Privacy Policy
This policy explains what personal information the Mindflex app collects, why, who it is shared with, how long it is kept and the choices you have. It applies to the Mindflex mobile app for iOS and Android and to the emails we send about your account.
1. Who we are
Mindflex is operated by Entrainements Mindflex S.E.N.C. (NEQ 3380232473), [MAILING ADDRESS], Quebec, Canada ("Mindflex", "we", "us").
Person in charge of the protection of personal information: [NAME, TITLE]
Email: [PRIVACY EMAIL] · Mail: [MAILING ADDRESS]
2. Who Mindflex is for
Mindflex is offered to adults aged 18 and over in Canada and the United States. We do not knowingly collect information from anyone under 18. If you believe a minor has created an account, contact us and we will delete it.
3. What we collect
| Category | What it includes | Where it comes from |
|---|---|---|
| Account | Email address, first name, preferred language, your acceptance of these terms and this policy. | You |
| Sign-in | One-time email codes and links (stored only in a protected, hashed form), and, if you use Apple or Google, the account identifier and email address they share with us. Apple may give us a private relay address instead of your real email. | You, Apple, Google |
| Training | Your training days, time zone, preferred training styles, schedule, workouts and Mind sessions you start or finish, downloads and progress. | Your use of the app |
| Body details (optional) | Height, weight, year of birth and preferred units, used to estimate effort such as calories. Never used for analytics or advertising. | You, only if you enter them |
| Device and app | An app installation identifier, platform, operating system and app version, and language. This keeps your account working and syncing across devices. | Your device |
| Subscription | Your subscription status, plan and renewal dates. Payments are handled by Apple or Google; we never receive your card or bank details. | Apple App Store, Google Play |
| App analytics (optional) | Which screens you open and actions you take in the app, the app version and, if you allow it, your country and province or state. Collected only if you agree. | Your use of the app, with consent |
| Delivery records for the emails we send you (for example a bounce or complaint). Whether you open or click an email is measured only if you agree. | Our email provider | |
| Support | Messages and feedback you send us. | You |
| Security | IP address and related request details, used only to protect accounts and prevent abuse. | Your device's connection |
We do not record your screen or sessions, we do not fingerprint your device, we do not guess your identity from your IP address, and we do not collect your precise location.
4. Why we use it
- To provide the service: create and secure your account, sign you in, build and sync your training schedule, play and download sessions, and keep your progress.
- To manage your subscription: confirm your access with Apple or Google.
- To communicate with you: send sign-in codes and other necessary account emails, and answer support requests.
- To protect Mindflex and its members: prevent fraud, abuse and unauthorized access, and keep security records.
- To improve the app (only with your consent): understand which features are used and where people get stuck, through internal reports that only our administrators can see.
We do not sell or rent your personal information, we do not share it for targeted advertising, and we do not send you marketing emails unless you separately agree to receive them.
5. Your consent and choices
App analytics and email open/click measurement are off unless you turn them on. You can accept, decline or choose each one separately, and change your mind at any time in the app's settings. Declining never stops you from using Mindflex. When you withdraw a consent we stop that collection and delete the detailed information it produced; we keep only totals that no longer identify you.
6. Who we share it with
We share personal information only with service providers that help us run Mindflex, under contracts that limit their use of it to the services they provide to us:
- Cloudflare, Inc.: hosting, databases, file storage and sending our emails.
- Apple Inc. and Google LLC: sign-in (if you choose them), app distribution and subscription payments.
We may also disclose information when the law requires it, to protect the rights and safety of our members or others, or as part of a merger or sale of the business, in which case this policy continues to apply to it.
7. Where your information is processed
Our providers may store and process information outside Quebec and outside Canada, including in the United States. Before doing so we assess the protection it will receive and put written agreements in place. Information held outside Canada may be accessible to the authorities of those countries under their laws.
8. How long we keep it
| Information | How long |
|---|---|
| Account, training and body details | While your account is open; deleted when you delete your account, except as listed below. |
| Detailed app analytics and email open/click data | 25 months, or until you withdraw consent or delete your account, if sooner. |
| Totals in internal reports | 3 years; they do not identify you. |
| Copies of emails we sent you and their delivery records | 90 days. |
| IP addresses for security | 30 days. |
| Security and administration audit records | 365 days. |
| Blocked email addresses (after a bounce or complaint) | 365 days. |
| Data exports you request | 7 days. |
| Backups | Up to 30 days; deletions are reapplied before any restored data is used. |
After you delete your account or withdraw a consent, we keep a minimal coded marker (no name, email or activity) for up to 800 days so the deleted information is never restored by mistake.
9. Your rights
Depending on where you live, you have the right to:
- know what personal information we hold about you and get a copy, including in a structured, commonly used format;
- have inaccurate or incomplete information corrected;
- have your account and personal information deleted;
- withdraw a consent at any time;
- not be treated differently for exercising these rights.
To make a request, email [PRIVACY EMAIL]. We will confirm your identity, usually by asking you to sign in or to enter a code sent to your account email, and answer within 30 days. If you are not satisfied with our answer, you may complain to the Commission d'accès à l'information du Québec, the Office of the Privacy Commissioner of Canada, or the privacy authority where you live.
10. How we protect it
Information is encrypted in transit, sign-in codes and links are stored only in hashed form, sign-in sessions are short-lived and can be revoked, and access within Mindflex is limited to the people who need it for their role. No system is perfectly secure; if a privacy incident creates a risk of serious harm, we will notify you and the authorities as the law requires.
11. Changes to this policy
We will post any change here with a new effective date. If a change is significant, or if we want to use your information for a new purpose, we will tell you in the app or by email and ask for your consent where the law requires it.
12. Contact us
Questions about this policy or your information: [PRIVACY EMAIL], or write to [NAME, TITLE], Entrainements Mindflex S.E.N.C., [MAILING ADDRESS].