Privacy Policy

MentisFlex, business ID 3282745-9, respects your privacy and are dedicated to protecting the privacy of persons using the services. This privacy policy describes how we process personal data, what kinds of personal data we collect, what we use it for and to whom we may disclose it to.

This privacy policy applies to the use of MentisFlex’s service where we are the controller, e.g. when an end user (hereinafter “you” or “client”) is using our services. This privacy policy applies to all processing of personal data relating to your use of the service. You are responsible for ensuring that the information you submit or share on our service does not violate others’ privacy nor our Terms of Service.

MentisFlex complies with the General Data Protection Regulation (2016/679, “GDPR”) in all processing of personal data, in conjunction with other applicable national data protection legislation. Key terms are defined in the GDPR. MentisFlex is the controller for all the personal data handled in our services: MentisFlex, Business ID 3282745-9, www.mentisflex.com.

PURPOSE AND GROUNDS FOR THE PROCESSING OF CLIENT DATA

1.1 Providing you with the service (contract or its preparation, legitimate interest). Enable video sessions between client and advisor and user relationship management (contract, legitimate interest)

1.2 Customer service and related communications: Developing and maintaining user relationships. Analyzing, grouping, reporting and other purposes related to overall customer relationship management and developing better ways to provide services. Use non-identifiable statistical data to enhance and further develop our services.

1.3 Develop our products and business (consent). Conduct surveys and opinion polls and scientific impact research. Collect and process customer feedback and other satisfaction information.

1.4 For the personal data that we process based on your consent, you can withdraw your consent at any time regarding further processing of your personal data. We will comply with such request unless there is another legitimate ground to process the data. You can withdraw your consent by contacting us at info@mentisflex.com.

2.1 We only collect such personal data from you that is relevant and necessary for the purposes described in this privacy policy. The provision of personal data is primarily necessary to provide you with the service and to fulfill the contractual and legal obligations between Mentis Flex and client, and for producing and delivering our services and managing customer and business relationships.

2.2 If you do not provide the necessary personal information, for example, the providing of the service may become impossible, the conclusion or performance of a contract or the fulfillment of legal obligations may be hindered.

2.3 Personal data may include any of the following: Contact information such as name, telephone number, email address, customer number. Services requested and used, purchase and payment information and consent and preferences.

3.1 Video and audio transfer during sessions. However, MentisFlex does not, nor does any third party, record any audio or video of the sessions held by the client and advisor. Personal data processed during sessions may include special categories of personal data (such as personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, data concerning health or data concerning a natural person's sex life or sexual orientation).

3.2 Metadata, such as timestamps, internet addresses and data source identification. The client’s own words and other user generated information Content produced by the client such as answers to surveys, exercises, and client feedback.

3.3 We may also use your anonymized personal data, i.e. data that is de-identified and no longer can be associated with any individual user and is not regarded as personal data, for internal purposes such as data analysis to further develop our products and services.

4. Your personal data is mainly collected directly from you, for example, at the time of registration or use of our service. Any notes taken during sessions will be non-traceable to the client.

5.1 We use cookies on our service, for example, to improve the service and its use. Cookies are small text files that we store on your device (phone, computer, tablet or such) and are commonly used on the Internet. Some cookies are required for the service to work, while other cookies improve your experience and make navigating the service easier. You may also block all cookies in your browser settings but this may render our service defunct or cause it to not function as intended.

5.2 By using the service and accepting the use of cookies you give us permission, in accordance with this privacy policy, to store cookies on your device. If you refuse to accept cookies, it is possible that digital services may not function as intended.

6.1 Your personal data will not be disclosed to our employees or any other party unless as expressly provided in this policy, and/or any specific legislation requiring us to do so.

6.2 Additionally, we require non-disclosure agreements with our advisors and consultants, who process personal data. They are contractually binded to this privacy policy.

6.3 By way of exception, personal data may be disclosed to authorities in situations required by law and justified situations. In the event of emergencies or other unexpected circumstances, MentisFlex may be required to disclose the personal data of registered persons in order to protect human life, health and property. In addition, MentisFlex may be required to disclose the personal data if the company is involved in legal or other dispute resolution proceedings.

6.4 If MentisFlex is acquired by another company or merges with another company, your personal data may be transferred. However, if personal data is shared, we make sure that it is used in a way that is compliant with the relevant data protection legislation.

7.1 MentisFlex does it’s best to ensure that no personal data is transferred outside the European Union (“EU”) or the European Economic Area (“EEA”). However, when service delivery requires it, for example if a client is residing outside of the EU, some personal data may be transferred outside the EU/EEA area.

8.1 We process personal data in a manner that ensures appropriate security and protection at all times, including protection against unauthorized processing and against accidental loss, destruction or damage. We use appropriate technical and organizational safeguards to ensure this.

8.2 Personal data is always processed confidentially, with diligence and in accordance with our data protection policies. MentisFlex may share links to third party websites. They are not subject to MentisFlex’s policies nor terms. Please read through their policies and terms before you use their services.

9.1 Unless you specifically ask for us to delete your personal data, MentisFlex will keep it for the duration of the client relationship and for the necessary period after the end of the client relationship. We shall, however, reserve the right to make additions or amendments to and delete your personal data. It may do so, for example, but not limited to, in a situation when it is no longer needed.

9.2 We will retain personal data for as long as is necessary for the purposes defined in this privacy policy. We might keep it longer, if some legal requirements force us to do so (for example, responsibilities and obligations under specific legislation, accounting or reporting obligations). However, even if you request a deletion, we may retain information for a longer period of time, if it is necessary, for example, to exercise a legal claim, to defend a legal claim, or to settle a similar dispute.

9.3 We will remove or anonymize the personal data 24 months after the last customer activity from you, unless you specifically request that the information be kept for the purpose of monitoring the performance of the service. We will, however, delete all personal data when it is no longer needed.

10.1 You shall have the right of access to the personal data stored concerning you and, upon request, the right to receive information in writing or in electronic form. The request for inspection must be made in accordance this privacy policy. The right to inspection may be denied on the grounds provided by law. The use of the right to inspection is, in principle, free of charge. The client understands that MentisFlex are not liable for any direct or indirect harm

10.2 You agree to provide us information that is correct and up-to-date. If you notice incorrect data, you can request for rectification to be made. You also have the right to demand correction of incorrect or inaccurate information.

10.3 You always have the right, under the applicable data protection law, to request your personal data to be erased. Subject to the conditions of data protection law, you shall have the right to request a restriction on the processing of personal data.

10.4 You have the right under the applicable data protection law to request the transfer of your personal data to another controller. You have the right to object to profiling and other processing. At the time of the claim, you must identify the specific situation on the basis of which they object to the processing. We may refuse to comply with a request on the grounds provided by law.

10.5 You have the right to object to the use of personal data for certain processing, such as direct marketing. You may grant consent to or prohibit us from doing direct marketing on a per-channel basis, including profiling for direct marketing purposes.

11.1 If the processing of personal data is based on your consent, you have the right to withdraw your consent by notifying us. This withdrawal does not affect any processing that took place before the withdrawal. If your request cannot be granted, you shall be informed in writing. We may refuse your request (such as erasure of data), due to the statutory obligation or the statutory right of a company, such as a service obligation or claim.

11.2 You are responsible for the information you provide us, and for ensuring this information is accurate. You are also responsible for ensuring that you use the service in accordance with our Terms of Service and relevant legislation, and that any information you share with us does not violate any other persons’ rights.

11.3 You should contact info@mentisflex.com for any queries related to the processing of personal data and the exercise of their rights. Where appropriate, we may ask you to specify your request in writing and, if necessary, your identity can be verified before taking any further action.

This privacy policy may need to be amended and updated. Changes may also be based on changes in legislation. We recommend that you regularly review the contents of this privacy policy. Changes will be announced on our website and substantial changes will be communicated to data subjects before changes when necessary. If you do not agree to the new changes, stop using the service.