Last Updated: April 27, 2026
1. Purpose & Scope
The purpose of this Privacy Policy is to inform users of our Site and our clients of the personal data we collect, how it is used, who has access to it, and the rights of our users. This policy applies in addition to our standard Terms and Conditions.
2. Consent
By using our Site or engaging our services, users consent to the conditions set out in this Privacy Policy and the collection, use, and retention of the data listed herein.
3. Data Collection Breakdown
We only collect data that helps us achieve our purpose as a strategic event management agency.
- Data Collected Automatically: When you visit our Site, we may automatically collect your IP address, location, hardware/software details, and content viewed to improve website performance.
- Data Collected via Forms: We collect your name, email, phone number, and company name when you submit an inquiry or register for an event.
- Event-Specific Data: We collect attendee-specific data (dietary needs, accessibility, travel info) via our partner, Swoogo, to fulfill our service delivery.
4. How We Use and Share Personal Data
Data is used strictly for communication, metrics, and event execution.
- Employees & Contractors: We disclose data to members of our organization and vetted contractors who reasonably need access to achieve project goals. All are bound by strict Confidentiality Agreements.
- Third-Party Partners: We share data with critical partners (e.g., Swoogo, Monday.com, Google) to provide our services. They cannot access data beyond what is necessary for their specific function.
- Other Disclosures: We will not sell your data. We only share data with outside parties if:
- The law or legal proceedings require it.
- It is required to protect our legal rights.
- Business Transfers: In the event that Mindful Meetings seeks to sell or transfer the company, data would be shared with the potential buyer.
5. Specialized AI & Data Protection
Mindful Meetings utilizes Gemini for Google Workspace (Enterprise). Unlike consumer AI tools:
- Data Privacy: Your data is not used to train public AI models.
- Human Oversight: All AI-assisted outputs undergo a “Human-in-the-Loop” review before being utilized in client deliverables.
6. Security Protocols
To protect your data, we use the strongest available browser encryption and store data in secure, cloud-native environments.
- MFA: Mandatory Multi-Factor Authentication is enforced across all platforms.
- IAM: Access is managed via LastPass and restricted based on the “Principle of Least Privilege.”
- Risk Acknowledgment: While we take every reasonable precaution, the internet can be insecure, and we cannot guarantee security beyond what is reasonably practical.
7. Children’s Privacy
We do not knowingly collect or use personal data from children under 13 years of age. If we learn we have collected such data, it will be deleted immediately.
8. Cookie Policy
We use cookies to improve your experience. These include:
- Functional Cookies: To remember your selections.
- Analytical Cookies: To monitor site performance and design.
- Targeting Cookies: To personalize your experience on our site.
- Do Not Track (DNT): We do not currently respond to browser-initiated DNT signals.
9. Your Rights: Access, Modify, or Delete
You have the right to know how your data is used and to request its modification or deletion. To exercise these rights, please contact us at connect@mindfulmeetings.com