PRIVACY POLICY

This Privacy Policy describes how your personal information is collected, used, and shared when you use any of our services, which include www.mente.co.uk, www.mentehealth.com, www.workplacementalhealth.co.uk, stressriskassessment.co.uk, stressriskassessment.com (the “Sites”) and/or the Mente Portal (the “Software”).

1 What information do we collect, and why do we collect it?

1.1 Visitors to the Sites

When you visit the Sites, we collect the same basic information that most websites collect. We use common internet technologies such as cookies. Read our full cookie policy by visiting https://mentehealth.com/cookies-policy/.

1.1.1 What we collect

The information we collect about all visitors to our website includes the visitor’s browser type, language preference, referring site, and the date and time of each visitor request. We use a third party, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns.

This analytic information is stored in the United States of America, and you can read their full privacy policy. To do this, we use a WordPress plugin, Google Analytics for WordPress by MonsterInsights.

Other third-party providers and WordPress plugins we use concerning the Sites include Akismet Anti-spam, All-in-One WP Migration, Better Search Replace, Calculated Fields Form, Classic Editor, Featured Image Admin Thumb, Manage WP, Popup Maker, Post Types Order, Q2W3 Fixed Widget, Regenerate Thumbnails, W3 Total Cache, Wordfence Security, and Yoast SEO.

1.1.2 Why we collect it

We collect this information to better understand how our website visitors use the Sites and to monitor and protect the websites’ security.

1.2 Contacting us via our live chat, contact forms, and/or emails

1.2.1 What we collect

Contact forms – When you submit a contact form to us on www.mente.co.uk or www.mentehealth.com, any information you fill in will be captured, such as your name, email address, and message.

Emails—If someone emails us directly, we collect the sender’s email address and the content of the message.

1.2.2 Why do we collect it?

We do this simply to allow us to answer any queries and to record exchanges with existing and potential customers. We do not use this information beyond responding to the specific query.

1.3 Signing up for our website newsletter

1.3.1 What we collect

Our newsletter provides news and updates about our products and services. When someone signs up for our newsletter, we collect your email address (mandatory) and name (optional). You can choose to unsubscribe at any time, as all newsletter emails will allow you to unsubscribe via a link in the footer.

Any email marketing messages we send are sent through Mailchimp, an email marketing service (EMS) provider. An EMS is a third-party service provider of software that allows marketers to send email marketing campaigns to a list of users. You can read Mailchimp’s privacy policy here.

1.3.2 Why we collect it

We collect this data so that we can send you our newsletter. You must give your consent to allow us to do this, so it is entirely optional for us to have this data from you. We will continue to process your information on this basis until you withdraw consent or it is determined that your consent no longer exists.

1.4 Purchasing Our Software Services

1.4.1 What we collect

If you apply to use our platform services, we collect certain information from you, including your business name, address, telephone number, and email, and if you choose to pay via GoCardless, we will collect your bank details. We will also collect the details listed in 1.5.1 of all your staff that you wish to use the service.

1.4.2 Why we collect it

We will use this information to allow you to use Mente’s services. We must process this personal data to enter or fulfil your contract.

1.5 Users of the Software

1.5.1 What we collect

To set up your Software account, you will provide us with basic account information about the business and those who use the service. This may include your employee name, salary reference, work email address, and job function. We may upgrade the software and ask you to provide additional information at our discretion.

Everyone will be given a password via email and instructed to change the password as soon as possible. Other information collected using the Software includes content submitted through the Software, such as course completion details, anonymised survey responses, and any documents you have chosen to upload, such as healthcare policies. You may also upload company information into the platform, which will remain confidential and only visible to your company and those who have been permitted to view it.

1.5.2 Why we collect it

This information is required to provide you with access to the full services of the software: we need to store your account details to allow you to log in to your software, and we need to store information about how you use the software to do things like giving anonymous feedback reports from the survey.

Links & Embedded Content From Other Websites

Articles on the Site and the software may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves like the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

The Site and software may also contain links to third-party websites, including social media features like LinkedIn or Twitter ‘follow’ or ‘sharing’ buttons.

We are not responsible for the privacy practices or content of any linked or embedded sites. They may collect personally identifiable information from you that is not subject to our control. That site’s privacy policy will govern the data collection practices of these sites.

Sharing Your Personal Information

It may sometimes be necessary to share your personal information with others so that we can perform the services you have requested or communicate on your behalf. For example, if you ask us to enquire about a third-party service, we may share your information with the provider with your permission. We only share your personal information with third parties when completely necessary/required.

For example, we use GoCardless to process payment information if you wish to use our software. You can read their privacy policy by visiting https://gocardless.com/privacy/.

We may also share your personal information to comply with applicable laws and regulations.

Data Security & Retention

Mente is registered with the ICO Data Controller, in line with its legal obligation. We take data security very seriously and will take reasonable steps to protect your personal information from loss, unauthorised activity, or other misuse. We implement appropriate technical and organisational measures to ensure a level of security appropriate to the risks inherent in processing personal information.

The Information Commissioner (ICO) is the UK’s independent body that upholds information rights. If you have any concerns regarding privacy practices, please visit ICO concerns on the ICO’s website, where you can raise this with them directly. You can view our certificate here.

Our hosting providers for The Software and the Sites are Amazon Web Services, with the required level of security for storing your data. We have SSL encryption activated on all of our software and the Sites to ensure the safety and security of the websites and the data stored on them.

Should there be a potential or real data breach, we will immediately email potential users whose data may be at risk upon becoming aware of such an occurrence. We will take the necessary steps to upgrade our data protection and improve our security further, including deleting user information if required.

We only request the minimal amount of personal data required and retain personal data for as long as necessary, as local laws and contractual obligations require. All confidential information will be forwarded to the company upon contract termination, and secure information will be deleted from the platform.

Your Rights

Under the GDPR, you have the following rights. You can read more about them in detail here: the right to be informed, the right of access, the right to rectification, the right to erasure, the right to restrict processing, the right to data portability, the right to object, and the right not to be subject to automated decision-making.

Changes To This Privacy Policy

We may update this privacy policy from time to time to reflect changes to our practices or for other operational, legal, or regulatory reasons. Any major updates to our privacy policy, such as those changing the purpose of the types of information collected, will be communicated to you on our website.

Cookies

A “cookie” is a small text file placed on a user’s computer hard drive by a website. There are several types of cookies; the most common is called ‘session’ cookies. These are used to keep track of information a user needs as they travel from page to page within a website. These cookies have a short lifetime and expire within a few minutes of the user leaving the site.

Mente cookies do not store any personal information (encrypted or otherwise). They are simply numeric identifiers that allow us to recognise repeat visitors.

Mente uses benign cookies to tell where to find details that can be used to pre-fill parts of online forms and to personalise future communications so they are relevant.

Internet browsers normally accept cookies by default; however, it is possible to set a browser to reject cookies. If this is done, it is important not to exclude the benign and useful session cookies. Choose an option that rejects all third-party cookies.

Mente may use this publicly available business information to contact such organisations with further information about its products and services.

Third-Party Cookies

For us to effectively measure and report on website activity, Mente uses Google Analytics and Tawk.

Our cookies are safe, do not harm your computer, and do not store personal information. We respect your privacy and merely use cookies to report on our marketing activity and provide a better and more relevant service.

CONTACT US

For more information about our privacy practices, or if you have any further questions, you can visit our frequently asked questions page or contact us by e-mail at info@mente.co.uk