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, you can find our registration details with the ICO, the UK's data protection regulator.
If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact Richard Apletree.
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 collect from you 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 fulfil our contract with you.
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.
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 under our contract with you.
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 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 on the relevant event sign up form or 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 handle yyour 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 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. We do this because it is in our legitimate interest to provide you with the a positive user experience.
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.
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 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. We process your data in this way because it is in our legitimate interest to assess your suitability for a position or because it is required by law. 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.
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.
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 may be set on the mindfoundry.ai or hubspot.com domain. They contain no personal information and are necessary for our website to function effectively. |
|
__hs_opt_out |
13 months |
Our website is hosted using Hubspot. This is one of a number of possible Hubspot cookies depending on the level of consent you give to us. This persistent cookie is necessary to remember your answer when we showed you the cookie consent banner. The value will be "yes" if you consent to our use of non-essential cookies, otherwise it will be "no". |
|
__hs_initial_opt_in |
7 days |
This Hubspot cookie is used to prevent the cookie consent banner from always displaying if you are browsing in strict mode. The value will be "yes" or "no". |
|
__hstc |
13 months |
This is one of a number of possible Hubspot cookies if your cookie consent permitted the use of analytical tracking. As well as hosting our website pages, Hubspot can provide us with useful information about your usage of them. This cookie is the primary cookie that distinguishes you from other 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 consent permitted the use of analytical tracking. We use Google Analytics to generate statistics on how well our campaigns perform at attracting people to our website and how those people go on to comsume content. 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 may 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 consent permits it. It contains a unique identifier that distinguishes you from other visitors but contains no personal information. |
|
_fbc |
90 days |
Another cookie set by Facebook if your cookie consent permits it. It will only be set if you landed on our website via a Facebook ad that we have placed. |
|
bcookie and bscookie |
2 years |
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 consent permitted the use of analytical cookies. These particular cookies are Browser Identifier cookies that uniquely identify devices accessing LinkedIn to detect abuse on the platform. |
|
lang |
Session |
Also set by LinkedIn Insight Tag and used to remember a user's language setting to ensure LinkedIn.com displays in the language selected by the user in their settings. |
|
li_gc |
2 years |
Set by LinkedIn Insight Tag and used to store consent of guests regarding the use of cookies for non-essential purposes |
|
lidc |
1 day |
Set by LinkedIn Insight Tag and used to facilitate routing of information to the correct data center for processing. |
| UserMatchHistory |
30 days |
Set by LinkedIn and used for Ads ID synchronization. |
| AnalyticsSyncHistory |
30 days |
Set by LinkedIn and used to store information about the time synchronization with other LinkedIn analytics cookies took place. |
We are based within the UK. Information you provide to us is stored and processed on our own secure servers or those of third-party service providers. Some of those providers are based outside the UK, either in the European Economic Area (EEA) or in other locations. Therefore data processing will involve a transfer of data outside of the UK. Transfer between the UK and countries within the EEA is permitted by the UK government and/or a European Commission adequacy decision. Whenever we transfer data outside of the UK and 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 UK government and/or European Commission;
by using specific contracts approved by the UK government and/or European Commission which give your personal information the same protection it has in the UK and Europe;
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 privacy@mindfoundry.ai for the details as to how we protect specific transfer of your data.
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.
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 privacy@mindfoundry.ai.
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.
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 18th February 2022.
