Privacy Policy
Last updated: 14-08-2025
This Privacy Policy describes how Mind13 collects, uses, and protects your personal data when you use our website.
Who We Are
The controller responsible for the processing of personal data on this website within the meaning of the GDPR and other applicable data protection laws is:
Mind13
Lorenz-Wenk-Weg 20
79713 Bad Säckingen
Germany
VAT ID: [VAT Number]
Email: hello@mind13.com
Website: www.mind13.com
If you have any questions or concerns about data protection at Mind13, you can contact us at the email address above.
What Data We Collect
You can browse our website without providing any personal data. If you choose to use certain features such as submitting a contact form, using our chatbot, or subscribing to our newsletter, we will need to process the personal data you provide so we can respond or deliver the service.
Note: Please do not provide special category data (e.g., health details, political opinions, or religious beliefs). We do not intentionally collect or process such information.
Data You Provide:
(Required for the chosen service unless marked as optional)
| Data Type | Required / Optional | Purpose | Legal Basis |
|---|---|---|---|
| Name | Required for contact forms, evaluations, or newsletters | Responding to your inquiry or providing requested service | Art. 6(1)(b) GDPR |
| Email address | Required for contact, evaluations, or newsletters | Communication and delivery of requested service | Art. 6(1)(b) GDPR |
| Company name | Required for business-related inquiries and evaluations | Tailoring responses to your business needs | Art. 6(1)(b) GDPR |
| Phone number | Optional | Faster response to your request | Art. 6(1)(b) GDPR |
| Any information you include in forms | Optional | Responding to your inquiry | Art. 6(1)(b) GDPR |
Automatically Collected Data:
(Collected when you browse our website; used for functionality, security, and analytics)
- IP address (anonymized where possible)
- Browser type and version
- Device information (such as operating system)
- Pages visited, date, and time of access
- Approximate location (derived from IP address)
Collected via:
- Google Analytics (analytics, performance measurement)
- Server logs (OVHCloud, Vercel, Google Cloud for security and technical operation)
Legal basis: Art. 6(1)(f) GDPR – our legitimate interest in maintaining website security and improving user experience.
Retention: Typically 14 to 26 months for Google Analytics. Server log data is retained for security monitoring and deleted within industry-standard timeframes.
Data Processed via AI Tools
(Only if you submit data through forms or chatbot)
If you use our chatbot or submit a form, we may use Large Language Models provided by:
- OpenAI API
- Anthropic
- Google AI
Purpose: Automated replies, lead qualification, and content generation.
Legal basis: Art. 6(1)(b) GDPR or Art. 6(1)(f) GDPR.
Retention: Data is stored only as long as needed to fulfil the request, then deleted or anonymised.
Data Used for Direct Business Communication
If you contact us or show interest in our services, we may process your contact data to provide relevant offers, service information, or follow-up communication.
Legal basis: Art. 6(1)(f) GDPR – our legitimate interest in developing a business relationship. You can object to this use at any time.
Data Combination Policy
We do not combine automatically collected analytics data with identifiable form data unless required for:
- Security monitoring
- Fraud prevention
- Compliance with legal obligations
Purpose and Legal Basis
We process personal data only where there is a valid legal basis under the GDPR. The purposes for which we process personal data, and the corresponding legal bases, are as follows:
| Purpose of processing | Description | Legal Basis |
|---|---|---|
| Responding to contact requests and inquiries | Communicating with you when you contact us through our website, email, or telephone | Art. 6(1)(b) GDPR |
| Sending newsletters (if subscribed) | Sending you updates, news, and marketing content | Art. 6(1)(a) GDPR |
| Website analytics | Analysing visitor behaviour to improve website functionality and performance | Art. 6(1)(a) GDPR; Art. 6(1)(f) GDPR |
| Operating AI-based features | Using AI tools to respond to inquiries, qualify leads, and generate requested content | Art. 6(1)(b) GDPR; Art. 6(1)(f) GDPR |
| Ensuring website security and performance | Monitoring and maintaining the security of our website and systems | Art. 6(1)(f) GDPR |
| Contacting users with relevant offers | Following up if you have shown interest in our services | Art. 6(1)(f) GDPR |
| Compliance with legal obligations | Fulfilling obligations under applicable laws | Art. 6(1)(c) GDPR |
| Protection of vital interests | Processing data in emergencies | Art. 6(1)(d) GDPR |
You may withdraw consent at any time where processing is based on Article 6(1)(a) GDPR. If processing is based on legitimate interests under Article 6(1)(f) GDPR, you have the right to object at any time on grounds relating to your particular situation. To exercise these rights, please contact us at support@mind13.com.
Provision of Personal Data – Legal or Contractual Requirement
In certain cases, providing personal data is a legal or contractual requirement, or necessary to enter into a contract with us. For example, we may need your contact and business details to prepare an offer or perform a service agreement. If you do not provide the required personal data, we may not be able to enter into or fulfil the contract.
Before providing any personal data, you may contact us for clarification on whether it is legally or contractually required, whether you are obliged to provide it, and what the possible consequences of not providing it might be.
Automated Decision-Making and Profiling
We do not use automated decision-making, including profiling, that produces legal effects or similarly significant consequences for you as defined in Article 22 GDPR.
How Long We Store Your Data
We retain personal data only as long as necessary to fulfil the purposes for which it was collected:
- Contact inquiries: Up to 12 months
- Newsletter data: Until you unsubscribe
- Evaluation data: Until the project ends or a decision is made
- Analytics data: Typically 14 to 26 months
Where no specific retention period is stated, we determine the appropriate period based on service delivery needs, legal requirements, or legitimate interests. Once expired, personal data is securely deleted or anonymised.
Third-Country Transfers and Safeguards
Examples of services and providers that may involve transfer outside the EEA include:
- Google LLC (United States)
- OpenAI, L.L.C. (United States)
- Anthropic PBC (United States)
- Mailchimp (United States)
- Meta Platforms, Inc. (United States)
Where no adequacy decision exists, we use Standard Contractual Clauses (SCCs) and additional measures to ensure EU-equivalent protection. You may request a copy of the safeguards by contacting hello@mind13.com.
Your Rights Under the GDPR
As a data subject, you have the right to:
- Access your data
- Rectify inaccurate data
- Request erasure
- Restrict processing
- Data portability
- Object to processing
- Withdraw consent at any time
To exercise your rights, contact hello@mind13.com.
If you believe our processing violates the law, you can lodge a complaint with: Landesbeauftragte für den Datenschutz und Informationsfreiheit Baden-Württemberg (LfDI BW) Lautenschlagerstraße 20, 70173 Stuttgart Email: poststelle@lfdi.bwl.de Website: https://www.baden-wuerttemberg.datenschutz.de
Data Security
We take appropriate measures to protect your personal data, including:
- Secure data transmission (HTTPS/TLS)
- Access controls and authentication
- Regular review of security measures
- Limiting access to authorised personnel
- Staff security training
- Backup and recovery procedures
While we strive to protect your personal data, no method of transmission or storage is completely secure.
Use of Cookies and Similar Technologies
Our website uses cookies and similar technologies to ensure the proper functioning of the site, personalise content, analyse performance, and improve the user experience. Cookies are small text files stored on your device when you visit our website.
Types of Cookies
- Necessary cookies: Required to provide the basic functionality of the website (for example, to store your cookie settings, enable login, or ensure website security). These cookies are set without your consent.
- Functional cookies: Enable enhanced features and personalisation.
- Analytics and performance cookies: Collect anonymous or pseudonymous information about how visitors use our website to improve its performance.
- Marketing cookies: Used to display relevant advertising and measure the effectiveness of advertising campaigns.
Legal Basis
For necessary cookies: Article 6(1)(f) GDPR (legitimate interest in providing a functional website). For all other cookies and similar technologies: Your explicit consent under Article 6(1)(a) GDPR in conjunction with Section 25 TTDSG (German Telecommunications-Telemedia Data Protection Act).
Managing Your Cookie Preferences
You can withdraw or adjust your consent at any time via our cookie banner. In addition, you can manage or block cookies through the following options:
- Browser settings: Configure your browser to block or delete cookies.
- Google Analytics Opt-out Browser Add-on: https://tools.google.com/dlpage/gaoptout
- Opt-out cookie: Use the opt-out function in our cookie banner to set a cookie that disables Google Analytics tracking on this website.
Some cookies are set by third-party providers whose services we integrate into our website, such as: Google LLC (Google Analytics, Google Tag Manager), Meta Platforms, Inc. (Facebook Pixel), LinkedIn Corporation (LinkedIn Insight Tag). For more information about these providers and the cookies used, please see the Third-Party Services section of this Privacy Policy.
Google Analytics
We use Google Analytics, a web analytics service provided by Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. Google Analytics uses cookies that enable the analysis of your use of our website. The information generated by these cookies about your use of the website (including your IP address) is generally transmitted to a Google server in the United States and stored there.
Purpose of Processing: Google Analytics is used to analyse visitor behaviour in order to improve our website's content, structure, and performance.
Legal Basis
The use of Google Analytics is based on your consent under Article 6(1)(a) GDPR in conjunction with Section 25 TTDSG. You can withdraw your consent at any time (see below).
Data collected:
- IP address (shortened/anonymised where possible)
- Device and browser information
- Pages visited, date, and time of access
- Referring URL
Data Transfers to the United States
Data may be transferred to the United States. Safeguards: Standard Contractual Clauses (SCCs) approved by the European Commission.
Retention: Data is retained in Google Analytics for 14 to 26 months, according to our configuration.
Opt-Out Options
You can prevent Google Analytics from collecting your data as follows:
- Browser settings: Configure your browser to block or delete cookies.
- Google Analytics Opt-out Browser Add-on: Install the add-on provided by Google at https://tools.google.com/dlpage/gaoptout.
- Opt-out cookie: Use the opt-out function in our cookie banner to set a cookie that disables Google Analytics tracking on this website.
For more information on Google's data protection practices, please visit: https://policies.google.com/privacy
Third-Party Services and Data Recipients
We use trusted third-party services to support our operations, improve website performance, and deliver our services. Where these providers process personal data on our behalf, they act as data processors under Article 28 GDPR. Data may also be transferred outside the EU/EEA, subject to appropriate safeguards such as Standard Contractual Clauses (SCCs).
Below is an overview of the categories of third-party services we use, their purposes, and examples of tools or providers:
| Category | Purpose | Examples |
|---|---|---|
| Website hosting & infrastructure | Hosting the website, processing form submissions, backend infrastructure | OVHCloud, Vercel, Google Cloud, internal infrastructure |
| Analytics providers | Website traffic analysis and visitor behavior | Google Analytics |
| Communication & productivity tools | Email communication, contact form delivery, internal handling of requests | Google Workspace, Notion |
| AI service providers | Generating automated responses (chatbot, email) | OpenAI API, Antrophic, Google |
| Marketing and newsletter tools | Email campaigns, newsletter management | Mailchimp |
| Advertising and tracking tools | Retargeting, measuring ad performance | Facebook Pixel |
Notes
- We only share personal data with third parties to the extent necessary for the specific processing purpose.
- All third-party providers are contractually bound to GDPR-compliant data processing agreements.
- Data transfers outside the EEA are safeguarded using Standard Contractual Clauses, adequacy decisions, or other lawful mechanisms.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or other circumstances. The updated version will be published on this page and will be effective as of the date indicated at the top of the policy.
If we make material changes that significantly affect your rights or the way we process your personal data, we will inform you in advance by appropriate means, such as a prominent notice on our website or by direct communication (e.g., email, if we have your contact details).
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
Contact
If you have questions about this policy or wish to exercise your rights, contact us at: support@mind13.com