Privacy Policy

This webpage sets out when and how we use your personal information that you or others provide to us.

Who we are

We are Mind Foundry Limited, a limited company (registered with number 09882159).

Our registered address is 9400 Garsington Road, Oxford Business Park, Oxford, United Kingdom, OX4 2HN.

Mind Foundry Limited is the controller and responsible for this website.

Richard Apletree is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact Richard Apletree.

 

How we use your data

When you purchase our software and sign up for our services

When you purchase and/or sign up for one of our services such as trialing and/or licensing our software or where we provide you with support services or bespoke consultancy services, we will use your personal information to process your order and provide you with the service. The details we collect from you when you purchase and/or sign up for one of our services include your name, job title, email address, company name, and telephone number. We will also collect your financial information required to process your order.

To complete your order, we share your personal information with our subcontractors who are involved in the order process, such as payment providers, as well as credit reference agencies that we use to assess fraud, credit, and/or security risks.

We need to process your personal information in this way to process your order and provide the services.

When you use our software

We prohibit our clients from uploading personal data to our products. However, in the event that personal data is uploaded, depending on our product, we may need to process this data in order to provide you with support. It is in our legitimate interest to do this. You can object to us using your information in this way by contacting us at support@mindfoundry.ai. If you do not provide us with access to the personal data, we may not be able to fully answer your queries.

In order to deliver the software to you, we may share your personal information with our subcontractors who are involved in the customer success process. We need to process your personal information in this way in order to provide the services.

When you attend one of our events or industry events

When you attend one of our events (such as a presentation or seminar), we will collect information from you including your name,  job title, email address, company name and location, and telephone number. If you have already signed up to or otherwise registered an interest in our services and register to attend an event, we will use the details we already hold on file for you to confirm your booking. We need to use your personal information in this way to complete the booking contract between us.

If we host an event with a business partner, we may provide a delegate list to the organizations and other individuals who attend our events. We do this because our events provide a useful network opportunity and we have a legitimate interest in wanting to help build and develop the scientific community. You can object to us using your information in this way by contacting us by email at marketing@mindfoundry.ai.

When you email us or use our website chat service

When you contact us by email with general queries or otherwise use our online chat facility, we may also handle your personal information (your name, contact details and the other details you provide to us) in order to provide the customer services you have asked us to. This could be when you ask us to provide more information about our software, or explain how our pricing structure works. We may store these chats for a period of 2 years.

We rely on your consent to handle your personal information in this way. If you do not provide us with the personal information we request from you for customer services purposes, we may not be able to fully answer your queries.

When you have expressed an interest in our services

This section applies if you have opted-in to receive marketing communications from us, or have previously expressed an interest in our services and have not opted out.

We will handle your personal information (such as your name, email address, job position, company name and location, and telephone number) to provide you with marketing communications in line with any preferences you have told us about.

When we send you marketing emails because you have opted-in to receive them, we rely on your consent to contact you for marketing purposes. If you have not opted-in and we send you marketing emails, we do this because of our legitimate interest to promote the success of Mind Foundry. Every email we send to you for marketing purposes will also contain instructions on how to unsubscribe from receiving them.

We also work closely with third-party advertising networks, analytics providers, and search information providers from whom we may also receive general aggregated anonymous information about you. We will combine the information you provide to us with information we collect about you in this way. We use it to improve the relevance of any communications that we send to you.

You are not under any obligation to provide us with your personal data for marketing purposes. You can tell us that you do not want your personal information to be processed in this way at any time by contacting us at marketing@mindfoundry.ai or, where relevant, by following the unsubscribe link shown in every marketing communication you receive from us. Be aware we will need to keep your contact details on record to remember your communication preferences.

When you have expressed an interest in a career with us

If you contact us directly or via a job board either speculatively or about a particular job opening we will store and process your personal information (name, contact details, career history, and any other details you provide to us) for the purposes of processing your application. If you reach the offer stage of our interview process we may also use this information to perform reference and background checks on you (you will be asked again for your permission to use your data at that point). If you are not suitable for any current positions we may keep your personal information for a period of up to 1 year so that we might contact you in the event that a potentially suitable position becomes available. You can tell us that you no longer want your data to be stored and processed in this way at any time by emailing us at careers@mindfoundry.ai.

To make our website better

We will also use your personal information to provide you with a more effective user experience. We will collect data about what content you view and how you view it. We use it to improve the structure of the website as a whole and also the layout of individual pages. We will also use it to provide you with a more tailored experience by providing you with content which we believe you will be most interested in. If you also opt-in for marketing communications then we may use your browsing history to tailor the messages we send to you. What you see on our website and in marketing communications may differ from someone with a different history or browsing habits.

We will ask for your consent when you first visit the website and before recording your browsing activity. For more information on this please see the section below on cookies.

 

If our business is sold

We will transfer your personal information to a third party:

  • if we sell or buy any business or assets, we will provide your personal information to the buyer (but only to the extent we need to, and always in accordance with data protection legislation); or

  • if Mind Foundry or the majority of its assets are acquired by somebody else, in which case the personal information held by Mind Foundry will be transferred to the buyer.

We process your personal information for this purpose because we have a legitimate interest to ensure our business can be continued by the buyer. If you object to our use of your personal information in this way, the buyer of our business may not be able to provide services to you.

In some circumstances, we may also need to share your personal information if we are under a duty to disclose or share it to comply with a legal obligation.

 

Cookies

A cookie is a small file that we store on your device when you browse our website. We do this when there is a reason to remember information from one page view to the next. Sometimes it is necessary to do this. For example, to keep our website safe from malicious attacks, or to provide a secure sign-up process, or to remember your preferences. Sometimes it is not strictly necessary but beneficial. For example, to track your browsing history so we can improve your browsing experience and our marketing communications to you, or to improve the overall effectiveness of our marketing campaigns. We will only store cookies that are not strictly necessary if you provide your consent. We will ask for your consent by displaying a consent banner when you first visit our website. If you decline we will only place necessary cookies, we will not place non-essential cookies, nor will we track your browsing activity. If you initially accept but later wish to withdraw your consent then you can delete all the cookies we may have placed using the cookie management features of your browser. You can also use these features to block all cookies (including necessary cookies) but please be aware doing so may have a detrimental effect on the performance of the website. Please note that different browsers manage cookies independently.

The cookies that we might set, depending on your consent, are set out in the table below. We review this list regularly to check its accuracy. However, we rely on third party technologies for some services and some details may change over time. If you believe any information here is inaccurate then please do contact us to let us know and we will correct it. Please note that third parties (mostly advertising networks) may also use cookies that appear to be associated with our website according to your browser. We do not have any control over these.

Cookie Name

Cookie Expiry

Cookie Purpose

__cf*

Session

Our website uses CloudFlare to provide content delivery services and protection against malicious attacks. CloudFlare may place various cookies to maximize network resource utilization, manage traffic, and detect and mitigate malicious traffic. The cookies start with the __cf prefix and usually expire at the end of the session. They contain no personal information and are necessary for our website to function effectively.

__hs_opt_out

13 months

This persistent cookie is necessary to remember your answer when we showed you the cookie preferences banner. The value will be "yes", otherwise it will be "no".

__hs_initial_opt_in

7 days

This cookie is used to prevent the cookie preferences banner from always displaying if you are browsing in strict mode. The value will be "yes" or "no".

__hstc

13 months

Our website is hosted using Hubspot. This is one of a number of possible Hubspot cookies if your cookie preferences permitted the use of analytical tracking. As well as hosting our website pages, it can provide useful information about your usage of them. This cookie is the primary cookie that distinguishes you from our site visitors. It contains no personal information.

__hssc

30 minutes

This is another Hubspot cookie that is used to recognize when you start a new browsing session. It encodes information about when the session started and how much content has been seen.

__hssrc

Session

This Hubspot cookie is used in combination with __hssc to keep track of sessions. If this cookie exists then it will always have the value 1.

hubspotutk

13 months

When you submit a form on our site this Hubspot cookie is used to recognize if you have already submitted this or any other form. It contains a unique identifier that distinguishes you from other visitors but contains no personal information.

_gid

24 hours

One of a number of possible cookies placed by Google Analytics if your cookie preferences permitted the use of analytical tracking. We use Google Analytics to generate statistics on how people use our website. This cookie contains a unique identifier and is used to distinguish you from other visitors to our website. It contains no personal information.

_ga

2 years

Another Google Analytics cookie. This is similar in purpose to _gid but this cookie is intended to remember you over a longer period of time.

_gat

1 minute

Google Analytics uses this cookie to throttle the number of requests to their servers from our website.

_gac_UA-117514818-1

3 months

If you land on our website having followed a promotional link then Google Analytics will set a cookie with this name (or similar) to remember some details about the marketing campaign.

_GRECAPTCHA

Session

This cookie is set by Google reCAPTCHA, which is necessary to protect our site against spam enquiries on contact forms.

_fbp

90 days

This cookie is used by the Facebook advertising network. It will be set if your cookie preferences permitted the use of analytical tracking. It contains a unique identifier that distinguishes you from other visitors but contains no personal information.

_fbc

90 days

Another cookie used by Facebook but will only be set if you landed on our website via a Facebook ad and have opted-in to analytical tracking.

various

various

We include LinkedIn Insight Tag on our website to help us understand the effectiveness of advertising campaigns we run on LinkedIn. The tag will place various session and persistent cookies as part of its function provided your cookie preferences permitted the use of analytical cookies.

 

Websites we link to

Our site may, from time to time, contain links to and from the websites of our and affiliates.  If you follow a link to any of these websites or use our services, please note that you have left our site and these websites have their own privacy policies. 

We do not accept any responsibility or liability for these policies or websites.  Please check their policies before you submit any personal information to these websites.

 

Where we store your data

We are based within the European Economic Area (EEA). However, some of our external third parties are based outside the European Economic Area (EEA) so their processing of your personal information will involve a transfer of data outside of the EEA.

Whenever we transfer your personal information outside of the EEA, we ensure it is protected by making sure at least one of the following safeguards is in place:

  • by transferring your personal information to a country that has been deemed to provide an adequate level of protection by the European Commission;
  • by using specific contracts approved by the European Commission which give your personal information the same protection it has;
  • where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US.

To keep this privacy policy as short and easy to understand as possible, we have not set out the specific circumstances when each of these protection measures are used. You can contact us at info@mindfoundry.ai for the details as to how we protect specific transfer of your data. Information you provide to us is stored on our secure servers or those of our third-party data storage providers.

 

How long we retain your data for

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or legal requirements.

To determine the appropriate retention period for the personal information we hold, we consider the amount, nature, and sensitivity of the personal information, the risk of harm from unauthorized use or disclosure of your personal information, the reasons why we handle your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances, we may request to purchase your anonymized personal data so that it can no longer be associated with you for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

 

Your right to object under data protection laws

You have the right to object to us handling your personal information:

  • when we are handling your personal information based on our legitimate interests (as described in the “How do you use my data” section above). If you ask us to stop handling your personal information in this way, we will stop unless we can show you that we have compelling grounds as to why our use of your personal information should continue; or
  • for marketing purposes. If you ask us to stop handling your personal information on this basis, we will stop.

 

Your rights under data protection laws

You have various rights when it comes to how Mind Foundry handles your personal data. These rights are set out fully here.  These include rights to:

  • Access personal data (also known as a “subject access request”);
  • Correct incomplete or inaccurate personal data we hold about you;
  • Ask Mind Foundry to erase the personal data we hold about you;
  • Ask Mind Foundry to restrict its handling of your personal data;
  • Ask Mind Foundry to transfer your personal data to a third party;
  • Object to how Mind Foundry is using your personal data; and
  • Withdraw your consent to Mind Foundry handling your personal data.

Privacy law is often complicated, and whether these rights are available to you sometimes depends on the personal data we are handling. If you would like information about how to exercise these rights, please contact us at info@mindfoundry.ai.

 

Changes to our privacy policy

Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates.

 

Contacting us with feedback

Questions, comments, and requests regarding this privacy policy are welcomed and should be addressed to Richard Apletree, CFO.  

 

This privacy policy was last updated on 8th November 2021.