Privacy Policy
1. Personal Data We Collect
We collect personal data relating to you (“Personal Data”) as follows:
Personal Data You Provide. We collect Personal Data when you create an account, use our Services, or communicate with us, including:
- Third-Party Platform Information: When you install or access the Mandala Coach through a third-party platform (e.g., Slack, Microsoft Teams), that platform may provide us with certain account details, including your username, profile information, workspace details, and other data based on your permissions (“Account Information”). The information we receive depends on your privacy settings and platform-specific permissions.
- User Content: We collect Personal Data that you provide when using our Services, including your prompts and other content you upload, such as files, images, and audio, you input into our AI-powered coaching bot (“Content”) depending on the features you use.
- Communication Information: If you communicate with us, such as via email or our pages on social media sites, we may collect Personal Data like your name, contact information, and the contents of the messages you send (“Communication Information”).
- Training Participation Data: If you enroll in a Mandala leadership training (in-person or virtual), we collect information related to your participation, such as attendance, submitted materials, and feedback.
- Community Engagement Data: If you participate in Mandala’s online communities (e.g., Slack, Microsoft Teams), we may collect messages and other content you share within these communities.
- Other Information You Provide: We collect other information that you may provide to us, such as when you participate in our events or surveys or provide us with information to establish your identity or age (collectively, “Other Information You Provide”).
Personal Data We Receive from Your Use of the Services. When you visit, use, or interact with the Services, we receive the following information about your visit, use, or interactions (“Technical Information”):
- Log Data: We collect information that your browser or device automatically sends when you use our Services, such as your IP address, browser type, operating system, timestamps, and interaction logs.
- Usage Data: We collect data about how you interact with our Services, including features used, pages visited, time spent on different parts of the Services, and engagement with our AI Coach or Slack communities.
- Device Information: We collect information about the device you use to access our Services, such as device type, operating system, browser version, and unique device identifiers.
- Location Information: We may infer your general location from your IP address for security and experience enhancement. Some Services may allow you to share precise location data if you enable location permissions.
Information We Receive from Other Sources. We may receive additional information from trusted partners and third-party services, including:
- Slack: If you participate in a Mandala Slack community or install our Slack app, Slack may share basic user profile data and workspace information with us based on your Slack permissions.
- AI Coach Provider: Our AI-powered coaching bot is powered by Claude, which processes user input to generate responses. Mandala only shares enterprise data with third parties as required for service functionality. No data is sold or used for advertising.
- Payment Processors: We use third-party payment providers for transactions and do not store financial data.
- Security & Fraud Prevention: We may receive information from security partners to protect against fraud, unauthorized access, and abuse.
2. How We Use Personal Data
We may use Personal Data for the following purposes:
- To provide, analyze, and maintain our Services, including delivering leadership training, community engagement, and AI-powered coaching;
- To improve and develop our Services and conduct research, for example to develop new product features;
- To communicate with you, including to send you information about our Services and events, for example about changes or improvements to the Services;
- To prevent fraud, illegal activity, or misuses of our Services, and to protect the security of our systems and Services;
- To comply with legal obligations and to protect the rights, privacy, safety, or property of our users, Mandala, or third parties.
As noted above, we may use Content you provide us to improve our Services, for example to train the models that power our AI-power coaching services.
3. Disclosure of Personal Data
We may disclose your Personal Data in the following circumstances:
- Service Providers and Partners: We work with trusted third-party providers, such as Slack, Microsoft Teams, Clause (AI Coach provider), and payment processors, to operate and improve our Services. These providers process data on our behalf and are required to comply with applicable data protection laws.
- Business Transfers: If we are involved in strategic transactions, reorganization, bankruptcy, receivership, or transition of service to another provider (collectively, a “Transaction”), your Personal Data may be disclosed in the diligence process with counterparties and others assisting with the Transaction and transferred to a successor or affiliate as part of that Transaction along with other assets.
- Government Authorities or Other Third Parties: We may share your Personal Data, including information about your interaction with our Services, with government authorities, industry peers, or other third parties in compliance with the law (i) if required to do so to comply with a legal obligation, or in the good faith belief that such action is necessary to comply with a legal obligation, (ii) to protect and defend our rights or property, (iii) if we determine, in our sole discretion, that there is a violation of our terms, policies, or the law; (iv) to detect or prevent fraud or other illegal activity; (v) to protect the safety, security, and integrity of our products, employees, users, or the public, or (vi) to protect against legal liability.
4. Retention
We’ll retain your Personal Data for only as long as we need in order to provide our Services to you, or for other legitimate business purposes such as resolving disputes, safety and security reasons, or complying with our legal obligations. How long we retain Personal Data will depend on a number of factors, such as:
- Our purpose for processing the data (such as whether we need to retain the data to provide our Services);
- The amount, nature, and sensitivity of the information;
- The potential risk of harm from unauthorized use or disclosure;
- Any legal requirements that we are subject to.
5. Your Rights
Depending on where you live, you may have certain legal rights regarding your Personal Data. These rights may include the ability to:
- Access your Personal Data and understand how it is processed.
- Delete your Personal Data from our records.
- Update or correct inaccuracies in your Personal Data.
- Transfer your Personal Data to a third party (right to data portability).
- Restrict how we process your Personal Data.
- Withdraw consent at any time if we rely on consent as the legal basis for processing.
- Object to how we process your Personal Data.
- Lodge a complaint with your local data protection authority.
To exercise your rights, you or an authorized agent may submit a request by emailing us at privacy@mandalaforus.com. We may ask for additional information to verify your identity. If we deny your request, you may have the right to appeal by contacting us at the same email.
6. Children
Our Services are not directed to or intended for children under 13. We do not knowingly collect Personal Data from children under 13. If you believe that a child under 13 has provided Personal Data to Mandala through the Services, please contact us at privacy@mandalaforus.com. We will investigate and, if appropriate, delete the Personal Data from our systems. Users under 18 must have permission from a parent or guardian to use our Services.
7. Security
We implement commercially reasonable technical, administrative, and organizational measures to protect Personal Data from loss, misuse, unauthorized access, disclosure, alteration, or destruction. These measures are designed to safeguard your information, but no system is completely secure. However, no Internet or email transmission is ever fully secure or error free. Therefore, you should take special care in deciding what information you provide to the Services. In addition, we are not responsible for circumvention of any privacy settings or security measures contained on the Service, or third-party websites.
Encryption in Transit: All data transmitted between users and our servers, as well as between Slack and Mandala’s infrastructure, is encrypted using TLS 1.2+ to ensure secure communication.
8. Additional U.S. State Disclosures
Certain U.S. state privacy laws require specific disclosures about the Personal Data we collect, how we use it, and how we disclose it. The table below provides additional details. You can read more in the sections "Personal Data We Collect", "How We Use Personal Data", and "Retention" above.
Categories of Personal Data We Collect
We collect the following information, as described above:
* Identifiers, such as your name, contact details, IP address, and device identifiers.
* Commercial information, such as transaction history.
* Network activity information, such as User Content, AI coaching interactions, and engagement with our Services.
* Communication information, such as your email address and messages sent to us.
* Geolocation data, such as the general area from which your device accesses our Services (based on IP address).
* Account credentials and payment information (we do not store financial details but use third-party processors).
Disclosure of Personal Data
We use this information for the following purposes, as described above:
* Provide, analyze, and maintain our Services
* Improve and develop our Services and conduct research
* Communicate with you, including to send you information about our Services and events
* Prevent fraud, illegal activity, or misuses of our Services, and to protect the security of our systems and Services
* Comply with legal obligations and protect the rights, privacy, safety, or property of our users, Mandala, or third parties
Disclosure of Personal Data
We may disclose this information in the following circumstances, as described above:
* Vendors, service providers, and affiliates to process in accordance with our instructions
* Government authorities or other third parties for the legal reasons described above
* Parties involved in Transactions
* Business account administrators for the reasons described above
* Other users and third parties you interact or share information with
9. U.S. State Privacy Rights
Depending on where you live and subject to applicable exceptions, you may have the following privacy rights in relation to your Personal Data:
- The right to know information about our processing of your Personal Data, including the right to access your Personal Data, often in a portable format.
- The right to request deletion of your Personal Data.
- The right to correct your Personal Data.
- The right to be free from discrimination relating to the exercise of any of your privacy rights.
We do not “sell” Personal Data or “share” Personal Data for cross-contextual behavioral advertising, and we do not process Personal Data for “targeted advertising” purposes (as those terms are defined under state privacy laws). We also do not process sensitive Personal Data for the purposes of inferring characteristics about a consumer.
Exercising Your Rights. You can exercise your privacy rights by submitting a request to privacy@mandalaforus.com.
Verification. To protect your Personal Data from unauthorized access, modification, or deletion, we may require you to verify your identity before processing your request. If you do not have an account with us, or if we suspect fraudulent or malicious activity, we may ask for additional information to confirm your identity. If we cannot verify your identity, we will not be able to honor your request.
Authorized Agents. You may submit a rights request through an authorized agent. If you do so, the agent must provide signed written permission to act on your behalf, and you may be required to verify your identity separately. Authorized agent requests can be submitted to privacy@mandalaforus.com.
Appeals. Depending on where you live, you may have the right to appeal a decision we make regarding your privacy rights request. To submit an appeal, please contact us at privacy@mandalaforus.com.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will publish an updated version and effective date on this page, unless another type of notice is required by applicable law.
11. How to Contact Us
If you have any questions or concerns that are not addressed in this Privacy Policy, please contact us at team@mandalaforus.com.
