Cookies & Privacy Policy

​Privacy and Cookie Policy for MindHug



Cookie Policy for MindHug. Last Updated: 11 October 2021

What Are Cookies

A cookie is a small text file containing information that a website transfers to your computer’s hard disk for record-keeping purposes and allows us to analyse our site traffic patterns. It does not contain chocolate chips, you cannot eat it and there is no special hidden jar.

As is common practice with almost all professional websites, this site uses cookies to improve your experience. This page describes what information they gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored, however this may downgrade or prevent certain elements of the website’s functionality.

For more general information on cookies please see the ICO’s website here.

How We Use Cookies

We use the following cookies: 

  • Strictly necessary cookies: These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a book a Therapist or make purchase content.

  • Analytical or performance cookies: These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

  • Functionality cookies: These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

  • Targeting cookies: These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the content displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

Disabling Cookies

You can choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser.

You can choose to delete Cookies at any time; however you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings.

It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.

For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.

The Cookies We Set

Email newsletters related cookies

This site offers newsletter or email subscription services and cookies may be used to remember if you are already registered and whether to show certain notifications which might only be valid to subscribed/unsubscribed users.

Surveys related cookies

From time to time we offer user surveys and questionnaires to provide you with interesting insights, helpful tools, or to understand our user base more accurately. These surveys may use cookies to remember who has already taken part in a survey or to provide you with accurate results after you change pages.

Forms related cookies

When you submit data through a form, such as  on a contact page or a comment form, cookies may be set to remember your user details for future correspondence.

Site preferences cookies

In order to provide you with a great experience on this site we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences we need to set cookies so that this information can be called whenever you interact with a page that is affected by your preferences.

Third Party Cookies

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.

This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.

For more information on Google Analytics cookies, see the official Google Analytics page.

From time to time we test new features and make subtle changes to the way that the site is delivered. When we are still testing new features these cookies may be used to ensure that you receive a consistent experience whilst on the site whilst ensuring we understand which optimisations our users appreciate the most.

It is important for us to understand statistics about how many of the visitors to our site actually make a purchase and as such this is the kind of data that these cookies will track. This is important to you as it means that we can accurately make business predictions that allow us to monitor our advertising and product costs to ensure the best possible price. To enable this we also make use of Facebook Pixel that helps us better understand the users and therapists interested in our products and services. More information on Facebook Pixel can be found here: https://www.facebook.com/business/m/privacy-and-data

More Information

Should you require any more information on cookies, or are use of them, please visit: 

Alternatively, please contact us at: hello@mindhug.io.

Privacy Policy. Last Updated: 11 October 2021

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Thank you for visiting us at MindHug.io. We hope we’ve helped provide you with an informative safe space, in which you are able to try and discover new ways to find some peace and give your mind a hug. 

Here at MindHug we want to be a part of the solution, not part of the problem. We know how important personal data is, particularly the data involving your relationship with your own mind. As such we have put together this simple and transparent Privacy Policy – although we like to think of it more as a privacy promise. 

About this Privacy Promise

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At MindHug we respect your privacy and are committed to protecting your personal information. This Privacy Promise explains, amongst other things, how and why we collect, store, use and share personal information, your rights to control our use of it and your rights to contact us and your privacy regulator. 

This Promise applies not just to the use of our website, but also to personal information that we process through any of our applications, any data you may provide through this website or our applications when you sign up to our newsletters, or purchase a product or service, or take part in a competition, or through offline interactions with you in the course of running our business and delivering our services. This includes potential and existing clients, people interested in working for or with us, our therapists, and our suppliers. We maintain separate privacy notices that apply if we engage with you as an employee or a contractor.

This website is not intended for children and we do not knowingly collect data relating to children. 

Information about us

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This Privacy Policy relates to MindHug Limited, any of its other group entities, and any other entities authorised to operate under the MindHug name. References in this Privacy Promise to MindHug, we, us, and our are references to the entity responsible for the processing of your personal information, which generally will be the entity that obtains your personal information. 

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Where we collect or use personal information we are regulated under applicable data protection laws worldwide, including the EU General Data Protection Regulation (GDPR). This privacy policy sets out information we are required to provide under applicable data protection laws.

Types of personal information obtained, purposes and legal basis

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We collect and use personal information from different categories of individuals for several different purposes. The legal basis for processing your personal information will typically be one of the following:

  • your consent

  • to perform a contract with you or a relevant party

  • legitimate interests in operating our business, which includes recruitment (whether as an employee or contractor), dealing with your enquiries and requests, providing services to clients, inviting you to events and conducting research and analysis related to the alternative legal services industry, or

  • to comply with our legal obligations.

The following section sets out the main categories of individuals covered by this Privacy Policy and explains the types of personal information we collect and the purposes we will use it for.

Data we may collect

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Please be aware that providing personal information to us is voluntary on your part. If you chose not to provide us with certain information, we may not be able to assist you, or provide you with the best or correct services. 

If you provide us with any personal information about someone else, you must ensure that you are entitled to disclose that personal information to us, that we may collect, use and disclose that personal information in accordance with t his privacy policy without taking any further steps, and that you make such person aware of the contents of this privacy policy. 

Everyone – We may collect and process the following data about you: 

  • If you sign up or register with us using our Social Signup platform or via our sign up form:  we will hold any personal information you provide to us (via our website or other methods). This is likely to be your name, contact details, photograph, and unique ID. We will use this information for the purposes of authentication and allowing you to access features. 

  • If you provide your mobile number for authentication or verification purposes: we will hold on to your mobile number, as well as any personal verification logs that we may receive as a result of this sign up. We will use this information for the purposes of authentication and allowing you to access features. 

  • If you, as a parent or guardian, allow your child to use the platform: we will hold your name, email address, contact details, home address, photograph and unique ID. We will also hold the child’s name, email address, relationship to you and unique ID. We will use this information for the purposes of authentication and consent, and to allow the child access to features.
    We do not knowingly permit children to access the site without permission from a parent or guardian. For the purposes of data protection; i) if you reside within the UK or USA you will be deemed a child if you are 13 or younger, and ii) if you live anywhere else in the world, you will be deemed a child if you are 18 or younger. 

  • If you add your personal details or information on our website, or using our application, to build or update your profile with us: we will hold any personal information you provide to us. This is likely to be your name, address, contact details, ethnicity, gender, password, photo, sexual orientation and unique ID. We will use this information to keep our records updated and to personalise your experience. 

  • If you use your Facebook or Google profiles to sign up or login to our platform: we will hold your name, email address, Facebook or Google ID and any other Facebook or Google profile information. We will use this information for the purposes of authentication and allowing you to access features. 

  • If you submit details to confirm that you are a student: we will hold the information that you provide us (such as your university, you university number, your university email address, a photograph of  your university card and any other information you may provide as part of this application). We will use this information for the purposes of authentication and allowing you to access features.

  • If you fill in a form on our website to contact us: we will store the information you enter or submit (e.g. name, contact details, comment and any other information you choose to submit) for the purposes of responding to your enquiry, improving your experience and business development.

  • If you answer our mental health questionnaires: we will store the information you enter about your mental wellbeing, gratitude levels and resilience. We will use this to monitor your wellbeing and to personalise your experience. 

  • If you view or rate any content on our platform: we will store the user content details. We will use this for data analytics and to personalise your experience. 

  • If you make a mood diary entry: we will store the personal information from the entry, and the personal information in any attachments. We will this for data analytics, to monitor your wellbeing and to personalise your experience. 

  • If you make goals on our page: we will store the goal and any additional information you may provide. We will use this information to monitor your wellbeing and to personalise your experience. 

  • If you subscribe for Premium Content: MindHug does not collect or process credit or debit card (“Payment Card”) data. Stripe will collect Payment Card data with respect to premium content subscriptions, book appointments, in-app purchases, or from website purchases. Such payment processors generally provide us with some limited data related to you, such as a unique, anonymous token that enables you to make additional purchases using the data they’ve stored, and your card’s type, expiration date, billing address, and the last four digits of your card number. 

  • If you submit a Doctor’s recommendation letter to us: we will store the letter, and any personal information held within it. We will use this information to provide you access to content and to monitor your wellbeing. 

  • If you conduct an online session: we will require access to your camera and microphone. The video feed will be processed insofar as to allow you to have the online session. We will only store a log of the call for monitoring purposes, billing and data analytics.

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Therapists and Consultants only

 In addition to the above, we may also collect and process the following data about you: 

  • If you use our website builder / CMS: we will store your name, website address and any further details you may provide to use to build your website (e.g. formatting requests, content for the site, any personal information you may add). We will use this information to build and maintain the webpage / website, and to personalise your experience. 

  • If you are onboarded as a Therapist or Consultant: we will store the details of any DBS or KYC check, as well as any documentation you may have uploaded (e.g. passport or driving licence). We will use this information to ensure the safety of our clients, to keep our records updated and to comply with relevant legislation. 

  • If you schedule a session with a client: we will store your calendar details, and any further information you may provide within it. We will use this to allow you to book sessions. 

  • If you conduct an online session with a client: we will require access to your camera and microphone. The video feed will be processed insofar as to allow you to have the online session. We will only store a log of the call for monitoring purposes, billing and data analytics.

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Confidentiality and Security

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The security of your personal data is important to us. We follow generally accepted standards to protect the personal data submitted to us, both during transmission and once it is received. If you have any questions about the security of your personal data, you can contact us at hello@mindhug.io . Except as described under the ‘Transfers of personal data’ section below, we do not provide your personal data to any third party without your specific consent, as defined by the applicable law. 

Cookies and Similar Technologies

This Website may place and access certain Cookies on your computer. MindHug Ltd uses Cookies to improve your experience of using the Website. MindHug Ltd has carefully chosen these Cookies and has taken steps to ensure that your privacy is protected and respected at all times.

A cookie is a small text file containing information that a website transfers to your computer’s hard disk for record-keeping purposes and allows us to analyse our site traffic patterns. It does not contain chocolate chips, you cannot eat it and there is no special hidden jar.

As is common practice with almost all professional websites, this site uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. Further details of how we use cookies can be found on our Cookies Policy page. 

All Cookies used by this Website are used in accordance with current UK and EU Cookie Law.

Before the Website places Cookies on your computer, you will be presented with a message bar requesting your consent to set those Cookies. By giving your consent to the placing of Cookies, you are enabling MindHug Ltd to provide a better experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of the Website may not function fully or as intended.

This Website may place the following Cookies:

Types of Cookie:

Strictly necessary cookies

Purpose: These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.

Analytical/performance cookies

Purpose: They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

You can find a list of Cookies that we use in the Cookies Schedule.

You can choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser.

You can choose to delete Cookies at any time; however you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings.

It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.

For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.

Retention of Personal Data

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We retain personal data in accordance with our Data Retention Schedule, which is based on the purposes for which the personal data was collected, taking into account applicable data protection laws, retention periods under applicable laws, limitation periods and our business needs.

Newsletters or Other Electronic Communications

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If you sign up to receive promotional materials from us via email and/or push notifications, we will use the data we will use the data you give us to provide the communications you have requested. If you wish to inform us that you no longer want to receive promotional materials, you may do so by selecting “unsubscribe” at the bottom of any such communication, or by emailing us at hello@mindhug.io. We will then remove you from our mailing list. 

If you no longer wish to receive push notifications, you may turn them off at the device level. 

If you provide your number to us directly or through a third-party for the specific purpose of receiving an SMS message from or for our Apps, you will receive such an SMS message. Standard text message rates may apply.

Personal Data Sharing 

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We may share your personal information with the following third parties in certain circumstances: 

  • IT service providers acting as data processors (see below) who provide hosting or maintenance services or cloud-based software to enable us to operate our business;

  • Professional advisors such as lawyers, contracts managers, bankers, accountants or auditors in order to provide legal, finance, accounting or auditing services;

  • Third parties engaged or involved in the course of the services we provide to you, such as therapists, experts, authentication services, communications and counterparties;

  • Third parties engaged or involved in the course of providing promotional services, or services complementary to our own for the purpose of enhancing our users’ experiences by offering you integrated or complementary functionality, complementary services or bundled pricing options;

  • Third party parties engaged or involved in the course of providing events, such as booking services, hosts, speakers and attendees; 

  • Third parties engaged or involved in the provision of advertisements on third party platforms, such as Google or Facebook, to the extent that you consented to such practices under applicable law; 

  • Law enforcement or regulatory authorities (such as tax authorities) if required by applicable law, and courts and tribunals where necessary. 

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MindHug requires each of its service providers to agree to maintain the confidentiality and security of personal data.

We also reserve the right to disclose your information to a third party as part of a merger or transfer, acquisition or sale, or in the event of a bankruptcy. If any of these events happen, we will require the relevant third parties to provide comparable levels of protection that we provide to you with respect to the information we share.

Data processors

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Our IT service providers (acting as data processors) generally fall under the following categories:

  • Website analytics;

  • Website and data hosting;

  • IT and system administration;

  • Document storage;

  • Email, contacts and calendar;

  • CRM, accounting and billing.

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Our ‘data processors’ only process information on our behalf. They won’t use your personal information for their own purposes and we only permit them to use it in accordance with our instructions, our contract with them and the law. 

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We may transfer the personal information we collect to, and store such information in, other countries which may have different data protection laws than the country in which the information was provided. If we do so, we will always take measures to comply with legal requirements under applicable data protection laws and to protect that information.

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The personal data that we collect from you is stored in the European Union on (Europe) Cloud Servers of Amazon Web Service with all primary processing taking place in London, the UK. For personal information collected by our European entities, we do not directly transfer any of your personal information outside the European Economic Area (EEA) other than to other MindHug entities or consultants as required for business purposes, and we have EU standard contractual clauses in place between MindHug entities or consultants to protect such information. This data may, however, be processed by sub-processors operating outside of the European Economic Area (“EEA”) based on a data processing agreement if the  if the additional requirements of Art. 44 et seq. GDPR for processing in third countries are compliant with an appropriate level of protection in the third country and appropriate guarantees under Art. 46 GDPR (such as standard data protection clauses, or exceptional circumstances under Art. 49 GDPR). A full list of our third-party sub-processors and details of their privacy policies can be found below.

Processors and Sub-processors

Infrastructure processors:

Customer feedback, engagement and analytics:

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Payment processing:

Your personal information rights

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The personal information we hold about you is your information, and you have certain rights over the information under applicable data protection laws. You have the right to request a copy of all personal information we hold relating to you. You also have the right to require us to correct any mistakes in the personal information we hold relating to you, so please let us know if we need to update any of your personal information we hold. Under some applicable data protection laws you may also have the following rights:

  • Where we are processing your information based on your consent you may be able to withdraw that consent, however we may still be able to process your personal information to the extent permitted by applicable data protection laws.

  • Where we process your information based on a legitimate interest you may have the right to object to our processing of that information if you feel it impacts on your fundamental rights and freedoms.

  • You may have the right to object where we are processing your personal information for direct marketing purposes. The easiest way to do this is to use the unsubscribe links at the bottom of all marketing emails.

  • In certain situations, you may have the right to require us to erase personal information where there is no good reason for us continuing to process it, or to request restriction of processing your personal information.

  • Finally, you may have the right to request the transfer of your personal information to you or a third party in a structured, commonly used, machine-readable format in certain circumstances.

If you would like to exercise any of these rights, the easiest way is by dropping us an email (see “Contact Us” section below).

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Keeping your personal information secure

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We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. In addition, we limit access to your personal information to those employees, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

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We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Additional Information

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Automated decision-making: GDPR gives individuals the right to object to decisions being taken through the processing of their personal information by automated means if it produces legal effects concerning them or similarly significant effects. We can confirm that we do not undertake any automated decision-making, or profiling, based on the processing of personal information.

Rights to lodge a complaint with the Regulator: At all times, you have the right to report a concern or lodge a complaint with any relevant regulator.

In the EU this will be the UK Information Commissioner’s Office.

Of course, we hope that we can resolve your issue quickly and fairly ourselves.

Changes to this privacy policy

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This privacy policy was last updated in October 2021. We maintain the right to change this Privacy Policy from time to time, without prior notice, by amending this page.

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Contact Us

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If you have any questions, concerns or just want some more information about our privacy management, please contact us at:

  • Email: hello@mindhug.io 

  • Address: Bury Lodge, Bury Road, Stowmarket, Suffolk IP14 1JA