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 do you use my data?

When you purchase our software and sign up to our services

When you purchase and/or sign up to one of our services such as trialling 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 to one of our services include your user 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 who 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 information, we may not be able to fully answer your queries.

In order to deliver the software to you, we share your personal information with our subcontractors who are involved in the customer success process, such as Gainsight. 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 the following information from you: name,  job title, email address, company name 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 organisations 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. We store these chats.

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.

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 not opted out.

We will handle your personal information (such as your name, email address, job position, company name, address 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.  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.

 

To make our site better

We will also use your personal information to provide you with a more effective user experience (such as by displaying content we think you will be interested in). Our use of your information in this way means that your experience of our site will be more tailored to you by providing you with content which you may be interested in, and that the information you see on our site may differ from someone accessing the same site with a different history or browsing habits.

We will also use your personal information for the purposes of making our site more secure, and to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.

We process your data for this reason because we have a legitimate interest to provide you with the best experience we can, and to ensure that our site is kept secure.

You can prevent us from using your personal information in this way by using the 'do not track' functionality in your internet browser. If you enable do not track functionality, our site may be less tailored to your needs and preferences.

 

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.

 

What about technical information and analytics?

Information we collect about you

When you visit our site we will automatically collect the following information:

  • technical information, including the Internet Protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, screen resolution, operating system and platform; and
  • information about your visit, including the full Uniform Resource Locators, clickstream to, through and from our site (including date and time), page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs) and methods used to browse away from the page.

Information we receive from other sources

We are also working closely with third party advertising networks, analytics providers, hosting 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.

 

Cookies

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer. We only use (and store) non-essential cookies on your computer's browser or hard drive if you provide your consent.

Our site uses cookies to distinguish you from other users of our site. This helps us to provide you with a good experience when you browse our site. By continuing to browse the site, you are agreeing to our use of cookies.

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.

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, which we do not have any control over. These cookies are likely to be analytical/performance cookies or targeting cookies.

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

Except for essential cookies and unless a different expiry is mentioned in the table above, all cookies will expire after 2 years.

 

Where is my data stored?

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 do 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 unauthorised 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 anonymise 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.

 

What are my 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.

 

What about 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.

 

When will you change your 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 or changes to our privacy policy.

 

How do I contact you 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 July 2021.