Privacy Policy

Who we are

We are Mind Foundry Limited, a limited company (registered with number 09882159).

Our registered address is 9400 Garsington Road, Oxford Business Park, Oxford, United Kingdom,
OX4 2HN.

Mind Foundry Limited is the controller, you can find our registration details with the ICO, the UK's data protection regulator.

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us at privacy@mindfoundry.ai.

How we use your data

When you purchase our software and sign up for our services

When you purchase and/or sign up for one of our services, such as trialling and/or licensing our software or where we provide you with support services or bespoke consultancy services, we collect from you your name, job title, email address, company name, and telephone number. We will also collect your financial information required to process your order.

To complete your order, we share your personal information with our subcontractors who are involved in the order process, such as payment providers, as well as credit reference agencies that we use to assess fraud, credit, and/or security risks.

We need to process your personal information in this way to fulfil our contract with you.

When you use our software

We prohibit our clients from uploading personal data to our products. However, in the event that personal data is uploaded, depending on our product, we may need to process this data in order to provide you with support. It is in our legitimate interest to do this. You can object to us using your information in this way by contacting us at support@mindfoundry.ai.

In order to deliver the software to you, we may share your personal information with our subcontractors who are involved in the customer success process. We need to process your personal information in this way in order to provide the services under our contract with you.

When you attend one of our events or industry events

When you attend one of our events (such as a presentation or seminar), we will collect your name, job title, email address, company name and location, and telephone number. If you have already signed up to or otherwise registered an interest in our services and register to attend an event, we will use the details we already hold on file for you to confirm your booking. We need to use your personal information in this way to complete the booking contract between us.

If we host an event with a business partner, we may provide a delegate list to the organizations and other individuals who attend our events. We do this because our events provide a useful network opportunity and we have a legitimate interest in wanting to help build and develop the scientific community. You can object to us using your information in this way on the relevant event sign up form or by contacting us by email at marketing@mindfoundry.ai.

When you email us or use our website chat service

When you contact us by email with general queries or otherwise use our online chat facility, we may handle your name, contact details and the other details you provide to us in order to provide the customer services you have asked us to. This could be when you ask us to provide more information about our software or explain how our pricing structure works. We may store these chats for a period of 2 years.

We rely on your consent to handle your personal information in this way. If you do not provide us with the personal information we request from you for customer service purposes, we may not be able to answer your queries fully.

When you have expressed an interest in our services

This section applies if you have opted-in to receive marketing communications from us, or have previously expressed an interest in our services and have not opted out.

We will handle your name, email address, job position, company name and location, and telephone number to provide marketing communications in line with any preferences you have told us about.

When we send you marketing emails because you have opted-in to receive them, we rely on your consent to contact you for marketing purposes. If you have not opted in and we send you marketing emails, we do this because of our legitimate interest to promote the success of Mind Foundry. Every email we send to you for marketing purposes will also contain instructions on how to unsubscribe from receiving them.

We also work closely with third-party advertising networks, analytics providers, and search information providers from whom we may also receive general aggregated anonymous information about you. We will combine the information you provide to us with information we collect about you in this way. We use it to improve the relevance of any communications that we send to you. We do this because it is in our legitimate interest to provide you with a positive user experience.

You are not under any obligation to provide us with your personal data for marketing purposes. You can tell us that you do not want your personal information to be processed in this way at any time by contacting us at marketing@mindfoundry.ai or, where relevant, by following the unsubscribe link shown in every marketing communication you receive from us.

When you have expressed an interest in a career with us

If you contact us directly or via a job board either speculatively or about a particular job opening we will store and process your name, contact details, career history, and any other details you provide to us for the purposes of processing your application. If you reach the offer stage of our interview process we may also use this information to perform reference and background checks on you (you will be asked again for your permission to use your data at that point). If you are not suitable for any current positions we may keep your personal information for a period of up to 1 year so that we might contact you in the event that a potentially suitable position becomes available. We process your data in this way because it is in our legitimate interest to assess your suitability for a position or because it is required by law. You can tell us that you no longer want your data to be stored and processed in this way at any time by emailing us at careers@mindfoundry.ai.

To make our website better

We will also use your personal information to provide you with a more effective user experience. We will collect data about what content you view and how you view it. We use it to improve the structure of the website as a whole and also the layout of individual pages. We will also use it to provide you with a more tailored experience by providing you with content which we believe you will be most interested in. If you also opt-in for marketing communications, then we may use your browsing history to tailor the messages we send to you. What you see on our website and in marketing communications may differ from someone with a different history or browsing habits.

We will ask for your consent when you first visit the website and before recording your browsing activity. For more information on this, please see our cookies policy.

If our business is sold

We will transfer your personal information to a third party:

• if we sell or buy any business or assets, we will provide your personal information to the buyer (but only to the extent we need to, and always in accordance with data protection legislation); or

• if Mind Foundry or the majority of its assets are acquired by somebody else, in which case the personal information held by Mind Foundry will be transferred to the buyer.

We process your personal information for this purpose because we have a legitimate interest to ensure our business can be continued by the buyer. If you object to our use of your personal information in this way, the buyer of our business may not be able to provide services to you.

In some circumstances, we may also need to share your personal information if we are under a duty to disclose or share it to comply with a legal obligation.

This privacy policy was last updated on 4th May 2023.