Privacy Policy

1. Introduction

Mentis Vision LLC ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use MentisOne and its LaunchBiz application. The corporate website and our other products have their own privacy policies.

2. Information We Collect

2.1 Information You Provide

• Account information (name, email address, password)
• Profile information (company name, job title)
• Business data you upload or enter (contacts, content, financial data)
• Communications with us (support requests, feedback)

2.2 Information Collected Automatically

• Device information (browser type, operating system)
• Usage data (features used, pages visited)
• Log data (IP address, access times)
• Cookies and similar tracking technologies

2.3 Information from Third Parties

• Google, when you connect email, calendar, or contacts
• Payment processors (Stripe) for billing information
• Accounting services (QuickBooks, Xero) when you connect integrations

3. How We Use Your Information

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send technical notices, updates, and support messages
• Respond to your comments, questions, and customer service requests
• Generate intelligent insights and recommendations for your business
• Monitor and analyze trends, usage, and activities
• Detect, investigate, and prevent fraudulent transactions and abuse

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: Third-party vendors who perform services on our behalf, including the AI providers described in the AI section below
• Connected Services: Services you authorize us to connect, such as Google, QuickBooks, or Xero
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law or to protect our rights
• With Your Consent: When you explicitly authorize sharing

5. Data Security

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

• Encryption of data in transit (TLS/SSL) and at rest
• Authenticated sessions and access controls for connected accounts
• Role-based access control for organizational data
• Regular security audits and monitoring
• Multi-tenant data isolation

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services. Subscription cancellation starts a 30-day recovery period, after which account or organization access may be deactivated. Deactivation is not automatic erasure of every stored record. Organization-owned CRM records and activity history may remain for business continuity and audit purposes. You may request deletion of your account and associated data by contacting privacy@mentisvision.com. We verify the requester and organizational ownership, identify retained and derived records, and explain any legal or business-record retention requirements before completing the request. The Google connection section below describes disconnecting and revoking access.

7. Your Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data
• Portability: Request your data in a portable format
• Opt-out: Opt out of marketing communications
• Revoke Consent: Withdraw consent for data processing

8. Third-Party Services

Our platform integrates with third-party services. When you connect these services, their respective privacy policies also apply:

• Google (Gmail, Calendar, Contacts)
• Stripe (Payments)
• QuickBooks (Accounting)
• Xero (Accounting)

9. AI and Automated Processing

We use artificial intelligence to provide business insights, generate plans and documents, and answer your questions. To do this, we send the relevant data to third-party AI providers, currently OpenAI, Anthropic, and Google. These providers act as service providers to process your requests. Relevant CRM contacts and activity can be included when you use business-context and AI assistance features, including records you imported from Google. We do not sell this information or use it to train our own general-purpose AI models. Provider handling depends on the API service and applicable contractual settings; we do not claim that every provider offers zero retention. AI-generated insights show their sources and confidence where available, and you should review them before relying on them.

9.1 Google Account Connections and Limited Use

Google sign-in requests your name, email address and profile to identify your account. Connecting Google for email, Calendar and Contacts is a separate, optional permission request. You can use MentisOne without connecting these services.

• Gmail sending: We send messages you compose on your behalf and keep sent-message records in your CRM history. The connection requests gmail.send, not Gmail inbox reading or message modification. Gmail inbox synchronization is unavailable for this connection.
• Calendar: We read the list of calendars available to your connected account and synchronize event titles, descriptions, dates and other scheduling details. Calendar event permissions support viewing and managing events, scheduling and booking availability. Changes you make to a synced event can update Google Calendar.
• Contacts: Read-only access previews Google Contacts so you can choose contacts to import into your CRM. We store the selected contact details. This permission does not authorize editing your contacts in Google.
• Storage and access: Connection credentials are stored encrypted. Imported contacts, sent messages, calendar events and related business activity are stored as application records with account and organization access controls. Authorized members of your organization may have access according to their roles.
• Disconnect and deletion: Settings > Integrations lets you disconnect Google. This removes the stored connection credentials and associated synced email and calendar records. Imported CRM contacts, previously detached activity history and independent recordings can remain. Deleting a calendar event can also retain its business activity and edit history. Request deletion of retained or derived records through privacy@mentisvision.com; disconnect alone is not a complete data-erasure request.
• Revoke Google access: You can also remove MentisOne's access in your Google Account connections. Revoking Google access prevents further authorized access but does not itself delete records already imported into MentisOne.

Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google data and information derived from it are used to provide the visible features described here, including business-context assistance you request. Transfers to service providers are limited to delivering those features with your consent, security needs, legal requirements, or a business transfer with your prior consent. We do not sell Google data, use it for advertising or creditworthiness decisions, or use it to train general-purpose AI models. Human access is limited to your affirmative permission for specific data, security investigations, legal obligations, or permitted aggregated internal operations.

10. Cookies

We use cookies and similar technologies to maintain your session, remember preferences, and analyze platform usage. You can control cookie settings through your browser preferences.

11. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

12. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers in compliance with applicable laws.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at: