Privacy Policy

1. Introduction

HelloMinds ("HelloMinds", "we", "us") is an experimental platform for live video conversations ("MindRooms").

During this MVP / private beta phase, the Service is operated by:

This Privacy Policy explains how we handle personal data when you use hellominds.com and related services, even if you're only a tester, friend, or potential investor.

2. What data we collect in this MVP phase

Because this is a small, invite-only test, data collection is limited but may include:

a) Access and test account data

Depending on how you join:

• Generic guest accounts or test credentials, and/or
• Named admin/host accounts used by us or selected testers.

We may process data such as:

• Display name or nickname.
• Optional profile details (e.g. profile picture, language preference), if enabled.

We do not currently operate an open sign-up for the general public and do not maintain a large user account database yet.

b) Technical and usage data

When you access the Service, our systems and our providers may automatically collect:

• IP address and approximate location at city/country level.
• Browser type, device type and operating system.
• Dates and times of access.
• Information about which rooms you join and for how long, and your role (e.g. host, guest).

c) Audio and video data

When you join a MindRoom:

• Your audio and video are transmitted in real time via our video infrastructure.
• In some test scenarios, we may record audio and/or video. Such rooms will be clearly labelled, and you will be asked for explicit consent (for example via a checkbox) before you can join or continue in those rooms.

d) Communication and feedback

If you contact us (for example, by email or feedback form), we process:

• Your email address,
• The content of your message, and
• Any additional information you choose to provide (e.g. bug reports, suggestions).

e) No payment data (for now)

Currently, there are no payments or billing features on HelloMinds. We therefore do not collect or store payment card details or transaction data at this stage.

3. Our service providers

To run the Service, we rely on third-party providers (data processors), such as:

• Hosting provider (for example, for web and backend hosting).
• Video infrastructure provider (for example, a service like LiveKit Cloud) to transmit audio/video streams.
• Email / support tools to send and receive messages.

These providers process data on our behalf and under our instructions. We aim to use appropriate contractual and technical safeguards as required by GDPR.

As the product evolves and our provider list stabilises, we will document specific providers more precisely.

4. Why we process your data (legal bases)

Under the EU General Data Protection Regulation (GDPR), we rely on the following legal bases:

a) To provide and test the Service

Legal bases: Contract (Art. 6(1)(b)) & Legitimate interests (Art. 6(1)(f))

• Allowing invited users to join rooms and participate in conversations.
• Transmitting audio and video in real time.
• Running closed tests to evaluate and improve HelloMinds.

We have a legitimate interest in testing and improving the platform in a controlled manner before a public launch.

b) To ensure security and prevent misuse

Legal basis: Legitimate interests (Art. 6(1)(f))

• Monitoring for unusual activity, abuse or attacks.
• Investigating technical issues or potential misuse.
• Protecting the stability and integrity of the Service.

c) To communicate with you

Legal bases: Contract (Art. 6(1)(b)) & Legitimate interests (Art. 6(1)(f))

• Responding to questions, feedback, or bug reports.
• Informing you of important changes related to tests or the Service.

We will not send marketing newsletters or similar without your prior consent.

d) To comply with legal obligations

Legal basis: Legal obligation (Art. 6(1)(c))

• Complying with applicable laws, and responding to legitimate requests from authorities where required.

e) With your consent (where required)

Legal basis: Consent (Art. 6(1)(a))

• Joining recorded rooms where explicit consent to recording is required.
• Any optional analytics or tracking that is not strictly necessary (if used in the future).

Where we rely on consent, you can withdraw it at any time (for example, by not joining recorded rooms, or by contacting us).

5. How we use your data

We use personal data to:

• Provide basic functionality of HelloMinds during this MVP phase.
• Test performance, stability and user experience.
• Identify and fix bugs, connection problems and UX issues.
• Monitor and respond to harmful or abusive behaviour.
• Communicate with testers and potential partners/investors when appropriate.

We do not sell your personal data.

6. How we share your data

We share personal data only when necessary:

a) With our processors (service providers)

As described above, data may be processed by:

• Hosting/infrastructure providers.
• Video infrastructure providers.
• Email / support tool providers.

They act under our instructions and are not allowed to use your data for their own independent purposes.

b) With other participants in rooms

When you join a room, other participants may see:

• Your display name and any profile picture you choose to use.
• Your audio and video stream while your microphone/camera are enabled.
• Any chat messages, reactions or other contributions you make during the session (if such features exist).

c) Recordings (test use)

If we record a test session, we may:

• Review recordings internally to understand issues and improve the platform.
• Use short extracts privately to show functionality to collaborators or potential investors (not for public marketing without your explicit permission).

We aim to keep recorded data for a limited period only (see retention below).

d) For legal reasons

We may disclose data if we believe it is reasonably necessary to:

• Comply with laws or legal processes.
• Protect the rights, property or safety of HelloMinds, our testers or the public.
• Detect, prevent or address fraud, security issues or technical problems.

7. International transfers

Our providers may process data in countries outside the EU/EEA.

Where this happens, we seek to ensure appropriate safeguards, such as:

• Adequacy decisions by the European Commission, or
• Standard contractual clauses or equivalent legal mechanisms.

As our infrastructure and provider choices stabilise, we will update this section with more detail.

8. Data retention

Given the experimental nature of this MVP:

• We try to minimise data collection and retention.
• Retention periods may be adjusted as we refine the product.

Indicatively:

• Technical logs (e.g. IP address, access times, error logs) may be kept for up to 6–12 months for debugging and security, and may be deleted sooner.
• Test recordings are kept only as long as needed to review and improve the platform, typically not longer than 6–12 months, unless required for an ongoing investigation or legal reason.
• Emails and feedback may be kept as long as needed to manage our relationship with testers and to remember important decisions or issues.

When HelloMinds moves from a small test to a broader public or commercial version, we will review and clarify these retention periods.

9. Your rights under GDPR

If you are in the EU/EEA or a similar jurisdiction, you have the following rights regarding your personal data:

• Right of access – to know what personal data we hold about you.
• Right to rectification – to correct inaccurate or incomplete data.
• Right to erasure – to ask us to delete your data in certain circumstances.
• Right to restriction of processing – to ask us to limit how we use your data.
• Right to data portability – to receive certain data in a structured, machine-readable format.
• Right to object – to certain processing based on legitimate interests.
• Right to withdraw consent – if processing is based on your consent.

You also have the right to lodge a complaint with your local data protection authority if you believe your rights have been violated.

10. Security

We take reasonable technical and organisational measures to protect your data, such as:

• Using encrypted connections (HTTPS) where available.
• Limiting access to systems and data to those who need it.
• Configuring our infrastructure and accounts with security in mind.

However, no online service can be completely secure. You should use HelloMinds only from trusted devices and networks and avoid sharing highly sensitive information in test sessions.

11. Children

HelloMinds is currently intended for adults (18+) only. We do not knowingly collect data from children.

If you believe we may have unintentionally collected personal data from a minor, please contact us so we can delete it where appropriate.

12. Changes to this Privacy Policy

We may update this Privacy Policy as the Service evolves or as we move towards a public or commercial launch.

• The version number and date at the top indicate the latest version.
• If changes are significant, we will try to inform active testers (for example, by email or a notice in the interface).

If you continue to use the Service after changes take effect, you accept the updated Policy.

13. Contact

For questions or requests regarding this Privacy Policy, you can reach us at: