Privacy Policy

Ideal Minds ("Ideal Minds," "we," "us," or "our") provides coaching services and digital tools for neurodivergent young adults and their families. This Privacy Policy explains how we collect, use, share, and protect personal information when you visit idealmindscoaching.com or interact with our quiz, chatbot, contact channels, and related services (collectively, the "Services").

By using the Services, you agree to the practices described in this policy. If you do not agree, please do not use the Services.

We collect information you provide directly to us, information generated as you interact with the Services, and information from the third-party tools we use to deliver them.

Information you give us

• Neuro-Archetype quiz responses.When you complete the "Find Your Neuro-Archetype" quiz, we collect your first name, last name, email address, and phone number, along with the answers you provide about your age, education, employment, neurodiversity status, life challenges, coaching goals, and personal reflections.
• Chatbot conversations. When you use our IdealMind chat assistant, we receive the messages you send and the conversation history needed to generate a useful reply.
• Discovery call bookings. When you book a call, scheduling is handled by Calendly. Calendly collects your name, email address, phone number, and chosen time, and shares that information with us so we can prepare for your call.
• Direct correspondence. If you email or call us, we receive whatever information you choose to share.

When you submit the Neuro-Archetype quiz or our contact form, the information you provide is delivered as an email notification to a small, named distribution of Ideal Minds founders so we can review your request, match you with a coach, and prepare for your discovery call. The quiz notification email includes the contact details you submitted, your generated Neuro-Archetype result and personalized insights, and the full set of answers you provided. We treat that internal email as part of your client record; if you ask us to delete your information, we sweep both our operational systems and our internal email archives.

Sensitive personal information

The quiz invites you to share information about diagnoses, neurodiversity, mental health history, and other personal experiences. This information may be considered sensitive under laws such as the California Consumer Privacy Act (CCPA/CPRA) and the EU and UK General Data Protection Regulation (GDPR). We collect this information only to provide our coaching services to you and only with your knowledge — you choose what to disclose. We do not use it to infer characteristics about you for advertising or any purpose other than delivering the Services you requested.

Information collected automatically

When you use the Services, our website automatically collects limited technical information from your browser and device. We use this information to operate the site, understand which content visitors find useful, and detect abuse.

• Google Analytics 4 (GA4).We use Google Analytics 4 to measure how visitors use the site. GA4 is provided by Google LLC, a US company, and the data we send to it is processed on Google's servers in the United States. The information we transmit to Google includes: a Google-issued visitor identifier stored in the _gacookie on your device; the pages you view and the order you view them in; your IP address (used by Google to derive approximate geographic location); your device type, browser, operating system, and screen size; the website that referred you to us; and a set of custom interaction events we define ourselves — including when the Neuro-Archetype quiz is started, when each quiz step is completed, when the quiz is submitted, when quiz results are viewed, when a discovery call CTA is clicked, when our chatbot is opened or closed, and when a contact form is submitted. We do not transmit your name, email address, phone number, quiz answers, Neuro-Archetype classification, or chatbot message content to Google. Some events also fire from our servers using Google's Measurement Protocol so that visitors using ad-blockers are still counted in aggregate; those server-side events carry the same Google-issued visitor identifier and your IP address but no other personally identifying information. Google's use of the data is governed by the Google Ads Data Processing Terms and Google Privacy Policy. You can opt out of Google Analytics by clicking Your Privacy Choices in our website footer, by enabling a Global Privacy Control (GPC) signal in your browser, or by installing Google's Google Analytics opt-out browser add-on.
• Core Web Vitals.We measure page-load performance metrics defined by Google's Core Web Vitals initiative (Largest Contentful Paint, Interaction to Next Paint, Cumulative Layout Shift, First Contentful Paint, and Time to First Byte). These measurements are collected by your browser and reported as standard Google Analytics events through the same pipeline described above — they are gated by the same Consent Mode signals, and the metric values do not include any personally identifying information beyond what is already covered in the Google Analytics 4 disclosure.
• Geolocation cookie. When you arrive at our site, our servers read the country code your network operator includes in the request and store it in a short-lived cookie called idealminds_geo_restricted. We use it only to decide whether to show you a consent banner — visitors in the EU/EEA, UK, and Canada see one by default; other visitors do not.
• Local and session storage.We use your browser's local storage to save your in-progress quiz answers so you can resume if you leave the page, and session storage to keep your chat history available within a single session. These are stored on your device, not on our servers, and you can clear them at any time through your browser settings.

Cookies and similar technologies

The table below lists the first-party cookies we set on your device. You can block or delete cookies at any time through your browser settings; doing so may affect how the site works.

We do not set advertising cookies, and we do not allow third parties to set cookies on our domain other than Google Analytics, as described above.

We use the information we collect to:

• Generate your personalized Neuro-Archetype results and coaching recommendations.
• Match you with a coach who fits your goals and learning style.
• Respond to questions you send through the chatbot, email, phone, or contact form.
• Schedule and prepare for discovery calls you book with us.
• Communicate with you about coaching, programs, scheduling, and updates you have asked for.
• Improve the Services, including the quiz, the chatbot, and the website experience.
• Detect, prevent, and address fraud, abuse, security incidents, and technical issues.
• Comply with our legal obligations and enforce our Terms of Service.

We do not sell or share your personal information for cross-context behavioral advertising as those terms are defined under the California Consumer Privacy Act, and we do not use information about your neurodiversity, diagnoses, mental-health history, or quiz results for advertising, profiling, or any purpose other than delivering the Services you requested. Specifically, we do not transmit your Neuro-Archetype result, your quiz answers, or your chatbot conversations to advertising platforms or to our analytics provider.

We share personal information only as described below:

• Service providers.We use trusted vendors to host the website and run our backend (Vercel, Amazon Web Services), measure website usage and Core Web Vitals (Google Analytics 4), schedule discovery calls (Calendly), and power the IdealMind chatbot (which routes messages to a third-party large language model provider). These providers process your information on our behalf under contractual confidentiality and security obligations, and only for the purposes we authorize. Google Analytics receives the technical and event data described in "Information collected automatically" above; quiz answers, contact-form content, Neuro-Archetype results, and chatbot messages are not transmitted to Google Analytics. Where Google qualifies as an independent controller of any analytics data under applicable law, that processing is governed by the Google Ads Data Processing Terms and the Google Privacy Policy.
• Coaches. If you start working with an Ideal Minds coach, we share the relevant information from your quiz and intake with that coach so they can prepare and serve you well.
• Legal and safety reasons. We may disclose information when we have a good-faith belief it is necessary to comply with the law, respond to a valid legal request, protect the rights or safety of any person, or investigate potential violations of our Terms.
• Business transfers. If Ideal Minds is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction. We will give you notice before your information becomes subject to a different privacy policy.

We do not sell your personal information,and we do not "share" it for cross-context behavioral advertising as those terms are defined under the CCPA/CPRA.

We keep personal information only as long as we need it for the purposes described in this policy, or as required by law. In general:

• Quiz submissions and contact details are kept for as long as you remain a prospective or active client, plus a reasonable period after for record-keeping.
• Chat conversationsare not stored on our servers for long-term use. The chat history visible on your device is kept in your browser's session storage and is cleared when you close the tab.
• Analytics events are retained by Google Analytics for two months and then aggregated. We do not export raw analytics data outside Google Analytics.

You can ask us to delete your information at any time by emailing info@idealminds.ai.

When you ask us to delete your information, we will remove you from our active marketing and outreach systems. We may retain a separate, non-marketing record of your information where we are required to do so by law, where it is reasonably necessary to establish, defend, or pursue legal claims, or where it relates to our financial or business records. Records retained for these purposes are kept securely and are not used to contact you for marketing.

Depending on where you live, you may have specific rights over your personal information. Regardless of location, you can always:

• Ask us what personal information we hold about you.
• Ask us to correct information that is inaccurate or out of date.
• Ask us to delete your information.
• Withdraw consent for any optional communications.

California residents (CCPA / CPRA)

If you are a California resident, you have the right to know what personal information we collect, use, disclose, and (if applicable) sell or share; the right to delete personal information we have collected from you; the right to correct inaccurate personal information; the right to limit our use of sensitive personal information to what is necessary to provide the Services; the right to opt out of any sale or sharing of your personal information; and the right not to receive discriminatory treatment for exercising these rights.

We do not sell your personal information for monetary consideration. As a precaution, and because some interpretations of the CCPA treat the use of third-party analytics cookies as a regulated "share," we offer all US visitors the ability to opt out of analytics tracking through Your Privacy Choices in the website footer. We also honor a Global Privacy Control (GPC) signal sent by your browser as a valid opt-out request; if your browser sends GPC, we will treat it as a request to opt out of any sale or sharing of your information without requiring further action from you.

To submit any other privacy request, email info@idealminds.ai. We may need to verify your identity before responding. You may also designate an authorized agent to submit a request on your behalf in accordance with California law.

EU, EEA, and UK residents (GDPR / UK GDPR)

If you are in the EU, EEA, UK, or Switzerland, our legal basis for processing your information depends on what we are doing with it:

• Consent — for sensitive information you choose to share through the quiz or chatbot, and for any optional marketing communications. You can withdraw consent at any time.
• Performance of a contract — to deliver the coaching services or discovery calls you have requested.
• Legitimate interests — to operate, secure, and improve the Services, in a way that does not override your rights and freedoms.
• Legal obligation — to comply with applicable laws.

You have the right to access, correct, delete, restrict, or object to our processing of your personal information; the right to data portability; and the right to lodge a complaint with your local supervisory authority. To exercise these rights, contact us at info@idealminds.ai.

Washington's My Health My Data Act (RCW 19.373) and Nevada's consumer health data law (NRS 603A) require us to publish a separate, standalone notice describing how we handle consumer health data. That notice — including the categories of consumer health data we collect, the sources, the purposes of processing, the categories of recipients, and the process for exercising your rights and appealing a denial — is available here: Consumer Health Data Privacy Notice.

In summary: we collect consumer health data only directly from you (through the Neuro-Archetype quiz and the IdealMind chatbot), we use it only to deliver our coaching services, and we do not sell it or share it with advertising platforms or with our analytics provider. Washington and Nevada residents have the right to confirm and access the data we process, withdraw consent, and request deletion. To exercise any of these rights, email info@idealminds.ai with the subject line "Consumer Health Data Request."

Ideal Minds is based in the United States, and our service providers (including hosting, analytics, and email delivery) primarily operate in the United States. If you are outside the US, your information will be transferred to and processed in the US, which may have different data protection laws than your home country. For visitors in the EU, EEA, UK, or Switzerland, we rely on the European Commission's Standard Contractual Clauses (and the UK Addendum where relevant) for these transfers, together with any supplementary measures required by applicable law. Google LLC, our analytics provider, is certified under the EU-US, UK Extension, and Swiss-US Data Privacy Framework, which provides an additional safeguard for transfers of personal information processed by Google Analytics.

Our Services are designed for young adults aged 16 to 30. We do not knowingly collect personal information from children under 13, and we do not direct our marketing or analytics to children. If you are between 13 and 17, please use the Services only with the involvement and consent of a parent or guardian, and please do not submit information about diagnoses, mental-health history, or other sensitive topics through the quiz or chatbot without that adult's involvement. If you believe a child under 13 has provided personal information to us, please contact us at info@idealminds.ai and we will delete it.

We use commercially reasonable administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit (HTTPS/TLS), access controls, and vendor due diligence. No method of transmission or storage is perfectly secure, however, and we cannot guarantee absolute security. If we become aware of a security incident that affects your personal information, we will notify you and the appropriate authorities as required by law.

The Services link to and rely on third-party platforms — including our hosting and infrastructure providers, scheduling tools, and social media platforms. Those services are governed by their own privacy policies. We are not responsible for the privacy practices of third parties; please review their policies directly:

• Vercel (hosting and edge infrastructure) — vercel.com/legal/privacy-policy
• Google (Google Analytics 4) — policies.google.com/privacy
• Amazon Web Services (email delivery via SES) — aws.amazon.com/privacy
• Calendly (discovery call scheduling) — calendly.com/privacy

We may update this Privacy Policy from time to time as our Services evolve or as required by law. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, provide additional notice (for example, by email or a notice on the website). Your continued use of the Services after the changes take effect means you accept the updated policy.

You agree it is your responsibility to regularly review this page for updates to this Privacy Policy.

This Privacy Policy is governed by, and incorporated into, our Terms of Service.

Ideal Minds is a Texas business and is subject to the Texas Data Privacy and Security Act (TDPSA, Tex. Bus. & Com. Code §541). The information you share with us through the Neuro-Archetype quiz and the IdealMind chatbot may include "sensitive data" as defined by the TDPSA — including data revealing mental or physical health diagnosis, racial or ethnic origin, or other categories listed in §541.001(31). We process this data only to generate your personalized Neuro-Archetype result, match you with a coach, and communicate with you about coaching.

We do not sell your sensitive personal data.If our practices ever change in a way that would constitute a sale of sensitive data under the TDPSA, we will update this disclosure and provide the verbatim notice required by Tex. Bus. & Com. Code §541.102 before any such sale begins.

Texas residents may exercise the rights to access, correct, delete, and obtain a portable copy of their personal data, and to opt out of any sale of personal data, targeted advertising, or profiling that produces legal or similarly significant effects. To opt out, visit Your Privacy Choices, or email info@idealminds.ai.

If you have questions about this Privacy Policy or want to exercise your privacy rights, please contact us:

• Email: info@idealminds.ai
• Phone: +1 (469) 734 7709
• Website: https://www.idealmindscoaching.com

See also our Terms of Service.