Privacy

Who is responsible for your information

Clear Minds Companion is provided by Clear Minds Counselling, the practice of the therapist who invited you. The practice is responsible for the information held in your record.

Questions about privacy, or a request about your own information, can go to kyla.hooper@clearmindscounselling.ca or to your therapist.

What is kept

Only what the app needs to work with you:

• What you share when you join: your name, email, pronouns and what you would like to work on.
• What you do in the app: check-ins with their notes and mood ratings, the practices you complete, your daily affirmations and the evidence you add, your end-of-day reflections, and your feedback about sessions and tools.
• What you write: your journal entries, and your conversations with Mindy.
• What your therapist records: session notes, goals, letters and plans, and your access and subscription status with the practice.

Your payment card details are never seen or stored here. Payments are handled by Stripe, a payment provider, under its own privacy policy.

Who can see it

• You. Everything in your record is yours to read from your own sign-in.
• The therapist working with you, who sees your record: what has been assigned to you, your check-ins, your affirmations, your companion conversations, and the notes they write themselves. This is how they follow what is helping.
• The practice owner, who keeps the practice-wide view needed to run the practice and manage billing.
• A partner you share a record with, who sees the plan and the session letters you share — while your journal entries and end-of-day reflections stay private to whoever wrote them.
• Nobody else. Your information is not sold, and it is not used for advertising.

Your journal and your end-of-day reflections are private by default. Your therapist sees a journal entry only if you choose to share it, or mark it to bring to a session.

Mindy, the AI companion

Mindy is an AI companion, not a person and not a therapist, and nobody is watching that conversation in real time. Replies are generated by AI through the Base44 platform, guided by what your therapist has asked Mindy to focus on with you.

Your conversations with Mindy are saved in your record and your therapist can read them. If something you write suggests you might be at risk, that message is marked so your therapist can follow up with you.

Mindy cannot help in an emergency. If you are in danger or need urgent help, contact your local emergency services or a crisis line straight away.

Reminders and notifications

Your therapist can send you reminders about what they have assigned, and the app sends an occasional gentle nudge when something has been waiting. These arrive by email, and as a phone notification if you have the mobile app installed and have allowed notifications.

You can ask your therapist to stop reminders, or turn notifications off in your phone settings, at any time.

How long it is kept

Your information is kept while you are working with the practice, so your therapist has the full picture of your work together.

You can delete your account yourself from inside the app. That closes your sign-in and removes the records the app holds for you: your client record, check-ins, goals, assigned practices, affirmations, letters, journal entries, reflections, feedback and your companion conversations.

Your therapist’s own session notes stay with the practice, because they are the clinician’s record of the care you received. Ask your practice if you would like to know how long those are kept and how to request them.

Your choices

• Ask for a copy of the information held about you.
• Ask for anything inaccurate to be corrected.
• Ask your practice about the clinical record your therapist keeps.
• Delete your account from inside the app, or ask your practice to close it for you.
• Ask your therapist to stop reminders at any time.

These are the choices Canadian privacy law gives you, and they apply to everyone who uses the app.

Who else handles it

The app runs on the Base44 platform, which hosts the app, stores its data and provides the AI service behind Mindy. Payments are handled by Stripe. These providers only process the information needed to do those jobs.

Where a provider stores or processes information outside Canada, your information may be handled in another country. Your practice can tell you more about this.

Changes to this page

If this policy changes, the date below changes with it. Continuing to use the app means you accept the current version.