Privacy Policy

1. Controller

familymind GmbH
Schweppermannstr. 4a
81671 München
Germany
support@familymind.ai

2. Visiting our website and server log files

Each time our website or app is accessed, general technical data is collected and stored in server log files. This may include:

• Browser type and version
• Operating system used
• Referrer URL
• Sub-pages visited
• Date and time of access
• IP address
• Internet service provider
• Other data necessary for security purposes (e.g. in case of cyberattacks)

The legal basis is our legitimate interest in operating our services securely and reliably (Art. 6(1)(f) GDPR).

3. Cookies, consent and audience measurement on the website

Our website only sets analytics cookies or stores identifiers in your browser once you have agreed via our cookie banner. You can withdraw or change your choice at any time via the cookie banner.

Without your consent, PostHog, Microsoft Clarity and Google Analytics run in a cookieless mode: PostHog keeps data only in the memory of the open page, Google Analytics runs in Consent Mode with consent denied, and Clarity sets no cookies.

With your consent, the legal basis is Art. 6(1)(a) GDPR in conjunction with § 25(1) TDDDG. The legal basis for cookieless measurement is our legitimate interest in data-minimising audience measurement (Art. 6(1)(f) GDPR).

4. Microsoft Clarity

On our website we use Microsoft Clarity, a service of Microsoft Corporation (One Microsoft Way, Redmond, WA 98052-6399, USA). Clarity creates heatmaps and session recordings of interactions such as clicks, scrolling and mouse movements, which help us improve usability.

Data may be transferred to the United States. Microsoft is certified under the EU-US Data Privacy Framework. More information: https://privacy.microsoft.com/en-us/privacystatement

5. Google Analytics

On our website we use Google Analytics, a service of Google Ireland Limited (Gordon House, Barrow Street, Dublin 4, Ireland), to create usage statistics. IP anonymization is active, so your IP address is shortened within the EU before it is transmitted.

Google LLC is certified under the EU-US Data Privacy Framework. You can prevent collection with the browser add-on at https://tools.google.com/dlpage/gaoptout. More information: https://support.google.com/analytics/answer/6004245

6. PostHog

On our website we use PostHog (PostHog Inc.), with data stored in PostHog’s EU cloud. It shows us which pages are used and where visitors get stuck, so we can improve familymind. We do not use this data for advertising and do not pass it on. Cookies, consent and the legal basis are covered in section 3.

7. Ahrefs Web Analytics

On our website we use Ahrefs Web Analytics (Ahrefs Pte. Ltd., Singapore) to measure visits from search engines. It works without cookies and stores no identifiers on your device. The legal basis is our legitimate interest in understanding how people find our website (Art. 6(1)(f) GDPR). Data may be processed outside the EU, for example in Singapore, for which there is no EU adequacy decision. The transfer is based on Ahrefs’ data processing terms.

8. Google reCAPTCHA

We use Google reCAPTCHA, a service of Google Ireland Limited, on the newsletter form. It only loads once you use the form and checks invisibly whether a person or an automated program is filling it in. It transmits your IP address, information about your browser and device, and your interaction with the form to Google.

The legal basis is our legitimate interest in protecting the form against automated sign-ups (Art. 6(1)(f) GDPR). Google LLC is certified under the EU-US Data Privacy Framework. More information: https://policies.google.com/privacy and https://policies.google.com/terms

9. Contacting us

If you contact us by email or via a form, we store your details to handle your request. This information is provided voluntarily and is not shared with third parties without your consent.

The legal basis is Art. 6(1)(b) GDPR where your request relates to a contract, and otherwise our legitimate interest in answering it (Art. 6(1)(f) GDPR).

10. Newsletter and emails

We send our newsletter via Brevo (Sendinblue SAS, Paris, France). You only receive it after signing up and confirming your address by email (double opt-in). Your email address and, where given, your language and chosen topics are stored with Brevo in the EU. Service emails, such as your Mental Load Score result, are also sent via Brevo.

You can unsubscribe at any time using the link in every email. The legal basis is your consent (Art. 6(1)(a) GDPR).

11. Your familymind account and app data

What you create in the app (your family space, members, tasks, lists, calendar events, meal plans and conversations with the assistant) is stored in our own database, run by a cloud hosting provider in data centres in the EU. Data is encrypted in transit.

The content of your family space is visible only to the members you invite, and we keep it for as long as your account exists (see section 18). The legal basis is the performance of our contract with you (Art. 6(1)(b) GDPR).

12. AI features

The familymind assistant uses large language models from specialised AI providers based in the United States, accessed through their business APIs. The providers process these requests as our processors. We only send what is needed to answer your request: your message and the relevant family context, such as upcoming appointments. These requests are processed in the United States.

To keep the assistant reliable and fix errors, AI requests and responses are logged with an AI quality-monitoring provider that stores data in the EU. Only a small number of authorised team members can access these logs, and we keep them only as long as we need them for this purpose.

Transfers to the United States are based on the EU-US Data Privacy Framework, for which the European Commission has adopted an adequacy decision (Art. 45 GDPR), and where a provider is not certified, on the EU Standard Contractual Clauses (Art. 46(2)(c) GDPR). You can get a copy of these safeguards by writing to support@familymind.ai. AI can make mistakes, so please check suggestions before relying on them. The legal basis is the performance of our contract with you (Art. 6(1)(b) GDPR).

13. Usage analytics in the app

In the app we use an analytics service that stores data in the EU, to understand which features are used and where things go wrong. There is no cross-app advertising tracking and we never sell this data. The legal basis is our legitimate interest in improving the app and fixing errors (Art. 6(1)(f) GDPR). You can object at any time (see section 22).

14. Signing in with Google or Apple, and Google Calendar

If you sign in with Google or Apple, we receive your name and email address (with Apple, possibly a relay address) and use them only to sign you in. The legal basis is Art. 6(1)(b) GDPR.

Our app can request access to your Google account to view and edit your calendar events, so your familymind calendar stays in sync with Google Calendar:

• Accessed data: only the calendars you choose to connect.
• Use of data: only to display, create and update events in the familymind app.
• Data sharing: we never sell Google user data or use it for advertising. We only share it where needed for features you use in the app, for example with our AI providers when the assistant takes your appointments into account (see section 12), or where the law requires it.
• Data storage: calendar events are stored in our own database for synchronization.
• You can disconnect at any time in your Google account or in the app.

familymind’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements: https://developers.google.com/terms/api-services-user-data-policy

15. Subscriptions and payments

Subscriptions are handled by the Apple App Store or Google Play. We only receive your subscription status and plan, never card or bank details. You manage or cancel your subscription in your store account.

16. Recipients and transfers to third countries

For specific tasks we use service providers that process data on our behalf and on our instructions (processors under Art. 28 GDPR). They fall into these categories:

• Cloud hosting and database for the app, data centres in the EU
• AI language model providers for the assistant, USA
• Quality monitoring of the AI features, EU
• Usage analytics in the app, EU
• Newsletter and service email delivery (Brevo), EU
• Website analytics and spam protection (Microsoft, Google, PostHog, Ahrefs, see sections 4 to 8)

Apple and Google act as independent controllers when you sign in with their account, connect your Google Calendar or subscribe through their stores. Their own privacy policies apply to that processing.

Transfers outside the EU rely on the safeguards named in the relevant sections.

On request to support@familymind.ai, we will tell you which specific companies have received your data (Art. 15 GDPR).

17. Legal basis for processing

We process data on the following legal grounds:

• Art. 6(1)(a) GDPR: consent
• Art. 6(1)(b) GDPR: performance of a contract or pre-contractual measures
• Art. 6(1)(c) GDPR: legal obligation
• Art. 6(1)(f) GDPR: legitimate interest, e.g. security and protection against abuse

18. Storage period and deletion

We store personal data only as long as it is needed for its purpose or as required by law (for example, invoices).

Server log files are deleted as soon as they are no longer needed for the purposes in section 2. Newsletter data is kept until you unsubscribe; we keep proof of your consent for as long as we need it to demonstrate that consent. Enquiries are deleted once resolved, unless a retention obligation applies. App data is kept for as long as your account exists.

You can delete your account in the app or by emailing support@familymind.ai. Your personal data is then deleted immediately, unless a legal retention obligation applies. If you are the last member of a family space, the whole family space is deleted.

Deleting the app from your phone does not delete your account. Please also cancel any running subscription in the App Store or Google Play.

19. Children

Children’s profiles are created and managed by the adults in the family. Only add what is useful to you; a first name is enough. We do not profile children or advertise to them.

20. Whether you have to provide data, and automated decisions

You are under no legal or contractual obligation to provide us with data. Without the details for your account, however, we cannot offer you the app.

We do not make solely automated decisions that have legal effects on you or similarly significantly affect you (Art. 22 GDPR). The assistant’s suggestions are proposals you decide on yourself.

21. Your rights

Under the GDPR you have the right to:

• Access your data (Art. 15 GDPR)
• Rectification (Art. 16 GDPR)
• Erasure (Art. 17 GDPR)
• Restriction of processing (Art. 18 GDPR)
• Data portability (Art. 20 GDPR)
• Object to processing (Art. 21 GDPR)
• Withdraw your consent at any time, with effect for the future (Art. 7(3) GDPR)

To exercise these rights, contact us at support@familymind.ai. We will reply within one month and verify your identity before releasing any data.

You also have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR). The authority responsible for us is the Bavarian State Office for Data Protection Supervision (BayLDA), Promenade 18, 91522 Ansbach, Germany. You can also contact the authority where you live.

22. Your right to object

Where we process your data on the basis of our legitimate interest (Art. 6(1)(f) GDPR), you can object at any time on grounds relating to your particular situation (Art. 21(1) GDPR). We will then stop, unless we can demonstrate compelling legitimate grounds that override your interests, or the processing serves the establishment, exercise or defence of legal claims.

Where we use your data for direct marketing, you can object at any time without giving reasons (Art. 21(2) GDPR).

An email to support@familymind.ai is enough to object.