Our commitment to your privacy is simple: We collect only the information we need to provide you with exceptional service, and we protect it with the same care we'd want for our own data.
This policy explains what information we gather, why we need it, and how we keep it secure. We believe privacy protection works best as a partnership—you deserve to understand exactly how your information helps us serve you better, and you should always have control over your data.
At Mindful Motif, we believe in transparency. If you have questions about anything in this policy, we're here to help.
What Information We Collect and Why
We collect information in three main situations, each serving a specific purpose in delivering our services:
Information You Share Directly With Us
When you reach out, sign up for our services, or work with us, you provide information that helps us understand your needs and deliver personalized support:
- Contact details (name, email, phone) so we can communicate with you and provide support
- Professional information (company, role, project details) to understand your specific challenges and goals
- Project preferences and requirements to ensure our solutions align with your objectives
- Billing information to process payments securely and maintain accurate records
Information We Gather Automatically
Like most professional websites, we collect some technical information automatically to improve your experience and ensure our services work properly:
- Website usage data (pages visited, time spent, features used) to understand what's most valuable to you
- Technical details (browser type, device, IP address) to ensure our website works well on your devices
- Performance information to identify and fix any technical issues quickly
Information From Communications
When we work together, we keep records of our interactions to provide consistent, high-quality service:
- Email conversations and project discussions to maintain context and ensure nothing important is missed
- Meeting recordings (with your permission) to capture key decisions and action items accurately
- Project documentation and feedback to deliver exactly what you need
How We Use Your Information
Every piece of information we collect serves a specific purpose in providing you with better service:
Delivering Our Services
- Understanding your challenges and developing tailored solutions
- Managing projects efficiently and keeping you informed of progress
- Providing technical support and resolving any issues quickly
- Processing payments and maintaining accurate billing records
Improving Your Experience
- Personalizing our communications and recommendations based on your preferences
- Optimizing our website and services based on how you and others use them
- Developing new features and services that address common client needs
Staying Connected
- Sharing relevant insights, case studies, and updates about our services
- Sending important service announcements and policy updates
- Following up on project outcomes and gathering feedback for continuous improvement
How We Protect Your Information
We take data security seriously and use industry-standard protections to keep your information safe:
- Encryption: Your data is encrypted both when stored and when transmitted
- Access controls: Only team members who need access to serve you can view your information
- Regular security updates: We maintain current security measures and monitor for potential threats
- Secure hosting: We use reputable, security-focused hosting providers with strong track records
Important: While we implement strong security measures, no system is 100% secure. We're committed to maintaining the highest reasonable standards and will notify you promptly if any security issues affect your data.
When We Share Information
We don't sell your personal information, period. We only share your data in specific situations that directly benefit you or are required by law:
Service Partners
We work with trusted partners who help us deliver our services, such as:
- Payment processors to handle billing securely
- Email service providers to send you updates and communications
- Cloud hosting providers to store data securely and ensure reliable access
- Project collaboration tools to work efficiently with your team
These partners can only use your information to provide services to us and are contractually required to protect your data.
Legal Requirements
In rare circumstances, we may need to share information to:
- Comply with valid legal requests or court orders
- Protect our rights and the safety of our clients and team
- Investigate potential fraud or security issues
Your Control Over Your Data
Your data belongs to you, and you have several rights to control how we use it:
Access and Updates
- See what we have: Request a copy of all personal information we have about you
- Make corrections: Update any incorrect or outdated information
- Request deletion: Ask us to delete your personal information (subject to legal requirements)
Communication Preferences
- Unsubscribe: Opt out of marketing emails while still receiving important service updates
- Frequency control: Adjust how often you hear from us
- Content preferences: Choose what types of updates you'd like to receive
Data Portability
- Export your data: Get a copy of your information in a standard format
- Transfer to another service: We'll help you move your data if you choose to work with someone else
Want to exercise any of these rights? Just email us at hello@mindfulmotif.com or contact us through our regular channels. We'll respond promptly and help you with whatever you need.
How Long We Keep Your Information
We keep your information only as long as needed to provide our services and meet legal requirements:
- Active projects: Throughout our working relationship and for a reasonable period afterward
- Completed projects: Long enough to provide ongoing support and handle any follow-up questions
- Financial records: As required by tax and business regulations (typically 7 years)
- Marketing communications: Until you unsubscribe or ask us to delete your information
We regularly review our data retention practices and delete information that's no longer needed.
Cookies and Website Analytics
Like most professional websites, we use cookies and similar technologies to improve your browsing experience:
Essential Cookies
These help our website function properly and remember your preferences during your visit.
Analytics Cookies
These help us understand how visitors use our site so we can make improvements. We use services like Google Analytics to gather this information in a privacy-respectful way.
Your Cookie Choices
You can control cookies through your browser settings. Disabling some cookies may affect website functionality, but you'll still be able to access our main content and contact us.
To read more about how we use cookies, please go to our Cookie Policy.
International Data Transfers
We're based in the United States, and some of our service partners operate internationally. When we transfer your data outside your country, we ensure it receives the same level of protection through:
- Adequacy decisions: Using countries recognized as having strong privacy protections
- Standard contractual clauses: Legal agreements that require proper data protection
- Certification programs: Working with providers who meet international privacy standards
Changes to This Policy
We may update this policy occasionally to reflect changes in our services or legal requirements. When we make significant changes, we'll:
- A notice onEmail you about important updates our website
- Post a notice on our website
- Give you time to review changes before they take effect
The current version will always be available on our website with the "last updated" date clearly displayed.
Questions and Contact Information
Privacy should never be confusing. If you have questions about this policy or how we handle your information, we're here to help:
Contact us at: hello@mindfulmotif.com
We respond to all privacy inquiries within 48 hours and are always happy to explain our practices in more detail.
Legal Compliance Information
We comply with applicable privacy laws including the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), and other relevant data protection regulations. If you're covered by specific privacy laws, you may have additional rights not mentioned above, contact us to learn more.
For residents of the European Union, our legal basis for processing your information includes:
- Contract performance: Providing the services you've requested
- Legitimate interests: Improving our services and communicating with you
- Legal obligations: Meeting regulatory and tax requirements
- Consent: Where you've specifically agreed to certain uses
Remember: This policy explains our commitment to protecting your privacy, but if you ever have concerns or questions, the best thing to do is reach out directly. We believe in transparent communication and are always happy to discuss how we can better protect and serve you.
