Privacy Policy
Last updated: September 14, 2026
Mind & Mood ("we", "us") provides online and in-person counseling and therapy services, and operates the website at https://mindandmood.org (the "Site").
This Privacy Policy explains what personal information we collect when you visit the Site, create an account or book a session, how we use it, who we share it with, and the choices you have. It applies alongside our Terms of Service.
1. Who we are
The Site is operated by [LEGAL ENTITY NAME – TODO], 20 Um Al Baneen St., Khalda, Amman, Jordan. We are responsible for the personal information collected through the Site.
If you have any questions about this policy or how we handle your information, contact us at [CONTACT EMAIL – TODO].
2. What this policy covers
This policy covers the Site, your account, the booking flow and the emails or messages we exchange with you about bookings and our services.
What you discuss with your therapist during an evaluation or therapy session is governed by professional confidentiality, described in the section on sensitive and health information below and in our Terms of Service.
3. Information we collect
We collect only what we need to provide our services. Depending on how you use the Site, this includes:
Account information
When you create an account we collect your email address and a password. The password is stored in hashed form by our authentication provider (Google Firebase Authentication); we never see it. You may optionally add a display name and a profile photo, which is stored with Google Firebase Storage. We also record sign-in timestamps.
Booking information
When you book a session through the booking calendar provided by Cal.com, you are asked for your name, email address and phone number, a confirmation that you are 18 or older, your preferred session location or format, whether you agree to be contacted via WhatsApp, the date and time you choose, and any notes or additional guests you add. Cal.com uses this information to send your confirmation email and meeting link.
Communications
If you email or message us, we keep the content of that correspondence so we can respond to you.
Usage and analytics information
Only if you accept analytics cookies, PostHog (hosted in the European Union) collects information such as your device and browser type, approximate location derived from your IP address, the pages you view and the actions you take on the Site. It never collects the content of your sessions.
Technical information
Our hosting provider (Vercel) keeps short-lived request logs, including IP addresses, for security and to keep the Site running.
4. Sensitive and health information
What you share during an evaluation or therapy session is confidential health information. It is handled by your therapist under professional confidentiality and is not recorded or stored by the Site. The Site stores only the booking details listed above.
Please do not include sensitive details about your health in booking notes or emails. Save them for your session, where they can be discussed privately.
The legal limits of confidentiality (for example, a serious risk of harm to you or another person) are explained in our Terms of Service and by your therapist.
5. How we use your information
We use your information to:
- Schedule and provide evaluation and therapy sessions, online or in person
- Create and secure your account and show your upcoming and past bookings on your profile page (we look up bookings using your account email address)
- Send booking confirmations, reminders, meeting links and rescheduling or cancellation options
- Respond to your questions and requests
- Understand how the Site is used and improve it, only where you have accepted analytics cookies
- Protect the Site against misuse and comply with our legal obligations
6. Legal bases for processing
Where the law requires us to identify a legal basis for using your information, we rely on the following:
- Performance of a contract or your request: to provide the sessions you book and to run your account
- Consent: for analytics cookies and for optional contact via WhatsApp; you can withdraw consent at any time
- Legitimate interests: to keep the Site secure, prevent misuse and improve our services, in ways that do not override your rights
- Legal obligations: where we must keep records or respond to lawful requests
7. Service providers we work with
We share personal information only with providers that help us run the Site and deliver sessions. They act on our instructions and under their own privacy policies:
- Google Firebase: authentication, storage of profile photos and, with your consent, analytics
- PostHog (hosted in the European Union): product analytics, only with your consent
- Cal.com: booking calendar, confirmation and reminder emails, rescheduling and cancellation
- The video meeting provider shown in your booking confirmation (for example Cal Video or Google Meet): hosting online sessions
- Vercel: hosting the Site
- Our email provider: correspondence with you
We do not sell your personal information, and we do not share it with advertisers.
9. How long we keep information
- Account information: until you delete your account or ask us to delete it
- Booking records: for as long as needed to schedule and deliver your sessions, and afterwards for the period required by our professional and legal obligations ([RETENTION PERIOD – TODO])
- Analytics data: according to PostHog and Google Analytics retention settings ([ANALYTICS RETENTION – TODO, default 2 months for event data])
- Technical logs: for a short period, typically a few weeks
10. Security
The Site is served over HTTPS. Account credentials are handled by Google Firebase Authentication, and access to personal information is limited to the people who need it to provide our services. No method of transmission or storage is completely secure, so please keep your password private and let us know if you suspect unauthorized access to your account.
11. International transfers
Our service providers, including Google, Cal.com, PostHog and Vercel, may store and process information in countries other than the one you live in, including the United States and the European Union. They apply contractual and technical safeguards to protect your information wherever it is processed.
12. Your rights and choices
Depending on where you live, you may have the right to:
- Access the personal information we hold about you
- Correct information that is inaccurate or incomplete
- Delete your information, subject to records we must keep
- Withdraw consent, for example by changing your cookie settings
- Object to or restrict certain processing
- Complain to a data protection authority, where one exists in your country
To exercise these rights, email us at [CONTACT EMAIL – TODO]. You can update or remove your profile photo from your profile page. To delete your account, contact us and we will confirm once it is done.
13. Children
The Site and our services are intended for adults aged 18 and over, and the booking form asks you to confirm this. If you are a parent or guardian seeking support for someone under 18, please contact us first so we can discuss whether and how we can help.
14. Changes to this policy
We may update this policy from time to time. The latest version is always available on this page with the date it was last updated. If we make significant changes, we will let you know on the Site.
15. Contact us
[LEGAL ENTITY NAME – TODO]
20 Um Al Baneen St., Khalda, Amman, Jordan
Email: [CONTACT EMAIL – TODO]