Privacy Policy
Last updated: 30th April 2025
1. Introduction
Welcome to The Mind Distillery Ltd ("we," "us," "our"). We provide a B2B software-as-a-service platform (A-Minds) that assists businesses take decisions on job applications by integrating with their Applicant Tracking Systems (ATS).
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://www.aminds.ai (the "Site"), including any other media form, media channel, mobile website, or mobile application related or connected thereto, and when you use our platform as an authorised user on behalf of our Customers.
Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site or use our services as an authorised user.
Scope: This policy applies to information collected through our Site (e.g., when you request a demo, subscribe to our newsletter) and information collected from authorised users of our platform (employees/agents of our Customers). This policy does not apply to the personal data of job applicants that we process on behalf of our Customers through our platform. That processing is governed by the Data Processing Agreement (DPA) between us and our Customer, and our Customer's own privacy policy provided to applicants.
We are The Mind Distillery, registered in England and Wales under company number 12923665 at 45 Old School Square, London, UK E14 7DJ. For the purposes of UK GDPR, we are the data controller for the personal data collected directly via our Site and from our platform's authorised users.
2. Information We Collect
We may collect information about you in a variety of ways. The information we may collect includes:
• Personal Data You Provide:
• Contact Information: When you request a demo, contact us, or subscribe to our newsletter, we may collect your name, email address, phone number, company name, job title, and the content of your message.
• Account Information: If you are an authorised user of our platform (acting on behalf of our Customer), we collect your name, work email address, and information required for authentication (managed via our provider, Clerk).
• Derivative Data (Usage Information):
Information our servers automatically collect when you access the Site or Platform, such as your IP address, browser type, operating system, access times, and the pages you have viewed directly before and after accessing the Site.
If you are an authorised user, we collect data about your interaction with the Platform features.
• Cookies and Tracking Technologies:
We may use cookies, web beacons, tracking pixels, and other tracking technologies on the Site to help customise the Site and improve your experience. For more information on how we use cookies, please refer to our Cookie Policy. You can control cookies through your browser settings.
3. How We Use Your Information
Having accurate information about you permits us to provide you with a smooth, efficient, and customised experience. Specifically, we may use information collected about you to:
• Respond to your inquiries and fulfil your requests (e.g., schedule demos, send newsletters).
• Create and manage your account (for authorised users).
• Provide, operate, and maintain our Site and Platform services.
• Improve, personalise, and expand our Site and Platform.
• Understand and analyse how you use our Site and Platform.
• Communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the Site/Platform, and for marketing and promotional purposes (where consent is obtained or legitimate interest applies).
• Process your transactions (if applicable).
• Find and prevent fraud.
• Comply with legal obligations.
4. Legal Basis for Processing (UK GDPR)
We process your personal data based on the following legal grounds:
• Consent: Where you have given us explicit consent (e.g., for newsletters, non-essential cookies). You can withdraw your consent at any time.
• Contractual Necessity: To perform our contract with our Customer (which includes providing access to authorised users) or to take steps at your request before entering into a contract (e.g., providing a demo).
• Legitimate Interests: Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. This includes operating our Site, providing Platform access, security, preventing fraud, and certain marketing communications.
• Legal Obligation: To comply with our legal and regulatory obligations.
5. Disclosure of Your Information
We do not sell your personal information. We may share information we have collected about you in certain situations:
• With Service Providers (Sub-processors): We may share your information with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf and require access to such information to do that work. These service providers fall into categories such as:
• Cloud infrastructure and website hosting providers.
• Database hosting providers.
• User authentication and security providers.
• Transactional email delivery services.
• Website analytics providers.
• Customer relationship management (CRM) software providers.
• Communication and appointment scheduling tool providers.
• By Law or to Protect Rights: If we believe the release of information about you is necessary to respond to legal process, to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of others, we may share your information as permitted or required by any applicable law, rule, or regulation.
• Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
• With Your Consent: We may disclose your personal information for any other purpose with your consent.
6. International Transfers
Your information, including personal data, may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those in your jurisdiction (e.g., UK to US).
We use service providers (Sub-processors listed above) located outside the UK/EEA. We ensure appropriate safeguards are in place for such transfers, typically through the use of Standard Contractual Clauses approved by the European Commission, supplemented by the UK Addendum where required, or reliance on adequacy decisions.
7. Data Security
We use administrative, technical, and physical security measures to help protect your personal information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.
8. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
• Website Visitor Data: Retained for as long as necessary to respond to inquiries, manage newsletter subscriptions, or analyse website usage.
• Authorised User Data: Retained for the duration of our Customer's contract with us, and for a limited period afterwards as required for operational or legal reasons.
You can request deletion of your data as described in your rights below.
9. Your Data Protection Rights (UK GDPR)
Under UK data protection law, you have rights including:
• Right to Access: You have the right to request copies of your personal data.
• Right to Rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• Right to Erasure: You have the right to request that we erase your personal data, under certain conditions.
• Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
• Right to Object to Processing: You have the right to object to our processing of your personal data, under certain conditions (especially where we rely on legitimate interests).
• Right to Data Portability: You have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.
• Right to Withdraw Consent: If we are relying on consent to process your personal data, you have the right to withdraw that consent at any time.
To exercise any of these rights, please contact us at legal@aminds.ai or at the address below. We aim to respond to requests within one month.
You also have the right to lodge a complaint with the UK's Supervisory Authority, the Information Commissioner's Office (ICO) (https://ico.org.uk/).
10. California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have specific rights regarding your personal information. These rights include the right to know, delete, correct, and opt-out of the sale or sharing of your personal information. We do not "sell" or "share" (as defined by CCPA/CPRA) the personal information covered by this policy. To exercise your rights, please contact us as described above.
11. Children's Privacy
Our Site and Services are not intended for use by children under the age of 16. We do not knowingly collect personal identifiable information from children under 16.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.
13. Contact Us
If you have any questions about this Privacy Policy, please contact us by email at legal@aminds.ai or by post at:
Data Protection Officer
The Mind Distillery Ltd
45 Old School Square
London UK
E14 7DJ