This Privacy Policy describes how The Hopeful Mind (“we,” “us”) collects, stores, uses, and shares your information when you visit https://HopefulMind.com or engage with us in related ways (booking services, marketing communications, support requests).
We respect your privacy and your right to control your personal data. We will not sell your data to third parties. This policy explains what we collect, why, and the choices you have.
1. Acceptance of this policy
By using this Website, you agree that your use of the Website, and any dispute over privacy, is governed by this Privacy Policy. If we change this policy, we will post the updated version on this page and revise the “Last updated” date above. Continued use of the Website after changes are posted means you accept the updated policy. If you do not agree with our practices, please do not use the Website. Questions? Email us at support@HopefulMind.com.
2. Third-party services we use
Some services linked from this Website — including our payment processor (Stripe) and our client portal (Vcita) — have their own privacy policies. We do not control these third parties and are not responsible for their privacy practices. We recommend reviewing their policies before providing personal information to them:
3. What we collect and why
We may collect personal information to:
- Deliver our services to you
- Send administrative information (booking reminders, policy changes)
- Ask for feedback or testimonials
- Provide content you may be interested in
- Respond to support requests
- Send marketing communications and run advertising campaigns
- Measure the effectiveness of our marketing and understand visitor trends
- Comply with legal obligations or defend our legal rights
Information you provide voluntarily. When you book services or contact us, you may provide information such as your name, address, phone number, and email address (collected through Vcita, our client management platform) or payment details (collected through Stripe). The Hopeful Mind does not store this information on our own web servers.
Information collected automatically. When you visit the Website, our servers and analytics tools automatically collect log and usage data: IP address, browser type and settings, device information (computer, phone, or tablet model, operating system, screen settings), approximate location derived from IP address, and information about how you interact with the Website (pages visited, time on page). See Section 4 (Cookies and Analytics) for details.
Health-related information. Our services involve clients discussing sleep habits and related wellbeing information, which is sensitive personal information under Canadian privacy law (PIPEDA) and, where applicable, the EU/UK GDPR. This information is collected only with your express consent — when you book services, you will be asked to check a box providing that consent — and is stored in Vcita. You can read about Vcita’s data protection practices here: https://support.vcita.com/hc/en-us/articles/360003748254-vcita-and-the-General-Data-Protection-Regulation-GDPR-
4. Cookies and analytics
We use cookies — small files your browser stores on your device — and similar technologies to operate the Website and understand how visitors use it.
Analytics. We use Google Analytics 4 (GA4) to measure visits, traffic sources, and how visitors move through the Website. GA4 sets cookies that persist for up to 180 days. This data is aggregated and used to improve the Website and our content; it is not used to identify you personally.
Advertising. We may use advertising and remarketing tools (such as the Meta/Facebook pixel or Google advertising services) on the Website or on landing pages connected to our advertising campaigns. Where these tools are active, they may set cookies used to measure ad performance and show you relevant ads on third-party platforms. To stop seeing our ads on those platforms, adjust your ad preferences within those platforms directly.
Your choices. A cookie notice is displayed when you first visit the Website. You can change your cookie preferences at any time using the cookie preferences button on the Website, and you can block or delete cookies through your browser settings. You can also opt out of Google Analytics specifically using Google’s browser add-on: https://tools.google.com/dlpage/gaoptout
5. Safeguarding your information and breach notification
We use technical and organizational measures to help secure your personal information. That said, no method of transmission or storage is 100% secure, and we cannot guarantee that unauthorized third parties will never defeat those measures.
If a breach of security safeguards involving your personal information creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as soon as feasible, as required by Canadian law, and will keep records of the breach as the law requires.
6. Payment information
The Hopeful Mind does not store any payment information. Payment details you provide are collected and stored by Stripe, our payment processor. Stripe’s privacy policy: https://stripe.com/en-ca/privacy
7. Your privacy rights (Canada)
The Hopeful Mind is a Canadian business, and our handling of personal information is governed primarily by the Personal Information Protection and Electronic Documents Act (PIPEDA). Under PIPEDA you have the right to:
- Access the personal information we hold about you and request a copy
- Ask us to correct inaccurate or incomplete information
- Withdraw your consent to our collection, use, or disclosure of your information, subject to legal or contractual restrictions and reasonable notice
- Ask questions or complain about our privacy practices
To exercise any of these rights, contact us at privacy@HopefulMind.com. You also have the right to complain to the Office of the Privacy Commissioner of Canada (https://www.priv.gc.ca).
If you withdraw from marketing communications, we will remove you from our marketing lists. We may still send you non-marketing messages required to administer your account or respond to your requests.
8. Visitors from the EU and UK
If you access our Website or services from the European Economic Area or the United Kingdom, the GDPR and UK GDPR apply to our processing of your personal information. Our legal bases for processing are:
- Consent — where you have given it for a specific purpose (including the express consent checkbox for health-related information at booking)
- Performance of a contract — where processing is necessary to deliver services you have requested
- Legal obligations — where processing is required to comply with the law
You may withdraw consent at any time by contacting privacy@HopefulMind.com. You also have the rights of access, rectification, erasure, restriction of processing, and data portability described in Section 7, and the right to lodge a complaint with your local supervisory authority.
9. When we share your information
We do not disclose personally identifiable information to third parties without your permission, except as necessary to:
- Fulfill your requests for services and products
- Enable service providers who process information solely on our behalf (Stripe, Vcita, Google, Meta/Facebook)
- Protect ourselves, our clients, or our vendors from liability or to defend our legal rights (including investigating fraud or misconduct)
Third-party service providers: Stripe, Vcita, Google (Analytics, advertising services, login), Meta/Facebook (advertising services, login).
10. How long we keep your data
We keep personal information only as long as necessary for the purposes described in this policy, and no longer than twenty-four (24) months after your account becomes inactive, unless a longer retention period is required or permitted by law (for tax, accounting, or other legal requirements). When we no longer have a legitimate business need for your information, we will delete or anonymize it. If that is not immediately possible (for example, information held in backup archives), we will securely store it and exclude it from further processing until deletion is possible.
11. Minors
We do not knowingly market to or collect data from anyone under 18. By using this Website you confirm you are at least 18, or that you are the parent or guardian of a minor and consent to their use of the Website. If we learn we have collected personal information from someone under 18, we will deactivate the account and take reasonable steps to delete the data. If you become aware of any such data, contact us at support@HopefulMind.com.
12. Your account
You can review, modify, or terminate your account at any time through your account settings. On request, we will deactivate or delete your account and information from our active databases. We may retain some information where necessary to prevent fraud, resolve disputes, assist investigations, enforce our legal terms, or comply with legal requirements.
13. Contact
Questions or comments about this policy, or requests concerning your personal information, can be directed to our privacy contact, Michelle Weil, at support@HopefulMind.com.