MentorMind Privacy Policy

1. Who we are

MentorMind (mentormindhq.com) is operated by Ugbune Enoch ("we", "us"). We are responsible for the personal information described in this policy. You can reach us at support@mentormindhq.com. Until a company is registered, the service is run by Ugbune Enoch as an individual. When a company takes over, this page will say so.

2. The short version

• You talk to AI mentors. What you write is stored so the mentors can remember you.
• The text of your conversations is sent to an AI provider (Anthropic) to write the replies.
• We do not sell your information, show ads, or use outside analytics or tracking tools. We keep simple cost and usage records of our own, described in section 3.
• You can download your conversations and delete your account at any time.
• MentorMind is for people aged 18 and over.

3. What we collect

Account details. Your email address and sign-in method are held by Firebase Authentication, a Google service. If you sign in with Google, Google shares your name and email address with us. We do not store your email address in our own database. It is fetched from Firebase only when a payment needs it. Passwords for email sign-in are handled by Firebase and never reach us.

What you tell us. The display name you choose. Your onboarding answers (your situation, your goal, what you are struggling with). Your conversations with mentors and in Round Table rooms, including the full back-and-forth for sessions saved since we began keeping transcripts. The summaries, themes and commitments recorded at the end of a session, whether you kept a commitment and how it went, and any corrections you make.

Plan and payment information. Your plan, how many sessions you have used and have left, and payment references, amounts and dates. From Paystack we receive your card's last four digits and card type, your renewal date and subscription status. We never see or store your full card number, expiry date or security code. You enter card details on Paystack's own page.

Technical information. When an unexpected error happens, our server writes a log entry. It never contains the text of your messages, but it can contain the address of the page requested, which may include your account ID. Your browser also sends normal technical details (such as your IP address and browser type) to our host and our providers whenever you load the site.

Usage records. Each time a mentor replies, we write down a small record so we can see what the service costs and spot problems. It holds a scrambled identifier, how long the reply took, how much computing it used and what it cost. The scrambled identifier is made from your account ID with a secret key that only we hold, so it does not show your name or your account ID. We can still match it back to you if we need to, for example to find or delete your records. These records never hold your name, your email, or anything you or a mentor wrote. We also keep daily totals for the whole service, such as how many replies each mentor gave and how many people used it that day. Totals cannot be linked to any person.

Storage in your browser. The app keeps one item in your browser (your account ID) to recognise your browser, and it is removed when you sign out. Firebase keeps your sign-in state for the browser session. We do not set cookies. Our hosting provider's network may use technical cookies for security and performance.

Safety check. Before a mentor replies, our own server checks your message for words that suggest you or someone you mention may be in danger. If it finds them, or if the mentor's reply asks you about it, a short note from MentorMind appears with a link to findahelpline.com, a separate site that helps you find a helpline in your country. The check itself is not recorded. When a session or Round Table sitting includes such a moment, its stored summary is replaced by one fixed, neutral line with no themes and no commitment, and the session is marked so that its words are not shown back to you on your home page and its record cannot be changed through a correction. The conversation itself is kept, like any other. If you follow the link, findahelpline.com has its own privacy policy and may work out your country from your connection.

Passages you were shown. We keep a short list of which passages from a mentor's writings you were recently shown, so the mentor does not use the same one twice. It holds passage numbers only, nothing you wrote, and it is deleted with your account.

Sensitive information. Conversations may include sensitive things such as health, faith, relationships or money. You decide what to share. By sharing it in a conversation, you agree we process it to provide the service. Please avoid sharing passwords, card numbers, government ID numbers, or private details about other people.

4. How we use it

• To run the service: match you with a mentor, write replies, remember you between sessions, and create summaries and commitments.
• To take payments and manage subscriptions, session packs and donations.
• To keep the service secure, prevent abuse and fix problems.
• To show a safety note when a message suggests someone may be in danger.
• To watch what the service costs and keep it running.
• To answer your messages and requests.
• To meet legal obligations.

We do not use your conversations to train AI models. We do not sell your information or use it for advertising.

Because we run the service, we can technically access the data stored in our database. We look at a person's conversations only to fix a problem they have reported, to investigate abuse or security issues, or to meet a legal requirement.

Where the law asks for a legal basis, we rely on: providing the service you asked for; your consent, in particular for sensitive information you choose to share; our legitimate interest in security and preventing abuse; and legal obligations.

5. Who we share it with

We use these service providers to run MentorMind. We do not sell personal information.

• Anthropic (United States), our AI provider. To write replies we send: the name you chose (if you set one), your onboarding answers, summaries of recent sessions, recent messages and your current message. When a session ends we send the full conversation so the mentor can write the summary. We do not send your email address or account ID. Anthropic's terms for API customers say it does not train its models on this content and that it deletes inputs and outputs from its systems within 30 days, except where it needs to keep them longer to enforce its usage policy or to comply with the law. See Anthropic's Privacy Center for its current terms.
• Google (Firebase). Firebase Authentication handles sign-in and sends verification and password-reset emails. Cloud Firestore is our database, located in the United States. Our pages also load fonts from Google Fonts, which means your IP address is sent to Google.
• Render (United States, Oregon), our hosting. Requests to MentorMind pass through Render and its content delivery network, which process technical data such as IP addresses.
• Paystack, our payment provider. When you pay, you are redirected to Paystack's own page. We send your email address, the amount and a reference tied to your account. Paystack sends back payment and subscription status. Paystack has its own privacy policy and keeps its own records.
• When the law requires it, or to protect people's rights and safety.

6. Where your information goes

Our database and server are in the United States, and so is our AI provider. If you live elsewhere, including Nigeria or Europe, your information is transferred to and processed in the United States. We rely on the security measures and contractual commitments of these providers to protect it.

7. How long we keep it

• Your conversations, summaries, commitments and other account information are kept until you delete them or your account. There is no automatic expiry.
• Usage records are removed about 90 days after they are made. The daily totals stay, and cannot be linked to any person.
• When you delete your account, we cancel any active subscription with Paystack so you are not charged again, then erase your account record, conversations, saved sessions and payment history from our database, and delete your sign-in account. Section 9 lists what can remain.
• Paystack keeps its own payment records as the law requires. Anthropic and our hosting providers keep data under their own policies. Copies may remain in backups or logs for a short time until they are overwritten.

8. Your rights and choices

Depending on where you live (including under the Nigeria Data Protection Act 2023 and, where it applies, the GDPR), you can ask us to give you access to your information, correct it, delete it, restrict or object to how we use it, give you a portable copy, or stop relying on your consent.

• Download your conversations in Settings, under Privacy. The download contains your conversations. For anything else we hold about you (such as your plan, usage or billing records), email us.
• Delete your account in Settings, under Account.
• For anything else, email support@mentormindhq.com. We will reply within 30 days.

If you are unhappy with how we handle your information, please tell us first. You also have the right to complain to a data protection authority, such as the Nigeria Data Protection Commission or the authority where you live.

9. Deleting your account

When you ask to delete your account, there is a 24-hour period in which you can cancel. The deletion is carried out the next time your account is opened after those 24 hours, so it can happen later than 24 hours. If you cannot sign in, or you want it done sooner, email us and we will complete it within 30 days.

What stays after you delete your account. When your deletion goes through, we erase your account record, your conversations and saved sessions, and your payment history from our database, and we delete your sign-in account. A few things can stay. Here is exactly what.

• A record that you agreed to our Terms and Privacy Policy. It holds your account ID and the time you agreed. It is not erased when you delete your account.
• Usage records, once we start keeping them. They are removed about 90 days after they were made, and they never hold anything you wrote.
• Payment records kept by Paystack, our payment provider. Paystack keeps these as the law requires.
• Your messages at Anthropic, our AI provider. Anthropic says it deletes them within 30 days, unless it must keep them longer to enforce its rules or follow the law.
• Our server's error log. A log line can include your account ID. Our host overwrites these after a short time that the host sets.
• Backups. A copy of your data may sit in a backup until the backup is overwritten.

Apart from the copies described above, nothing you wrote to a mentor stays with us.

10. Security

We protect your information with encrypted connections (HTTPS), sign-in through Firebase, and checks so that an account's data can be read only by the signed-in owner of that account. No system is perfectly secure. If a breach affects you, we will tell you and the authorities as the law requires.

11. Children

MentorMind is for adults aged 18 and over. We do not knowingly collect information from anyone under 18. If we learn that someone under 18 has an account, we will delete it. If you think this has happened, email us.

12. Changes to this policy

We will update this page and its date when this policy changes. For significant changes we will show a notice in the app.

13. Contact

Ugbune Enoch, MentorMind. Email: support@mentormindhq.com