Privacy Policy

This Privacy Policy (“Privacy Policy”) for The Hopeful Mind (dba The Hopeful Mind)

This Privacy Policy describes how/why we might collect, store, use, and/or share your information when you use our website (Website), such as when you visit our website at, or any website of ours or engage with us in other related ways (sales, marketing, etc). 

At The Hopeful Mind, we respect your privacy and the right to control your personal data. We want to explain why we collect data and what we do with it. We strive to keep your personal data safe, and will not sell your data to 3rd parties. This Privacy Policy explains the information we collect and how we will use it.

1. Acknowledgement and acceptance of terms
By visiting and using this Website, you agree that your use of our Website, and any dispute over privacy, is governed by this Privacy Policy. We may need to change our Privacy Policy in the future, in which case we’ll post the changes to this Privacy Policy on this website. By continuing to use the Website after we post any changes, you accept the Privacy Policy and the new modifications we’ve made. If you do not agree with our policies and practices, please do not use our Website. If you still have any questions or concerns, please email us here

2. Participating partner/vendor policies
Related services and offerings with links from this website, including vendor sites, have their own privacy statements that can be viewed by clicking on the corresponding links within each respective website. Our payment processor Stripe and our client portal Vcita are examples. We don’t have control over 3rd party merchants, and we are not responsible for the privacy practices of those sites. We encourage and recommend that you view their privacy policies before providing any personal information to those platforms. 

Stripe privacy policy:

Vcita privacy policy:

3. Why do we collect personal information? 

The following are examples of why we might collect personal information

To facilitate the delivery of Services to our users
To send useful administrative information to you (like booking reminders or changes to our policies)
To ask for your feedback or testimonials
To provide useful content you may be interested in
To reply to support requests from our users
To send marketing/promotional communications and targeted advertising
To determine the effectiveness of our marketing campaigns and user trends
To comply with any legal obligations we may receive or defend our own legal rights

We collect personal information that you voluntarily provide to us when you register for our Website, express an interest in obtaining information about us or our products and Website, or otherwise when you contact us. The following data is a sample of the data you would voluntarily provide to our client management software (Vcita): name, address, phone number, email address. You may be asked to voluntarily provide other data. The following data is data you would voluntarily provide to our payment processor Stripe: name, address, email address, payment information. The Hopeful Mind does not store any of this information on any of our own web servers. 

We may also collect Log and Usage Data.  This data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Website and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity on the Website . We may also collect Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Website. Depending on the device used, this device data may include information such as your IP address (or proxy server), location, browser type, hardware model, device and application identification numbers operating system, and any system configuration information.

In accordance with GDPR in Europe, we collect some data concerning health which is considered sensitive data. The Hopeful Mind provides services where clients discuss sleep habits and patterns.  This data is collected and entered into Vcita (the client management tool). This data collection is considered lawful by GDPR  if the data subject has given explicit consent. When you book Services on the Hopeful Mind Website, European (and all other) clients will be asked to check a box offering this explicit consent.  

You can read about Vcita GDPR compliance here

See this Website’s GDPR Section (section 6) below for more GDPR compliance. 

4. Safeguarding your personal information
We have technical processes and procedures to help secure your personal information. That being said, no electronic method of transmission over the web or information storage method is 100% guaranteed to be secure. We cannot guarantee that cyber criminals, hackers, or unauthorized third parties will not be able to improperly collect, access, steal, or modify your information. In the event of a data breach (our web servers or our 3rd party partners), we will notify all clients within 72 hours from the moment we become aware. 

5. Payment information
The Hopeful Mind does not store ANY payment information. Any payment information you willingly provide is stored by our payment processor Stripe. You may find their privacy policy link(s) here: and Vcita:

6. GDPR Section (EU and UK users)
The General Data Protection Regulation (GDPR) and UK GDPR require us to provide a legal basis we use to process your personal information. That basis is:

Consent. We may process your information if you have given us consent to use your personal information for a specific purpose.
Performance of a Contract. We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you.
Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations.

You may withdraw your consent by contact our GDPR officer at

7. With who and when do we share your personal information?
We will not disclose personally identifiable information we collect from you to third parties without your permission except to the extent necessary including:

-To fulfill your requests for services and products

-To third parties who use such information solely in performance of services to us (Stripe,Vcita, Facebook, Google)

-To protect ourselves, our customers, or our vendors from liability or to defend our rights (including investigations of fraud or misconduct)

3rd party vendor list:
Facebook Audience Network, Facebook Account, Google Account, Google AdSense, Stripe, Google Login, Facebook Login

8. How long do we store your data?
Unless a longer retention period is required or permitted by law (such as for tax, accounting, or other legal requirements), we will only keep your personal information for the time that is necessary for the purposes outlined in this Privacy Policy. We will not keep your personal information for longer than twenty-four (24) months after the beginning of the user’s account’s inactivity for any purpose outlined in this notice. If we no longer have a legitimate business need to process your personal information, we will either anonymize or delete it. If this is not possible (for instance, because your personal information is stored in backup archives), we will securely store it and keep it from being processed further until it can be deleted.

9. Our use of Cookies
We may use a standard feature in web browsers called a “cookie” to enhance your experience with the Website. Cookies are files that your browser places on your hard drive for record-keeping. By showing how and when visitors use the Website, cookies help us identify how many unique users visit us, deliver advertisements, and track user trends. They also prevent you from having to re-enter your preferences in certain places on the Website.. The Website also may use web beacons (single-pixel graphic files also known as “transparent GIFs”) to access cookies and to count users who visit the Website or open HTML-formatted email messages.

10. Data collection and minors
We do not knowingly market to children under the age of 18 or solicit data from them. You warrant that you are at least 18 years old or that you are the parent or guardian of a minor and consent to the use of the Website by the minor dependent. We will deactivate the account and take reasonable steps to delete such data as soon as we learn that personal information from users under the age of 18 has been collected. Please contact us at if you become aware of any data we may have collected from children under the age of 18.

11. Data Rights and Privacy
You have rights that give you more control over your personal information in some places, like Canada, the United Kingdom, and the European Economic Area (EEA). Your account can be viewed, modified, or terminated at any time.

You have certain rights under data protection laws in some places, like the EEA, UK, and Canada. These may include the rights to: (i) access your personal information and obtain a copy of it; (ii) request its erasure or correction; iii) to limit how your personal information is used; and (iv), if data portability is necessary.

If you would like to withdraw your consent or opt out of marketing or promotional communications, please contact us at

After that, you will be taken off the marketing lists. However, we may still communicate with you, for example, to respond to service requests, send you service-related messages that are required for account administration and use, or for other non-marketing reasons. You may also still see marketing on 3rd party platforms like Facebook (where you would need to change settings there to no longer see our advertisements). 

12. Your Account Information
You have the ability to review, modify, or terminate your account at any time by logging into your account settings. We will deactivate or delete your account and information from our active databases upon your request to terminate it. However, we may keep some information in our files in order to prevent fraud, resolve issues, aid in any investigations, uphold our legal terms, and/or comply with any applicable legal requirements.

Contacting us about this Privacy Policy and your personal information 

If you have questions or comments about this notice, you may contact our Data Protection Officer (DPO)Michelle Weil, please contact us at



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