MindActions ("we," "our," or "us"), operated by the founder of mindactions.app, provides a self-improvement, habit-tracking, journaling, and AI-assisted behavioral analysis platform. This Privacy Policy details how we collect, use, encrypt, store, process, and disclose your personal data across our Web Application and Android Application in compliance with the EU General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA/CPRA), Washington’s My Health My Data Act (MHMDA), Nevada SB 370, and applicable global privacy legislation.
1. Data Controller & Contact Information
MindActions is currently operated as an independent digital software service prior to formal corporate entity formation. For regulatory inquiries, supervisory matters, or to exercise your privacy rights:
Primary Operational Email: admin@mindactions.app
Customer Support Email: support@mindactions.app
Legal & Privacy Officer Email: moe.namini@mindactions.app
Developer Physical Mailing Address: Required for developer accounts hosting paid subscription tiers on mobile app marketplaces (e.g., Google Play). Our designated business mailing address/PO Box is published directly on the Google Play Store listing page.
2. Legal Basis & Special Category Data (GDPR Article 9)
In the European Union and United Kingdom, data relating to emotional states, daily mood check-ins, and Cognitive Behavioral Therapy (CBT) journal entries constitutes "Special Category Data" (health/well-being data) under GDPR Article 9.
Legal Basis: We process emotional, mood, CBT, and voice journaling data strictly on the legal basis of Explicit Consent (GDPR Art. 9(2)(a)). We do not rely on "legitimate interest" for processing personal mental wellness or reflection logs.
Unbundled & Optional Consent: Granting consent for AI-assisted processing (CBT reports, AI Coach, voice transcription) is strictly optional and is not a precondition for registering or using the core features of MindActions (habit tracking, streaks, reminders, and manual journaling).
Right to Withdraw: You may withdraw your consent for AI data processing at any time within the app under Settings → Privacy & Data Controls.
3. US State Consumer Health Data Rights (WA MHMDA & Nevada SB 370)
MindActions complies with Washington’s My Health My Data Act (MHMDA), Nevada SB 370, and emerging US state health privacy statutes.
Collection Scope: Socio-emotional logs, mood check-ins, obstacle responses, and CBT distortion categories are collected solely to deliver personal behavioral reflection metrics, habit-mood correlation charts, and conversational AI coaching.
Strict Prohibitions: MindActions does not sell, rent, or trade your consumer health data or emotional logs to data brokers, ad networks, or commercial third parties under any circumstances.
Deletion Rights: Users in covered states may demand complete deletion of their consumer health data at any time via moe.namini@mindactions.app or directly in-app.
4. HIPAA Non-Applicability Notice
MindActions is a direct-to-consumer software service designed strictly for personal self-improvement, habit formation, and self-reflection. MindActions is NOT a "Covered Entity" or a "Business Associate" under the Health Insurance Portability and Accountability Act (HIPAA), and information entered into MindActions is not protected by HIPAA regulations. Data protection is governed strictly by applicable consumer data privacy statutes (e.g., GDPR, CCPA/CPRA, and state consumer health laws).
5. YouTube Content & Transcript Ephemeral Processing
To transform public YouTube video insights into actionable lifestyle habits:
Video transcripts are processed through standard API and text extraction pipelines.
Immediate Transcript Purging: Full, verbatim video transcripts are processed transiently in server memory solely to extract concise, restructured habit text. Raw transcripts are deleted immediately after AI extraction and are NEVER stored in our PostgreSQL database.
Video playback occurs strictly via YouTube’s official embedded player, ensuring views, watch time, and ad monetization remain fully credited to original content creators.
6. Infrastructure Providers & Technical Hosting Architecture
MindActions utilizes specialized, enterprise-grade cloud infrastructure providers to run our backend services, frontend application, and database:
Backend API Hosting: Render Services Inc. (Render.com) hosts our backend application code and REST APIs in secure US data centers. System API logs and encrypted payloads pass through Render in transit.
Web Frontend Hosting: Vercel Inc. (Vercel.com) hosts our web application client and marketing site on global edge network nodes.
Managed Database: Neon Inc. (Neon.tech) hosts our primary PostgreSQL database located in data centers in the United States (US-East). All persistent account metadata, encrypted tokens, and encrypted socio-emotional logs reside on Neon Inc. servers.
7. Exhaustive Data Inventory & Technical Handling
Category 1: Transient Data (In-Memory Only, Not Persisted)
Data in this category is processed dynamically in volatile system memory to execute real-time actions and is never written to permanent database storage or shared externally:
Calculated Synergy & Performance Analytics: Statistical correlations between habit completions and 30-day mood patterns are calculated client-side in real time to render dynamic UI charts. They are not stored as standalone database rows.
Active Device Audio Buffers: Microphones capture raw, uncompressed audio into transient memory buffers solely while you are actively recording a voice note, prior to file formatting.
Unsaved Input States: Draft text actively typed into journaling fields or chat boxes before pressing "Save" or "Send" exists solely as local memory state.
OAuth Verification Parameters: Cryptographic state tokens (oauth_states) used to prevent cross-site request forgery during Google, Twitter, or Spotify authentication are cached on the backend for a maximum of 5 minutes before being permanently popped and discarded.
Temporary Session Validation Tokens: JSON Web Tokens (JWTs) generated during login evaluate transiently in HTTP request headers via backend security middleware to authenticate user API access.
Category 2: Stored & Encrypted Data
Data in this category is permanently saved in our secure PostgreSQL database (hosted on Neon.tech in the US) or locally on your Android device:
A. Account & Profile Metadata
User Identity: Name, validated email address, and passwords hashed using bcrypt cryptography.
Authentication History: Account creation timestamp, registration source (auth_provider e.g., email vs. Google/Twitter SSO), and unique third-party identity numbers (provider_id).
Bio Details: Voluntary user statements saved under your bio profile (about_me), secured at rest using Fernet symmetric multi-key column-level encryption.
Interface Customization Settings: Display theme (light vs. dark) and custom 12-key Neumorphic hex color palettes stored in JSON format.
Daily Maintenance Configuration: Selected "Closing Time" (e.g., "21:00") used to schedule nightly check-in reminders.
Legal Consent Markers: Boolean flags tracking acceptance of clinical disclaimers (accepted_coach_disclaimer) and GDPR consent records.
Subscription Status: Operational clearance tier ('free', 'paid', or 'pro') used to throttle API access locks.
B. Integration Credentials (Encrypted & Completely Optional)
Connecting third-party services is strictly voluntary. Third-party integrations are dormant until you explicitly authenticate via OAuth:
gcal_access_token & gcal_refresh_token: Stored using Fernet symmetric multi-key database encryption only if you explicitly connect Google Calendar to synchronize habit events.
spotify_access_token & spotify_refresh_token: Stored using Fernet symmetric multi-key database encryption only if you explicitly connect Spotify to launch designated playlists during reminders.
C. Socio-Emotional Logs & Contextual Inputs
Therapeutic Journals: Written journal text entries (journal_logs.content), custom entry titles, and structured post-save CBT analysis reports (journal_logs.ai_analysis), all secured using Fernet symmetric multi-key column-level encryption.
Mood Logging: Recorded emotional states (e.g., Great, Steady, Down) and precise creation timestamps.
Obstacle and Friction Records: Recorded emotional states (mood_logs.mood_state) secured at rest via Fernet symmetric column-level encryption, paired with precise creation timestamps.
Conversational Chat Logs: Encrypted messages exchanged with the AI Coach (chat_messages.content), saved as Fernet-encrypted strings alongside thread session IDs and conversation roles (user vs. assistant).
D. Habits, Streaks, and Location Reminders
Custom Habit Creation: Coping action titles, descriptions, target categories, YouTube links, and Spotify URI links.
Daily Completion Logs: Tracked completions, completion platform source (e.g., manual vs. notification), and user-selected physical difficulty ratings (Easy, Not Hard, Hard).
Gamified Milestones: Unlocked achievement records and streak counters.
Precise Geolocation Data (Strictly Optional): MindActions does NOT track your location automatically or continuously in the background. Precise latitude and longitude coordinates (loc_lat, loc_lng double precision floats) are captured and saved ONLY IF and WHEN you manually configure a location-based reminder or geofenced rule (e.g., "Remind me when I arrive at the gym"). Geolocation data is used exclusively to trigger that specific local alert.
General Reminders: Scheduled hours, minutes, repeat frequencies, and configured media playback options (is_audio, is_video, is_gcal).
E. App Widgets, Feedback, and Reviews
Home Screen Widgets: Custom Android widget names and structural layout lists mapping pinned actions or journals.
Public Community Reviews: Written ratings (1 to 5 stars) and text reviews submitted for coping actions.
Direct Support Feedback: Internal text submissions sent to developers (feedback.content).
F. Local Device Storage (Android SharedPreferences & Cache)
Local Missed Actions Cache: An offline tracking log in SharedPreferences (MissedActionsCache) accumulating missed reminders before summary processing.
Audio Cache Files: Base64-decoded WAV files stored locally (mindaction_audio_{id}.wav) for offline background audio playback.
Ad Tracking Metrics: Basic local counters (adsWatchedCount) verifying rewarded video ad views for free-tier users.
8. Third-Party Data Transmissions & Processors
Before transmitting user text, voice recordings, or journal entries to external AI processors, MindActions executes an automated PII Scrubber (scrub_pii) to detect and redact names, email addresses, and explicit personal identifiers.
A. Google Gemini AI Services (Google GenAI SDK)
AI Enhanced Search (GET /api/search/ai): Transmits raw search phrases to Gemini 2.5/3.1 Flash-Lite to output 3 optimized coping mechanism search keywords.
AI Theme Generator (POST /api/profile/theme/generate-from-image): Transmits uploaded Base64 image files to Gemini 3.1 Flash to generate 12-key Neumorphic hex palettes.
Habit Voice Narrations (POST /actions/{id}/generate-audio): Transmits habit descriptions to Gemini 2.5 Flash TTS to receive calm audio bytes.
Voice Journaling Transcription (POST /api/profile/voice-journal): Transmits Base64 audio stream data to Gemini 2.5/3.1 Flash-Lite to return exact text transcripts and brief coaching affirmations.
Real-Time Journal Prompts (POST /api/profile/journal/ai-question): Transmits actively typed draft text snippets to Gemini 2.5/3.1 Flash-Lite to return a single guiding reflection question.
Journal CBT Deep Analysis (POST /api/profile/journal/ai-analysis): Transmits newly saved journal text plus up to 20 historical entry contexts to Gemini 3.1 Flash to detect cognitive distortions and trend insights.
AI Coach Chat (POST /api/profile/coach/sessions/{id}/message): Transmits current chat messages and up to 20 historical thread messages to Gemini 3.5 Flash to generate crisis-aware supportive responses.
AI Behavioral Coach Insights Report (GET /profile/ai-coach): Transmits consolidated 30-day behavioral metrics (up to 365 mood logs, 200 journals/reasons, Google Calendar schedule context) to Gemini 3.5 Flash to identify friction bottlenecks and synergy percentages.
B. Additional External Integrations
Google SSO: Transmits Google-signed credential strings (idToken) during registration to verify user identity.
Google Calendar API: Syncs habit titles and reminder hours to user calendars and fetches event context for behavioral reports (active only if explicitly connected).
Spotify Web API: Transmits search queries and device playback commands to launch designated playlists (active only if explicitly connected).
YouTube (Google Video Platform): Renders official video embeds in web and Android clients.
Paddle Billing Services: Acts as Merchant of Record, processing payments, transaction IDs, checkout URLs, and subscription webhook statuses.
Google AdMob: Tracks basic rewarded ad interaction counters on free/paid-tier Android clients.
Propeller Ads Ltd: Tracks basic rewarded ad interaction counters on free/paid-tier WebApp clients.
Cloudflare Web Analytics (Marketing Site Only): Tracks anonymous, aggregate traffic metrics on mindactions.app. Cloudflare Web Analytics sets no cookies, uses no persistent storage, and collects no PII. It is strictly isolated to the marketing site and is NOT embedded in the Web Application or Android Application.
9. AI Model Training Prohibition
WE DO NOT SELL YOUR DATA OR USE IT TO TRAIN PUBLIC OR COMMERCIAL AI MODELS. All interactions with Google Gemini models occur via enterprise API parameters, ensuring user inputs and scrubbed journal logs are processed solely to return immediate outputs to your client application.
10. CCPA / CPRA Notice at Collection (California Residents)
California residents possess specific statutory rights regarding personal information:
Rights to Know & Access: Request details regarding personal information collected, sources, and third-party disclosures.
Right to Correct: Request correction of inaccurate personal details held in our database.
Right to Delete: Request full deletion of personal information and encrypted logs.
Right to Limit Use of Sensitive Personal Information (SPI): Limit the use of SPI (emotional check-ins, CBT logs, exact GPS coordinates) strictly to delivering expected app services.
Non-Discrimination: We will not discriminate against you for exercising any CPRA rights.
Submit CCPA/CPRA requests to moe.namini@mindactions.app.
11. Data Retention, Export & Permanent Account Deletion
Database Retention: Account and log data remain stored in our US-hosted PostgreSQL database (Neon.tech) for as long as your account remains active.
Account Deletion: You can trigger permanent account deletion in-app under Settings → Account → Delete Account or by emailing admin@mindactions.app. Upon triggering deletion, all database rows mapped to your user_id (journals, chats, encrypted credentials, mood logs) are purged within 30 days.
12. Security Architecture
MindActions enforces stringent technical controls to safeguard user privacy:
In-Transit Encryption: All network transmissions enforce mandatory TLS 1.3 / HTTPS encryption.
At-Rest Encryption: All sensitive database columns—including OAuth integration tokens, user bios (about_me), journal entries, emotional mood logs, obstacle friction responses, AI Coach chat threads, post-save CBT analyses, and weekly AI behavioral reports—are secured at rest using Fernet symmetric multi-key column-level cryptography; user passwords are stored using bcrypt hashing.
PII Sanitization: Automated backend middleware (scrub_pii) filters text prior to external API processing.