Privacy Policy

1. Introduction

Mindquill is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website or engage our services. We comply with Singapore's Personal Data Protection Act 2012 and related regulations.

For questions about this policy or our data practices, contact us at [email protected].

2. Data Collection

Personal Data We Collect

We collect personal data you provide directly when using our services or website, including:

• Name and professional title
• Email address and telephone number
• Organisation name and business address
• Service inquiries and project requirements
• Communication preferences

Technical Data

When you visit our website, we automatically collect certain technical information:

• IP address and browser type
• Device information and operating system
• Pages viewed and time spent on pages
• Referring website or source
• Cookie data as described in our Cookie Policy

Legal Basis for Processing

We process personal data based on consent, contractual necessity, legal obligations, and legitimate business interests in providing and improving our services.

3. How We Use Your Data

We use collected data for the following purposes:

• Responding to service inquiries and consultation requests
• Delivering AI implementation services as contracted
• Communicating about projects, services, and business matters
• Improving our website and service offerings
• Conducting analytics to understand user behaviour
• Complying with legal and regulatory obligations
• Sending marketing communications with your consent

4. Data Sharing and Disclosure

We do not sell personal data. We may share data with:

Service Providers

Third-party vendors who assist with website hosting, email services, analytics, and business operations. These providers are contractually bound to protect your data and use it only for specified purposes.

Professional Advisors

Lawyers, accountants, and other professional advisors when necessary for business operations or legal compliance.

Legal Requirements

Government authorities or other parties when required by law, legal process, or to protect our rights and safety.

Business Transfers

In connection with any merger, acquisition, or sale of assets, subject to confidentiality obligations.

5. Data Security

We implement appropriate technical and organisational measures to protect personal data:

• Encryption of data in transit using TLS/SSL protocols
• Secure server infrastructure with access controls
• Regular security assessments and updates
• Employee training on data protection practices
• Incident response procedures for data breaches

While we strive to protect your data, no method of transmission or storage is completely secure. We cannot guarantee absolute security but maintain reasonable safeguards consistent with industry standards.

6. Data Retention

We retain personal data for as long as necessary to fulfil the purposes outlined in this policy:

• Service inquiry data: 2 years from last contact
• Client project data: Duration of engagement plus 7 years
• Marketing communications: Until consent is withdrawn
• Website analytics: 26 months maximum
• Financial records: As required by Singapore tax law

Data is securely deleted or anonymised when no longer needed, unless longer retention is required by law.

7. Cookies and Tracking

Our website uses cookies and similar technologies. For detailed information about the cookies we use and your choices, please see our Cookie Policy.

8. Your Rights

Under Singapore's Personal Data Protection Act, you have the following rights:

Right to Access

You can request a copy of the personal data we hold about you.

Right to Correction

You can request correction of inaccurate or incomplete personal data.

Right to Withdraw Consent

Where processing is based on consent, you can withdraw consent at any time. This does not affect the lawfulness of processing before withdrawal.

Right to Data Portability

You can request transfer of data provided to us in a structured, commonly used format.

How to Exercise Your Rights

To exercise these rights, contact us at [email protected]. We will respond within 30 days. We may require verification of your identity before processing requests.

9. Third-Party Links

Our website may contain links to external websites not operated by us. We are not responsible for the privacy practices of third-party sites. We encourage you to review the privacy policies of any websites you visit.

10. Children's Privacy

Our services are intended for business users aged 18 and above. We do not knowingly collect data from individuals under 18. If we become aware of such collection, we will delete the data promptly.

11. International Data Transfers

Your data is primarily processed within Singapore. If we transfer data internationally, we ensure appropriate safeguards are in place, such as standard contractual clauses or adequacy determinations, to protect your data in accordance with Singapore's PDPA.

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Material changes will be communicated through our website or direct notification. The "Last Updated" date indicates when changes were last made. Continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our data practices, contact:

14. Supervisory Authority

If you have concerns about our data handling practices that we have not addressed satisfactorily, you may contact: