Minder.Service — Privacy Policy

Effective date: 20/07/2026

1. Who We Are
This Privacy Policy explains how Single Click Solutions Limited (company number 04410953), of 24 Balmore Crescent, Barnet, England, EN4 9ND ("Minder.Service", "we", "us", "our"), collects, uses and protects personal data when you use the Minder.Service website and application (the "Service"). We are the data controller for the personal data described in this policy under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read alongside our Terms of Service. If you have any questions, contact us using the details in Section 14.

2. What Personal Data We Collect
2.1 Information you give us
• Account details: name, email address, password (stored as a salted hash), and subscription tier.
• Content you create or upload: Plans/Projects, entities (people, organisations, documents, dates), reminders, notes, and any documents you upload, which may include sensitive information such as financial details, insurance policies, legal documents or, in limited cases, health-related records.
• Communications you send us, for example support requests.
• Payment information: where you subscribe to a paid tier, payment card details are collected and processed directly by our payment processor; we do not store full card numbers ourselves.
2.2 Information collected automatically
• Usage data: log data, device and browser information, IP address, and how you interact with the Service.
• Error and performance data collected via our error-tracking and monitoring tools, used to diagnose and fix issues.
2.3 Special category and sensitive data
Some of the content you choose to store in the Service — for example, health records, or documents revealing information such as criminal offence data — may constitute "special category data" under UK GDPR, which requires an additional lawful basis beyond our normal processing grounds. Where you add this type of content (for example, by selecting a relevant entity type or uploading a document we classify as health-related), we ask for your explicit, specific consent at that point before it is stored, separately from your general acceptance of this policy. You can withdraw that consent at any time by deleting the relevant content from your account. Ordinary financial, insurance or legal-matter documents are not treated as special category data unless they themselves reveal one of the specific categories protected under Article 9 of UK GDPR.

3. How We Use Your Data and Our Legal Basis
• To provide and maintain the Service, including your account, Plans/Projects, reminders and document storage — necessary for performance of our contract with you.
• To provide AI-assisted features on eligible tiers (see Section 5) — necessary for performance of our contract with you, where you have chosen to enable those features.
• To process payments for paid tiers — necessary for performance of our contract with you.
• To send you service-related communications (for example, reminder notifications, security alerts, and material changes to these terms) — necessary for performance of our contract with you and our legitimate interests in operating the Service securely.
• To send you optional marketing communications — only where you have opted in; you may withdraw consent at any time.
• To monitor, secure and improve the Service, including error tracking, abuse prevention and audit logging — our legitimate interest in keeping the Service secure and reliable, balanced against your rights.
• To comply with our legal obligations, for example tax and accounting records.

4. Data We Never Do With Your Data
We will never sell your personal data. We will never share your data with third parties for their own marketing purposes. We will never use your content to train AI models, whether ours or a third-party provider's.

5. AI Processing
On tiers that include AI features (Minder.Pro and Enterprise), specific pieces of content — for example, the text of a reminder you're creating, or a short excerpt needed to answer a question — are sent to our AI provider (currently OpenAI) via a controlled interface. Only the minimum context necessary to complete the specific request is sent; the AI provider is not given open-ended access to your account or database. Our contract with our AI provider prohibits use of your data to train their models.
AI-generated output (such as a suggested reminder date or summary) is surfaced to you for review and is only saved or acted upon once you approve it.

6. How We Protect Your Data
• Encryption in transit (TLS/HTTPS) and at rest for all stored data.
• Additional field-level encryption for sensitive fields such as passport numbers, financial details and legal
documents.
• Passwords are hashed (never stored or transmitted in plain text or reversibly encrypted).
• Access to your data is restricted through authentication and role-based permissions, and all access and changes are recorded in audit logs.
• Regular security monitoring, encrypted backups, and a documented key-rotation policy.

7. Who We Share Data With
We share personal data only with service providers who process it on our behalf, under contract, and only to the extent
needed to provide the Service to you. These currently include, or are expected to include:
• Cloud hosting and infrastructure providers (for application hosting and database infrastructure).
• Object storage providers, for securely storing uploaded documents (S3-compatible storage).
• Our AI provider (OpenAI), as described in Section 5.
• Payment processing providers, for handling subscription payments (Stripe).
• Push and email notification providers, for delivering reminders and alerts (Firebase Cloud Messaging).
• Error tracking and uptime monitoring providers, for keeping the Service reliable (e.g. Sentry).
We may also disclose data where required by law, to protect our rights, or in connection with a merger, acquisition, or
sale of assets (in which case we will notify you).

8. International Data Transfers
Where any of our service providers process data outside the UK or European Economic Area, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Addendum or adequacy regulations, before the transfer takes place.

9. Data Retention
We retain your personal data for as long as your account remains active, so that the Service can function as intended. If you close your account, we will delete or anonymise your personal data within a reasonable period, except where we are required to retain certain records (for example, billing records for tax purposes) for longer to meet legal obligations. You can request deletion of specific content, or your entire account, at any time — see Section 10.

10. Your Rights
Under UK GDPR, you have the right to:
• access the personal data we hold about you;
• correct inaccurate or incomplete data;
• request erasure of your data ("right to be forgotten"), subject to legal retention requirements;
• restrict or object to certain processing, including direct marketing;
• receive your data in a portable format, and have it transferred to another provider where technically feasible;
• withdraw consent at any time, where processing is based on consent.
To exercise any of these rights, contact us at support@minder.services. You also have the right to lodge a complaint with
the UK Information Commissioner's Office (ICO) at ico.org.uk if you believe we have not handled your data
appropriately.

11. Cookies and Similar Technologies
Our website and application use essential cookies necessary for the Service to function (for example, keeping you logged in), and may use analytics cookies to help us understand how the Service is used. Where analytics or non-essential cookies are used, we will ask for your consent through a cookie banner, and you can manage your preferences at any time.

12. Children's Privacy
The Service is not directed at, and must not be used by, anyone under the age of 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us so we can delete it.

13. Changes to This Policy
We may update this Privacy Policy from time to time. Where changes are material, we will notify you (for example, by email or an in-app notice) before they take effect. The "Effective date" at the top of this policy shows when it was last updated.

14. Contact Us
If you have questions about this Privacy Policy or how we handle your data, please contact us at support@minder.services