Information We Collect
Personal Information
Name, contact details, email, date of birth, and demographic details provided during registration.
Health Information
Self-assessment responses, consultation notes, therapy logs, and mental health history.
App Data
Usage patterns, device information, cookies, and analytics to enhance your experience.
Data Retention Policy
1. Purpose
Mindorae is committed to protecting the privacy, confidentiality, and security of our users' personal and health information. This Data Retention Policy explains how long we retain personal data collected through the Mindorae mobile application and website, and when such data is securely deleted or anonymized.
We retain information only for as long as necessary to provide our services, comply with applicable laws and professional obligations, resolve disputes, and maintain the security and integrity of our platform.
2. Scope
This policy applies to all users of the Mindorae platform, including:
- Clients and patients
- Psychologists
- Psychiatrists
- Counsellors and therapists
- Healthcare professionals
- Website and mobile application users
3. Data Retention Schedule
Retention Period: While the account remains active and up to 30 days after an account deletion request, unless legally required to retain it for a longer period.
Personal Profile Information
Retention Period: Until account deletion or as required by applicable law.
Appointment Records
Retention Period: 7 years after the last consultation, unless a longer period is required by law.
Clinical Notes and Therapy Records
Retention Period: A minimum of 7 years after the last consultation, or longer where required by applicable healthcare regulations.
Psychiatric Consultation Records
Retention Period: A minimum of 7 years after the last consultation, or longer where legally required.
Prescriptions
Retention Period: 7 years, or longer if required by applicable law.
Laboratory Reports and Uploaded Medical Documents
Retention Period: 7 years after the last consultation, unless legally required to retain them for a longer period.
Secure Messaging and Chat
Retention Period: Retained as part of the patient's clinical record where clinically relevant; otherwise, retained for up to 90 days after the consultation.
Video Consultation Recordings
Mindorae does not record consultations by default. If recording is enabled with explicit written consent from all participants, recordings will be retained only for the agreed purpose and deleted when no longer required.
Payment Records and Invoices
Retention Period: 7 years for taxation, accounting, and regulatory compliance.
Customer Support Communications
Retention Period: Up to 3 years after resolution of the enquiry.
Audit Logs and Security Logs
Retention Period: Up to 12 months, unless required for ongoing investigations or legal obligations.
Device Identifiers and Technical Logs
Retention Period: Up to 12 months.
Marketing Preferences
Retention Period: Until consent is withdrawn or the account is deleted.
Cookies and Analytics Data
Retention Period: In accordance with the Mindorae Cookie Policy and applicable privacy laws.
4. Account Deletion
Users may request deletion of their Mindorae account at any time.
Upon verification of the request:
- Personal profile information will be deleted or anonymized within 30 days, where legally permitted.
- Data that must be retained for medical, legal, taxation, fraud prevention, or regulatory compliance purposes will continue to be securely stored until the applicable retention period expires.
- Once the mandatory retention period ends, such data will be permanently deleted or irreversibly anonymized.
5. Legal and Regulatory Requirements
Mindorae may retain certain information beyond the periods listed above where required to:
- Comply with applicable healthcare laws and regulations.
- Meet professional record-keeping obligations.
- Respond to legal proceedings or law enforcement requests.
- Investigate fraud or misuse of the platform.
- Protect the rights, safety, and security of users, healthcare professionals, and Mindorae.
6. Secure Deletion
When applicable retention periods expire, Mindorae securely disposes of personal data using appropriate technical and organizational measures, including:
- Permanent deletion from production systems.
- Secure deletion from backup systems according to applicable backup retention schedules.
- Irreversible anonymization, where appropriate.
- Secure destruction of any physical records.
7. User Rights
Subject to applicable law, users may have the right to:
- Access their personal data.
- Correct inaccurate information.
- Request deletion of eligible personal data.
- Request restriction of processing.
- Obtain a copy of their personal information, where applicable.
- Withdraw consent for optional processing activities.
Requests may be submitted through the Mindorae application or by contacting our Privacy Team.
8. Data Security
Mindorae implements appropriate administrative, technical, and physical safeguards to protect personal and health information, including:
- Encryption of data in transit and at rest.
- Role-based access controls.
- Multi-factor authentication for authorized users, where applicable.
- Audit logging and continuous security monitoring.
- Secure cloud infrastructure.
- Regular security assessments and vulnerability management.
9. Policy Updates
Mindorae may revise this Data Retention Policy from time to time to reflect changes in legal requirements, regulatory guidance, or our services.
Updated versions of this policy will be published within the Mindorae application and on our website, along with the revised effective date.
10. Contact
For any questions, concerns, or requests regarding this Data Retention Policy, please contact:
Email: support@mindorae.com
How We Use Your Data
- Provide and improve consultation services, therapy plans, and recommendations.
- Manage appointments, billing, reminders, and follow-ups.
- Monitor app performance, troubleshoot issues, and optimize user experience.
- Communicate updates, promotions, or policy changes (with your consent).
Confidentiality & Data Security
- All health data is treated as strictly confidential.
- Access to your records is limited to professionals directly involved in your care.
- We use industry-standard encryption and security protocols to prevent unauthorized access or data breaches.
Disclosure of Information
We do not share your personal or sensitive information with third parties except in the following cases:
- With your explicit consent.
- When required by law or for safety reasons.
- With trusted providers (e.g., payment gateways), who are contractually bound by confidentiality.
Your Privacy Rights
You have the right to:
- Access your personal data.
- Correct inaccuracies.
- Request deletion of your information.
- Withdraw consent for specific data uses.
- To exercise these rights, contact us at support@mindorae.com.
Use of Cookies & Tracking
We use cookies and similar technologies to improve functionality and analytics. You may manage cookie preferences through your browser settings.
Policy Updates
This policy may be revised periodically. Significant updates will be communicated via email or in-app notifications, along with the effective date.
Contact Us
For privacy-related inquiries, please contact us at: support@mindorae.com