal data may include, but is not limited to, your name, email address, company, title and other information you store with your account.
Purchases. We, and our service providers, may collect personal data and details associated with your purchases on the Services, including payment information. Any payments made via our Services are processed by third-party payment processors. We do not directly collect or store any payment card information entered through our Services, but we may receive information associated with your payment card information (e.g., your billing details).
Your Communications with Us. We, and our service providers, may collect the information you communicate to us, such as through email, customer support tickets or our web chat tool.
Surveys. We may contact you to participate in surveys. If you decide to participate, we may collect personal data from you in connection with the surveys.
Interactive Features. We and others who use our Services may collect personal data that you submit or make available through our interactive features (e.g., messaging features, commenting functionalities, forums, blogs, and social media pages). Any information you provide using the public sharing features of the Services will be considered “public.”
Sweepstakes or Contests. We may collect personal data you provide for any sweepstakes or contests that we offer. In some jurisdictions, we are required to publicly share information of sweepstakes and contest winners.
Conferences, Trade Shows, and Other Events. We may collect personal data from individuals when we attend or host conferences, trade shows, and other events.
Business Development and Strategic Partnerships. We may collect personal data from individuals and third parties to assess and pursue potential business opportunities.
Job Applications. If you apply for a job with us, we will collect any personal data you provide in connection with your application, such as your contact information and resume or CV.
Personal Data Collected Automatically
We may collect personal data automatically when you use the Services.
Device Information. We may collect personal data about your device, such as your Internet protocol (IP) address, user settings, cookie identifiers, other unique identifiers, browser or device information, Internet service provider, and location information (including, as applicable, an approximate location derived from the IP address and precise geo-location information).
Usage Information. We may collect personal data about your use of the Services, such as the pages that you visit, the types of content you interact with, information about the links you click, the frequency and duration of your activities, and other information about how you use the Services.
Cookie Notice (and Other Technologies). When you visit or log in to our website, we, as well as third parties, may use cookies, pixel tags, and other technologies (“Technologies”) to automatically collect personal data through your use of the Services. We (or service providers on our behalf) may then send communications and marketing to your email.
Cookies. Cookies are small text files stored in device browsers.
Pixel Tags/Web Beacons. A pixel tag (also known as a web beacon) is a piece of code embedded in the Services that collects personal data about use of or engagement with the Services. The use of a pixel tag allows us to record, for example, that a user has visited a particular web page or clicked on a particular advertisement. We may also include web beacons in emails to understand whether messages have been opened, acted on, or forwarded.
See “Your Privacy Choices and Rights” below to understand your choices regarding these Technologies.
Personal Data Collected from Third Parties
We may collect personal data about you from third parties. For example, if you access the Services using a third-party website, application, service, products, or technology (each a “Third-Party Service”), we may collect personal data about you from that Third-Party Service that you have made available via your privacy settings. In addition, users of the Services may upload or otherwise provide personal data about others.
HOW WE USE PERSONAL DATA
We use personal data for a variety of business purposes, including to provide the Services, for administrative purposes, and to provide you with marketing materials, as described below.
Provide the Services
We use personal data to provide the Services, such as:
Providing access to certain areas, functionalities, and features of the Services;
Communicating with you;
Answering requests;
Sharing personal data with third parties as needed to provide the Services; and
Processing your financial information and other payment methods.
EU/UK GDPR Lawful Bases: If the EU GDPR or the UK GDPR applies to our processing of personal data under this section, our lawful bases may include performance of a contract, legitimate interest, consent, and/or compliance with legal obligations.
Improve the Services and Develop New Products and Services
We use personal data to improve the Services and to develop new products and services, such as:
Developing, training, and fine-tuning models, algorithms, and artificial intelligence technologies; and
Improving, upgrading, or enhancing the Services.
EU/UK GDPR Lawful Bases: If the EU GDPR or the UK GDPR applies to our processing of personal data under this section, our lawful bases may include performance of a contract, legitimate interest, consent, and/or compliance with legal obligations.
Operate Our Business
We use personal data to operate our business, such as:
Pursuing our legitimate interests such as direct marketing, research and development (including marketing research), network and information security, and fraud prevention;
Carrying out analytics;
Creating de-identified and/or aggregated data;
Processing applications if you apply for a job we post on our Services;
Allowing you to register for events;
Enforcing our agreements and policies; and
Carrying out activities that are required to comply with our legal obligations.
EU/UK GDPR Lawful Bases: If the EU GDPR or the UK GDPR applies to our processing of personal data under this section, our lawful bases may include performance of a contract, legitimate interest, consent, and/or compliance with legal obligations.
Marketing
We may use personal data in connection with our marketing activities including to tailor and provide you with marketing communications, promotions, and offers that may interest you.
EU/UK GDPR Lawful Bases: If the EU GDPR or the UK GDPR applies to our processing of personal data under this section, our lawful bases may include legitimate interest and/or consent.
With Your Consent or Direction
We may use personal data: (i) for other purposes that are clearly disclosed to you at the time you provide the personal data, (ii) with your consent, or (iii) as otherwise directed by you.
EU/UK GDPR Lawful Bases: If the EU GDPR or the UK GDPR applies to our processing of personal data under this section, our lawful bases may include performance of a contract, legitimate interest, and/or consent.
Automated Decision-Making
We may engage in automated decision-making, including profiling.
EU/UK GDPR Lawful Bases: If the EU GDPR or the UK GDPR applies to our processing of personal data under this section, our lawful bases may include performance of a contract, legitimate interest, consent, and/or compliance with legal obligations.
HOW WE SHARE PERSONAL DATA
We share personal data with third parties for a variety of business purposes, including to provide the Services, to protect us or others, or in connection with a major business transaction such as a merger, sale, or asset transfer, as described below.
Disclosures to Provide the Services
We may share any of the personal data we collect with the categories of third parties described below.
Service Providers. We may share personal data with service providers that assist us with the provision of the Services. This may include, but is not limited to, service providers that provide us with hosting services, customer service, AI or machine learning services, analytics, marketing services, IT support, and related services. In addition, personal data and chat communications may be shared with service providers that help provide our chat features.
RB2B. For more information about RB2B’s use of your personal data, please visit the RB2B Privacy Policy. You may opt out of receiving this advertising by visiting https://app.retention.com/optout and opt out of the collection of your personal data in compliance with GDPR, by visiting https://www.rb2b.com/rb2b-gdpr-opt-out/. You may also opt out via our cookie banner.
Other Users You Share or Interact With. The Services may allow MindFort users to share personal data or interact with other users of the Services.
Third-Party Services You Share or Interact With. The Services may link to or allow you to interface with, interact with, share information with, direct us to share information with, access, and/or use a Third-Party Service.
Any personal data shared with a Third-Party Service will be subject to the Third-Party Service’s privacy policy. We are not responsible for the processing of personal data by Third-Party Services.
Business Partners. We may share your personal data with business partners we work with to provide you with a product or service you have requested. We may also share your personal data with business partners with whom we jointly offer products or services.
Once your personal data is shared with our business partner, it will also be subject to our business partner’s privacy policy. We are not responsible for the processing of personal data by our business partners.
MindFort Customers (Authorized Users Only). In cases where you use our Services as an employee, contractor, or other authorized user of a MindFort customer, we may share any information associated with your use of the Services with the MindFort customer, including, but not limited to, account information, usage information, files, and the contents of the communications associated with your account. Your personal data may also be subject to the MindFort customer’s privacy policy. We are not responsible for the MindFort customer’s processing of your personal data.
Affiliates. We may share your personal data with our corporate affiliates.
Advertising Partners. We may share your personal data with third-party advertising partners. These third-party advertising partners may set Technologies on our Services to collect personal data regarding your activities and your device (e.g., IP address, cookie identifiers, page(s) visited, location, time of day). These advertising partners may use this personal data (and similar information collected from other services) to tailor and deliver personalized ads to you when you visit digital properties within their networks. This practice is commonly referred to as “interest-based advertising,” “personalized advertising,” or “targeted advertising.”
Disclosures to Protect Us or Others
We may share your personal data and related information with external parties if we, in good faith, believe doing so is required or appropriate to comply with law enforcement requests, national security requests, or other government requests; comply with legal process, such as a court order or subpoena; protect your, our, or others’ rights, property, or safety; enforce our policies or contracts; collect amounts owed to us; or assist with an investigation or prosecution of suspected or actual unauthorized or illegal activity.
Disclosure in the Event of Merger, Sale, or Other Asset Transfers
If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, receivership, purchase or sale of assets, transition of service to another provider, or other similar corporate transaction, your personal data may be shared, sold, or transferred as part of such a transaction.
YOUR PRIVACY CHOICES AND RIGHTS
Your Privacy Choices. The privacy choices you may have about your personal data are described below.
Email Communications. If you receive an unwanted email from us, you can use the unsubscribe functionality found at the bottom of the email to opt out of receiving future emails. Note that you will not be able to opt out of certain communications (e.g., communications regarding the Services or updates to this Privacy Notice).
Text Messages. If you receive an unwanted text message from us, you may opt out of receiving future text messages from us by following the instructions in the text message you have received from us or by otherwise contacting us as set forth in “Contact Us” below.
“Do Not Track.” Do Not Track (“DNT”) is a privacy preference that users can set in certain web browsers. Please note that we do not respond to or honor DNT signals or similar mechanisms transmitted by web browsers.
Cookies. You may stop or restrict the placement of Technologies on your device or remove them by adjusting your preferences as your browser or device permits. However, if you adjust your preferences, the Services may not work properly.
Please note that cookie-based opt-outs are not effective on mobile applications. However, you may opt out of certain tracking on some mobile applications by following the instructions for Android, iOS, and other mobile operating systems.
The online advertising industry also provides mechanisms that may allow you to opt out of receiving targeted ads from organizations that participate in self-regulatory programs. To learn more, visit the Network Advertising Initiative, the Digital Advertising Alliance, and the European Digital Advertising Alliance.
Please note you must separately opt out in each browser and on each device.
Your Privacy Rights. In accordance with applicable law, you may have the right to:
Request Access to or Portability of Your Personal Data;
Request Correction of Your Personal Data;
Request Deletion of Your Personal Data;
Request Restriction of or Object to Our Processing of Your Personal Data; and
Withdraw Your Consent to Our Processing of Your Personal Data. Please note that your withdrawal will take effect only for future processing and will not affect the lawfulness of processing before the withdrawal.
If you would like to exercise any of these rights, please contact us as set forth in “Contact Us” below.
We will process such requests in accordance with applicable laws.
If your personal data is subject to the applicable data protection laws of the European Economic Area or the United Kingdom, you have the right to lodge a complaint with the competent supervisory authority if you believe that our processing of your personal data violates applicable law.
INTERNATIONAL TRANSFERS OF PERSONAL DATA
All personal data processed by us may be transferred, processed, and stored anywhere in the world, including, but not limited to, the United States or other countries, which may have data protection laws that are different from the laws where you live. These countries may or may not have adequate data protection laws as defined by the data protection authority in your country.
If we transfer personal data from the European Economic Area, Switzerland, and/or the United Kingdom to a country that does not provide an adequate level of protection under applicable data protection laws, one of the safeguards we may use to support such transfer is the EU Standard Contractual Clauses.
For more information about the safeguards we use for international transfers of your personal data, please contact us as set forth below.
RETENTION OF PERSONAL DATA
We store the personal data we collect as described in this Privacy Notice for as long as you use the Services, or as long as necessary to fulfill the purpose(s) for which it was collected, or as long as necessary to pursue our business purposes.
To determine the appropriate retention period for personal data, we may consider applicable legal requirements; the amount, nature, and sensitivity of the personal data; certain risk factors; the purposes for which we process your personal data; and whether we can achieve those purposes through other means.
SUPPLEMENTAL NOTICE FOR EU/UK GDPR
This Supplemental Notice for EU/UK GDPR applies only to our processing of personal data that is subject to the EU or UK General Data Protection Regulation.
In some cases, providing personal data may be a requirement under applicable law, a contractual requirement, or a requirement necessary to enter into a contract. If you choose not to provide personal data in cases where it is required, we will inform you of the consequences at the time of your refusal to provide the personal data.
CHILDREN’S PERSONAL DATA
The Services are not directed to children under 18 (or other age as required by local law outside the United States), and we do not knowingly collect personal data from children.
If you are a parent or guardian and believe that your child has uploaded personal data to the Services in violation of applicable law, you may contact us as described in “Contact Us” below.
CONTACT US
MindFort is the controller of the personal data we process under this Privacy Notice.
If you have any questions about our privacy practices or this Privacy Notice, or to exercise your rights as detailed in this Privacy Notice, please contact us at: founders@mindfort.ai
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