Privacy Policy

This Privacy Policy explains how Mindward Collective (“Mindward,” “we,” “us”) handles information in connection with this website and the marketing services we provide to our clients. It applies to this website and to business communications with us. It does not govern the privacy practices of our clients or of any other website you may reach from ours.

Who we are

Mindward Collective is a marketing agency that works exclusively with mental health, behavioral health and healthcare organizations. We are not a healthcare provider, a health plan, a medical practice or a patient portal, and we do not provide medical or behavioral health treatment. Our role in relation to health information is described in more detail in our Privacy & HIPAA Practices.

Information you give us directly

The only place this website invites you to submit information is our contact form. When you use it, or when you email or call us, we may receive:

• Your name
• Your organization and, where you provide it, your role
• Your work email address
• Your telephone number, if you choose to give it
• Your website address, if you choose to give it
• The type of organization or area of care you select
• Whatever you choose to write in the message field
• Your acknowledgement of the consent statement on the form

Please do not send us patient information. Our contact form is a business inquiry form for organizations considering working with us. It is not a patient intake form, a clinical channel or a secure health-information portal, and it should not be used to send diagnoses, medical records, treatment or medication details, insurance information, mental health or substance use histories, or any other protected health information.

Information collected automatically

When you submit our contact form, our forms software records the following alongside your message, as a standard part of how the software works:

• The IP address the submission came from
• Your browser user-agent string
• The page on our website the form was submitted from
• The date and time of submission

Our web hosting also keeps standard server logs, which typically include IP addresses, requested URLs, response codes, timestamps and user-agent strings. These are used for operating the site, diagnosing faults and protecting against abuse.

Beyond that, ordinary visits to this website do not require you to identify yourself, and we do not ask you to create an account.

Cookies, analytics and tracking technologies

We keep this deliberately light, and we have checked what is actually running rather than describing what a website of this kind typically uses.

What this website does not use

At the time of the last update above, this website does not load advertising pixels, conversion tags, remarketing tags, session-recording or heat-mapping tools, call-tracking scripts, chat widgets, social media tracking pixels, or third-party CAPTCHA services. Our web fonts are served from our own server rather than a third-party font network, and we do not load scripts from public content delivery networks.

Analytics

We use Google Analytics, implemented through a Google tag, to understand in aggregate how our public website is used — for example which pages are visited, how visitors arrive and roughly where in the world they are. Google Analytics sets cookies in your browser (commonly named _ga and _ga_ followed by a property identifier) and receives information including your IP address, the pages you view and general device and browser characteristics. Google processes this information as described in its own privacy documentation.

We do not use analytics to identify you personally, and we do not combine analytics data with the contents of your contact form submission.

Cookie controls

This website does not currently present a cookie consent banner. Most browsers let you block or delete cookies through their settings, and Google offers a browser add-on that opts you out of Google Analytics measurement across websites. Blocking cookies will not prevent you from using this site.

If you are visiting from a jurisdiction that requires prior consent for analytics cookies, please contact us and we will address your request.

How we use information

We use the information described above to:

• Respond to your inquiry and follow up with you
• Prepare proposals, scopes of work and estimates
• Provide and administer our services to clients
• Communicate with clients about active engagements
• Operate, maintain and improve this website
• Understand aggregate website performance
• Protect the security and integrity of our systems, and detect and prevent fraud, spam and abuse
• Keep ordinary business records and administer our business
• Meet our legal, regulatory and contractual obligations

We do not use the information you send through this website to make automated decisions that produce legal or similarly significant effects.

Health information and our HIPAA role

Mindward works with healthcare organizations, but Mindward is not itself a healthcare provider or a covered entity under HIPAA. This website is not a place where patient information is collected.

Certain client engagements may require Mindward to create, receive, maintain or transmit protected health information on a client’s behalf. Where that is the case, Mindward may act as a HIPAA business associate. In that role, our handling of protected health information is governed by applicable law, by our contract with the client and by the applicable business associate agreement — not by this Privacy Policy, which addresses our own website and business communications.

Our Privacy & HIPAA Practices page explains this role in more detail.

How information is shared

We do not sell personal information, and we do not sell, rent or license patient records or protected health information.

We share information with a small number of service providers who help us operate, and only as needed for them to perform their function:

• Website hosting and infrastructure. Our host stores this website and its server logs.
• Email delivery. Contact form notifications are delivered through an email delivery service, which processes the contents of the notification in order to send it.
• Analytics. As described above.
• Professional advisers and business administration. For example accountants or legal advisers, where relevant.

We may also disclose information where we are required to do so by law, to respond to lawful requests from public authorities, to enforce our agreements, or to protect the rights, property or safety of Mindward, our clients or others. If our business is involved in a merger, acquisition or sale of assets, information may be transferred as part of that transaction.

Client information that Mindward handles in the course of providing services is governed by our agreement with that client rather than by this policy.

Security

We take reasonable administrative, technical and organizational measures intended to protect information against loss, misuse and unauthorized access, and we review those measures from time to time. This website is served over an encrypted connection.

No website, system or method of transmission is completely secure, and we cannot guarantee absolute security. Please do not use this website to send information that would be damaging if it were disclosed.

How long we keep information

We keep inquiry and business records for as long as reasonably necessary for the purposes described in this policy — including responding to you, maintaining our client relationships, keeping ordinary business records and meeting legal, tax and contractual obligations — and then dispose of them in an appropriate manner. Retention periods for information handled on behalf of a client are governed by our agreement with that client.

If you would like us to delete a contact form submission you sent us, please ask and we will do so unless we are required to keep it.

Your privacy rights

Privacy rights vary depending on where you live. Depending on your jurisdiction, you may have the right to request access to the personal information we hold about you, to ask us to correct or delete it, to object to or restrict certain processing, or to lodge a complaint with a supervisory authority. We will not discriminate against you for exercising a privacy right.

To make a request, contact us using the details below. We may need to ask for information to verify your identity before we act.

Email communications

If you contact us, we will reply to the address you used. We may send occasional business communications to clients and to people who have asked to hear from us; any marketing email we send will include a way to unsubscribe. Unsubscribing from marketing email does not stop administrative or service-related messages about an active engagement.

Children’s privacy

This website is intended for business audiences and is not directed to children. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

Third-party websites

Our website and our work include links to other websites, including those of clients and partners. We do not control those websites and are not responsible for their content or privacy practices. Please review the privacy policy of any website you visit.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last Updated” date at the top of this page. If we make a material change, we will take reasonable steps to bring it to your attention.

Contact us

If you have questions about this Privacy Policy or about how we handle information, please write to us at info@mindwardcollective.com or use the form on our contact page.