Privacy Policy

Last updated: October 7, 2025

1. Introduction

Virtual Master Mind ("we", "our", or "us") operates virtualmindcoach.com. This Privacy Policy explains how we collect, use, and protect your personal information when you use our virtual mastermind platform.

We are committed to protecting your privacy and ensuring the security of your business information. This policy complies with the EU General Data Protection Regulation (GDPR) and Dutch privacy laws.

2. Information We Collect

2.1 Information You Provide

When you use Virtual Mind Coach, we collect:

  • Business challenges and questions you submit to the virtual mastermind
  • Information provided through our contact form (name, email, message)

2.2 Automatically Collected Information

We automatically collect:

  • Usage data through Google Analytics (page views, session duration, device type)
  • Technical information (IP address, browser type, operating system)
  • Cookies and similar tracking technologies

3. How We Use Your Information

We use your information to:

  • Process your queries and generate expert responses through our AI-powered platform
  • Respond to your contact form submissions and support requests
  • Analyze platform usage to improve our services
  • Ensure platform security and prevent abuse

4. Data Storage and Retention

We do not store your mastermind conversations or business challenges. Your queries are processed in real-time to generate responses and are not retained in our systems.

Contact form submissions are retained only as long as necessary to respond to your inquiry, typically no longer than 90 days unless legally required.

Google Analytics data is retained according to Google's data retention policies and our configured settings.

5. Third-Party Services

5.1 AI Processing

We use third-party AI infrastructure to process your business queries. These providers operate under strict data protection agreements that:

  • Prohibit training AI models on your data
  • Require encryption of data in transit and at rest
  • Ensure your data is not shared with other parties
  • Delete your data after processing is complete

5.2 Analytics

We use Google Analytics to understand how visitors use our platform. Google Analytics collects information anonymously and reports website trends without identifying individual visitors. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

5.3 Future Services

We may integrate additional third-party services in the future (such as payment processors or marketing tools). This policy will be updated accordingly, and users will be notified of any material changes.

6. Cookies

We use cookies to:

  • Remember your preferences and settings
  • Analyze site traffic and usage patterns (Google Analytics)
  • Improve platform functionality and user experience

You can control cookie settings through your browser preferences. Disabling cookies may limit some platform functionality.

7. Your Rights Under GDPR

As a user in the EU/Netherlands, you have the right to:

  • Access: Request a copy of your personal data
  • Rectification: Correct inaccurate or incomplete data
  • Erasure: Request deletion of your personal data
  • Restriction: Limit how we process your data
  • Portability: Receive your data in a structured format
  • Object: Object to processing of your data
  • Withdraw consent: Withdraw consent at any time

To exercise these rights, please contact us via our contact form.

8. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

  • SSL/TLS encryption for data transmission
  • Secure server infrastructure
  • Regular security assessments
  • Access controls and authentication

However, no internet transmission is completely secure. While we strive to protect your data, we cannot guarantee absolute security.

9. International Data Transfers

Your data may be processed by service providers located outside the European Economic Area (EEA). We ensure such transfers comply with GDPR through appropriate safeguards such as Standard Contractual Clauses.

10. Children's Privacy

Virtual Mind Coach is intended for users aged 16 and above. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child under 16, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated "Last updated" date. Continued use of the platform after changes constitutes acceptance of the updated policy.

12. Contact Us

For any questions about this Privacy Policy or to exercise your data rights, please contact us through our contact form.

13. Supervisory Authority

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens):

Autoriteit Persoonsgegevens
Postbus 93374
2509 AJ Den Haag
The Netherlands
Website: autoriteitpersoonsgegevens.nl