Privacy Policy

Who we are

Mindbriz is a brand of GPH Community Ltd, a company registered in England & Wales (company no. 17210969), registered office 104 Pelican House, Barking, London, United Kingdom, IG11 7HH. GPH Community Ltd is the controller of the personal information described here and is registered with the Information Commissioner’s Office (ICO), registration reference ZC270256.

Registration with the ICO is a legal requirement for organisations that handle personal information. It is not a certificate that we comply with data protection law, and we do not present it as one.

Information we collect

• Waitlist (website). The WhatsApp number you enter, the part of the site you entered it on, the time, the version of this notice you saw, that you agreed to receive waitlist updates, and whether you ticked the optional box for news and offers.
• Contact form (website). Your name, email address, the topic and the message you send.
• Your account (app). Your name, email address and a protected (hashed) password, and a profile picture if you choose to add one. We also keep when you accepted our Terms.
• Wellbeing information you choose to add (app). Mood check-ins and tags, journal entries, answers and scores for self-assessments, life-balance scores, activities and exercises you complete, your safety plan and emergency contacts, your chosen focus areas, and community posts and comments. Information about your mental wellbeing is health information, which the law treats as a special category of personal data.
• Conversations with the AI companion (app). The messages you send, the replies you receive and, if you record one, voice notes (which are turned into text and not stored by us as audio).
• Insights we generate (app). A risk level and the reasons for it, worked out from your check-ins, assessments and conversations, and wellbeing reports you ask for.
• Technical data. Information your device sends to our servers when you use the app or site, such as IP address, device type and app version, used to keep the service running and secure.

You decide what to enter. The app does not access your contacts or location. It asks for your photos only if you choose to set a profile picture, and for the microphone only if you record a voice note.

Why we use it, and our legal basis

• Running your account and the app (signing you in, saving your entries, showing your progress, sending the reports you ask for): to perform our contract with you.
• AI replies and voice notes: your explicit consent, which you give in the app and can withdraw at any time (see “AI features” below).
• Journal analysis: your consent, which you can change in the app under You → Privacy Settings.
• Safety: checking messages and entries for signs of crisis, showing you emergency support, and raising an internal alert for our team to review (see “Safety and crisis support”), because we have a legitimate interest in protecting people who use the service.
• Security, preventing abuse and fixing faults: our legitimate interests in keeping the service safe and reliable.
• Telling you when Mindbriz launches (waitlist): your consent, given by ticking the box when you submit your number. You can withdraw it and ask us to remove your number at any time.
• Optional news and offers by WhatsApp: your separate consent, only if you tick the box. It is never pre-ticked and you can still join the waitlist without it.
• Answering your messages and requests: our legitimate interest in replying to you, or the steps you ask us to take.
• Meeting legal obligations, for example responding to your rights requests.

We do not sell personal data and we do not use your wellbeing information for advertising or for profiling you for third parties.

AI features

The AI companion is optional. It is only used after you turn it on in the app, and you can turn it off at any time under You → Privacy Settings.

• When it is on, your messages and any voice notes you record are sent to Microsoft Azure OpenAI, which writes the companion’s replies and turns voice notes into text.
• So that replies fit how you are doing, it also receives your name and a summary of your Mindbriz wellbeing: focus areas, recent mood check-ins and tags, assessment results, life-balance scores, activity, safety-plan coping strategies and your current risk level. Your journal text and email address are not sent.
• The same choice covers the optional AI-written summary in a wellbeing report, which receives your name and report figures (such as mood counts and scores) but no journal or chat text.
• If AI replies are off, nothing is sent to an AI provider and the companion uses built-in guided responses. Voice notes are not available.
• AI can be wrong. Replies are not medical advice, and we do not make decisions about you that have legal or similarly significant effects based on them.

Safety and crisis support

Mindbriz checks what you write in the companion chat and in journal entries for words that may indicate a risk of self-harm or suicide. If it finds some, the app shows emergency contact numbers straight away and our system may open an internal alert for the people who review them.

• This is an automated check. It will miss some situations and will sometimes react when there is no risk. It cannot guarantee that a person in crisis is identified.
• Mindbriz is not an emergency or monitored crisis service, and our team does not watch conversations in real time. If you or someone else is in immediate danger, call 999. You can also contact Samaritans on 116 123 (free, 24 hours) or text SHOUT to 85258.
• Internal alerts show that a risk was flagged and why, not a copy of your message. Only authorised members of our team can see them.
• Where a reviewer needs to read journal entries to support someone, they must record a reason, and each access is logged.

Who we share information with

We use these service providers to run Mindbriz. They act on our instructions and only for the purposes below.

• Microsoft (Azure OpenAI): AI replies and voice transcription, as described above.
• MongoDB (Atlas): the database where accounts and app data are stored.
• Render: hosting for our servers and this website.
• Resend: sending emails such as password resets, reports you ask us to send and notifications of messages from the contact form.
• Google: a Google Sheet our team uses to manage waitlist sign-ups (WhatsApp number, source, time and whether you ticked the news-and-offers box).
• WhatsApp (Meta): the service we use to message people on the waitlist.

We also share information where the law requires it, or where it is necessary to protect someone’s life. We do not share your information with advertisers.

Transfers outside the UK

Some of these providers, or the places where they store data, are outside the UK. Where personal data is sent outside the UK we rely on a transfer mechanism that UK data protection law permits. Contact us if you would like to know more about the safeguards for a particular provider.

How long we keep it

• Account and app data: kept while your account is active. If you delete your account in the app (You → Privacy & GDPR → Delete Account), your account is closed and signed out straight away, your community posts are withdrawn, and your data is permanently deleted after 30 days.
• Waitlist numbers: kept until launch messages are finished or you ask us to remove your number, whichever is first.
• Contact messages: kept for as long as needed to deal with your enquiry.
• Records of team access to personal data (who looked at what, and why) are kept for security and accountability and are not deleted when an account is.
• Backups and legal holds: deleted data may remain in provider backups for a short time before it is overwritten, and we keep anything the law requires us to.

Security

Data is encrypted in transit (TLS). Passwords are stored hashed, never in plain text. Access by our team is limited by role, requires multi-factor sign-in, and sensitive access is logged. No system is perfectly secure, so we also try to hold as little as we need.

Your rights

Under UK data protection law you can ask us to:

• tell you what we hold about you and give you a copy (you can also export your data in the app);
• correct information that is wrong or out of date;
• delete your information (you can delete your account in the app);
• restrict how we use your information, or object to a use based on our legitimate interests;
• give you your information in a portable format;
• stop using your information where you gave consent, at any time. Withdrawing consent does not affect what we did before.

To use a right, email privacy@mindbriz.com or use the settings in the app. We will reply within one month. If you are not happy with our answer you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.

Withdrawing consent and changing your choices

• AI replies and journal analysis: change them any time in the app under You → Privacy Settings.
• Optional news and offers on WhatsApp: use the stop news and offers page, reply “STOP” to any message, or email privacy@mindbriz.com. You stay on the launch list unless you ask to be removed.
• Waitlist number: email privacy@mindbriz.com and we will remove it.

Cookies and similar technologies

This website does not use analytics or advertising cookies. We keep to what is needed to show you the site. If that changes we will update this policy and ask for your consent first where the law requires it.

Age

Mindbriz is for people aged 16 or over. We do not knowingly collect information from anyone younger. If you think a child has given us their information, email us and we will delete it.

Not medical advice

Mindbriz is a wellbeing product, not a medical device. It does not diagnose, treat or prevent any condition, and its guidance is not a substitute for advice from a qualified health professional. If you are in crisis, contact your local emergency services.

Changes to this policy

We will update this page when our practices change and show the date at the top. If a change matters to how your information is used, we will tell you in the app before it applies.