Privacy Policy -  MindAware App

 

Effective Date: May 15, 2026

 

This Privacy Policy describes how MindAware Group LLC ("MindAware," "we," "us," or "our") collects, uses, shares, and protects information when you use the MindAware mobile application (the "Application" or "App"). MindAware Group LLC is a limited liability company organized under the lawsof the State of New York, United States. Please read this Privacy Policy carefully. By downloading, accessing, or using the Application, you agree to the collection and use of information in accordance with this Policy.

1. Information We Collect

1.1 Information You Provide

When you use the Application, you may provide us with the following information:

Onboarding Information: During onboarding, we ask "What should we call you?" You may provide your real name, an alias, or any identifier of your choice. Whatever you provide becomes associated with your pseudonymous account and is used to address you within the App. We also ask for your personal reason for using the App (such as managing stress, improving relationships, or building self-awareness) and how you heard about us (referral source).

Mood and Journal Entries: When you log a mood or write a journal entry, the App collects the mood you selected, the sub-feelings you chose during the drill-down, contextual information you provide (place, activity, people present), and the journal text you write.

Email Address (Optional): If you choose to subscribe to our monthly notes, you may optionally provide your email address. You may skip this step. Email addresses collected for optional monthly notes are stored separately from journal entries and are not used for personalized reflections or marketing unless you explicitly opt in. You can manage your subscription preferences at any time within the Application's settings.

1.2 Information Collected Automatically

Device and Usage Information: We collect information about your device (such as device model, operating system version, language settings) and how you use the App (such as features accessed, time spent, and interaction events). This information is collected for analytics and to improve the Application.

Approximate Location: Through third-party analytics and payment services (Mixpanel and RevenueCat), approximate location data derived from your IP address may be collected to support their service functionality. MindAware does not directly collect or store precise locationdata, and this approximate location data is not linked to your identity in our systems.

Subscription and Purchase Information: Information about your subscription status, purchases, and transaction history is processed through Apple's App Store and RevenueCat. We do not directly collect or store your payment card details.

1.3 Pseudonymous Account Structure

MindAware uses pseudonymous authentication through device-linked identifiers rather than traditional email/password accounts. Users are identified internally through generated identifiers, not public-facing accounts. Limited personal information (such as your name, stated reason for using the App, and email if provided) may still be associated with usage data within our systems. Because we do not use traditional login credentials, if you uninstall the App or lose access to your device, your account and entries may not be recoverable.

2. How We Use Your Information

We use the information we collect to:

• Provide and operate the Application, including generating AI-powered reflections on your entries

• Personalize your experience based on your stated focus area

• Send you optional monthly notes if you have subscribed

• Analyze usage patterns to improve the App's features and performance

• Process subscription transactions and manage premium access

• Communicate with you about important changes to the App, our policies, or your account

• Detect, prevent, and address technical issues, fraud, or violations of our Terms of Use

• Comply with legal obligations

3. AI Processing of Your Entries

A core feature of MindAware is the AI-generated reflection that appears after you log a mood or write a journal entry, as well as weekly and monthly reflections that summarize patterns across your entries.

What is sent to AI services: When you submit an entry, the text content of that entry, along with your selected mood, sub-feelings, and contextual information, is transmitted to OpenAI, our AI service provider. We use OpenAI's GPT-4.1 mini model for after-entry reflections and GPT-5.5 model for weekly and monthly reflections. Text-to-speech text may also be sent to OpenAI.

How OpenAI handles your data: Under our API agreement with OpenAI, your entries are not used to train OpenAI's models. OpenAI may retain API request logs for up to 30 days for the purpose of abuse monitoring, after which they are deleted from OpenAI's systems.

Your choice: The AI reflection feature is core to the App's functionality. If you do not wish to have your entries processed by OpenAI, please do not use the Application.

4. Third-Party Services

MindAware uses the following third-party services. Each service has its own privacy policy that governs how it handles your data:

Supabase — Our backend database and authentication provider. Stores your entries, account data, and audio files (where applicable). Privacy policy: https://supabase.com/privacy

OpenAI — Provides the AI models that generate reflections. Privacy policy: https://openai.com/policies/privacy-policy

Mixpanel — Analytics service. Receives event data and profile attributes including mood metadata (such as mood level and emotion count), onboarding properties (such as your personal reason for using the App and referral source), subscription status, and interaction events. Mixpanel does not receive your name, journal text, or AI reflection text. Privacy policy: https://mixpanel.com/legal/privacy-policy

RevenueCat — Subscription management service. Processes subscription transactions and manages premium access. Privacy policy: https://www.revenuecat.com/privacy

Apple App Store — Handles payment processing for subscriptions and provides local iOS notification services. Privacy policy: https://www.apple.com/legal/privacy/

5. Data Storage and Security

Storage Locations: Your data is stored primarily on Supabase infrastructure. Third-party services (OpenAI, Mixpanel, RevenueCat, Apple) may store data on their own infrastructure. These services operate globally, and your data may be transferred to and processed in the United States and other countries where these providers maintain operations. By using the Application, you consent to these transfers.

Security Measures: Data transmitted between the Application and our servers is encrypted in transit using HTTPS/TLS. Data stored on Supabase is encrypted at rest by the provider. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

6. Data Retention and Deletion

We retain your information for as long as your account is active and the Application is installed on your device.

Account Deletion: You may request deletion of your account at any time by contacting us at admin@mindawaregroup.com or by using the account deletion feature within the Application. Upon receiving your deletion request, we initiate the deletion process immediately. Your account and associated data in our primary database (Supabase) are deleted promptly.

Important note about complete deletion: While deletion is initiated immediately, full removal of your data across all systems may take up to 30 days due to:

• Backup retention cycles

• Third-party service retention periods (Mixpanel, RevenueCat, OpenAI, Apple) where deletion requests must be processed through each provider's own systems

• Any backup or legacy storage data may persist temporarily until scheduled deletion or storage cleanup processes are completed

We may retain certain information after account deletion if required by law, for legitimate business purposes (such as fraud prevention), or in anonymized form for analytics.

7. Your Privacy Rights

Depending on where you live, you may have certain rights regarding your personal information:

7.1 For Users in the European Economic Area, United Kingdom, and Switzerland (GDPR)

Under the General Data Protection Regulation (GDPR), you have the right to:

• Access the personal data we hold about you

• Request correction of inaccurate data

• Request deletion of your data ("right to be forgotten")

• Restrict or object to processing of your data

• Data portability (receive your data in a structured, commonly used format)

• Withdraw consent at any time where processing is based on consent

• Lodge a complaint with your local data protection authority

Our legal basis for processing your data includes your consent (for AI processing and optional email subscription), performance of our contract with you (to provide the App), and legitimate interests (for analytics and service improvement).

7.2 For Users in California (CCPA/CPRA)

Under the California Consumer Privacy Act and California Privacy Rights Act, you have the right to:

• Know what personal information we collect, use, and disclose

• Request deletion of your personal information

• Correct inaccurate personal information

• Opt out of the sale or sharing of personal information (we do not sell your data)

• Limit the use of sensitive personal information

• Non-discrimination for exercising your rights

7.3 How to Exercise Your Rights

To exercise any of these rights, contact us at admin@mindawaregroup.com. We will respond to your request within the timeframe required by applicable law (typically within 30 days). We may need to verify your identity before processing certain requests.

8. Children's Privacy

MindAware is not intended for use by individuals under the age of 13. We do not knowingly collect personal information from children under 13. If you are under 13, please do not use the Application or provide any information about yourself.

If you are a parent or guardian and you believe that your child under 13 has provided us with personal information, please contact us at admin@mindawaregroup.com. We will take steps to delete that information promptly.

For users between the ages of 13 and 17, we recommend parental guidance regarding the use of an emotional reflection application.

9. Sensitive Information Journal entries and mood data may contain sensitive personal information, including information about your emotional state, mental health, relationships, and personal life. We treat this information with care and take reasonable measures to protect it. However, you should be aware that:

• Your entries are transmitted to OpenAI for AI processing (see Section 3)

• MindAware is not a medical service, therapy service, or substitute for professional mental health care

• If you are experiencing a mental health crisis, please contact a qualified mental health professional, your healthcare provider, or emergency services

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make material changes, we will notify you by updating the "Effective Date" at the top of this Policy and, where appropriate, providing notice through the Application or by email (if you have provided one). Your continued use of the Application after the effective date of a revised Privacy Policy constitutes your acceptance of the changes.

11. Contact Us

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

MindAware Group LLC

Email: admin@mindawaregroup.com