TOOLS4FAMILIES® PRIVACY POLICY

Last updated: December 29, 2024

This Privacy Policy (“Policy”) describes how Mind Matters Institute, A Psychological Corporation, dba Tools4Families (“Tools4Families”, “we”, “us”, “our”) collects, uses, discloses, and otherwise processes the personal information described in this Policy, as well as the rights and choices individuals have regarding that personal information.

1. Introduction and Scope

This Policy applies when a person (“you”, “your”, “user”) visits our websites at www.tools4families.com or www.mindmattersinstitute.org (the “Sites”), uses our mobile applications (the “Applications”) or otherwise interacts with us online or offline, which includes taking our classes and interacting with content available on our Sites or Applications (all together, our “Services”).

2. Personal Information We Collect

We collect personal information directly from you, automatically through your use of the Services, and from other unaffiliated sources. The personal information we collect varies depending on your use of our Services and our interactions with you.

Personal Information We Collect Directly from You

In general, we may collect the following personal information from you:

  • Surveys and other information gathering. We offer surveys, quizzes, and other opportunities on and off of our Services where we ask for information about you and your family to understand you and your interests better and so that we can reach out to you about our services and offerings that may be of interest to you and for other purposes.
  • Registration and profile information. When you register for an account with us, we collect certain personal information from you, such as your name, email address, and phone number, as well as any personal information you post to your profile or account
  • Purchasing products. When you purchase products on our Services, we collect information, including your name, shipping and billing address, email address, telephone number, account log-in credentials, and purchase history. We and our service providers collect payment information, such as your payment card information and billing and shipping address, and share these with entities that process your payment. We and our service providers will also collect information about you if you request a refund.
  • Household and demographic information. We may collect information about you and your household that you provide, such as the number of people in your family, the mental health diagnoses that impact you, and topics with which you need assistance.
  • Communications and interactions. When you email us, or otherwise communicate or interact with us and our team for support or other purposes, or respond to surveys we provide, we and our third-party vendors may collect and maintain records of your contact details and communications. We also keep records of communications and information you post in forums and other areas of the Services, as well as on our social media channels, and information you provide related to customer support requests.
  • Tools4Families newsletter. If you sign up for our newsletter, we will collect your contact information, including your email address.
  • Sweepstakes, contests, and promotions. If you participate in sweepstakes, contests, and promotions that we offer, we will collect your name, email address, and other registration information related to the contests, sweepstakes, and promotions.
  • Events and other requests. We also collect personal information related to your participation in our events and other requests you submit to us related to our Services. For example, if you register for or attend an event that we host or sponsor, including one of our workshops, we may collect information related to your registration for and participation in such event. We may record video and audio of events and the contents of any online forums or chats that are part of the events. When you contact us, sign up for our mailing lists, or otherwise request information from us, we collect and maintain records of your requests.

Personal Information We May Collect Automatically

We automatically collect personal information related to your use of our Services, including from cookies, pixel tags, and other similar technologies, such as:

  • Device and Browsing Information. When you visit or use our Services, we may collect IP address, browser type, domain name, access times, date/time stamps, operating system, language, device type, unique ID, Internet service provider, phone carrier and manufacturer, application installations, mobile advertising identifiers, push notifications, referring and exiting URLs, clickstream data, and similar device and browsing information.
  • Activities and Usage. We may collect activity information related to your use of the Services, such as information about the links clicked, pages viewed, searches, features used, items viewed, time spent within the Services, keystrokes, mouse clicks, your interactions with us within the Services, and other activity and usage information. In addition, with your consent where applicable law requires, we may track information about video and other content you view on our Services, and we may share that with our vendors and others who perform services for us.
  • Location Information. We may collect or derive your general location information through your IP address.

For more information about our use of cookies and other similar technologies, please see Cookies and Tracking (Section 6) below.

Personal Information We Collect from Other Sources

  • Payment Information. When you make a purchase or payment through the Services, the vendors we have engaged to perform payment processing services collect purchase and payment information from you to process your payment, such as your credit card number, purchase information, and payment history. These vendors, in turn, provide us with certain information about your payment transaction and purchase, such as your name, the amount of your payment, the billing location, and information about what you purchased.
  • Other Sources. In addition, we may collect and receive personal information from other individuals, including members, marketing and advertising agencies, analytics firms, social networks, telecommunications providers, and vendors who provide services to us.

3. How We Use Personal Information

We may collect, use, disclose, and otherwise process the personal information that we have collected about you for the following purposes:

  • Services and Support. To allow you to create and maintain your account with us, provide and operate our Services, communicate with you about your use of the Services, including by text message or email address, provide troubleshooting and technical support, respond to your inquiries, and communicate with you about the Services.
  • Analytics and Improvement. To better understand how members access and use the Services and our product and service offerings, and for other research and analytical purposes, such as to evaluate and improve our Services and business operations, to inform our marketing and promotion activities, to develop our Services and its features, and for internal quality control and training purposes.
  • Customization and Personalization. To tailor content, we may send, suggest to you, or display on the Services, including location customization, personalized communications, help, instructions, and other personalized experiences.
  • Communicate with You. To respond to your inquiries, send you requested materials and other information about our Services and offerings or third-party information and offerings and information in which you think we may be interested, and to communicate through text messages and push notifications about and as part of our Services. We may also use this information to send administrative information to you, such as changes to our terms, conditions, and policies.
  • Marketing and Promotions. For marketing and promotional purposes. For example, we can send you information about our Services, including by text message or email, such as newsletters and other marketing content, and any other information you sign up to receive. We also market and promote our events and webinars. We also may use certain information we collect to manage and improve our advertising campaigns to better reach people with relevant content.
  • Sweepstakes, Contests, and Promotions. To administer any sweepstakes, contests, or promotions we offer.
  • Research and Surveys. To administer surveys and questionnaires for market research or user satisfaction purposes.
  • Planning and Managing Events. For event and webinar planning and other management-related purposes, such as registration, attendance, connecting you with other event attendees, and contacting you about relevant events and Services.
  • Security and Protection of Rights and Interests. To protect the Services and our business operations, and to protect our rights or those of our stakeholders; to manage and respond to actual and potential legal disputes and claims; to prevent and detect fraud, unauthorized activities, unauthorized access, and other misuse; where we believe necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the safety or legal rights of any person or unaffiliated entity, or violations of our Terms of Use; and to otherwise establish, defend, or protect our rights or interests.
  • Compliance and Legal Process. To comply with applicable legal or regulatory obligations, including as part of a judicial proceeding; to respond to a subpoena, warrant, court order, or other legal process; or as part of an investigation or request, whether formal or informal, from law enforcement or a governmental authority.
  • Auditing, Reporting, and Other Internal Operations. To conduct audits and assessments of our operations, privacy controls, security controls, financial controls, risk controls, and our compliance with legal obligations; to conduct evaluations of our general business and its operations, accounting, recordkeeping, and legal functions; and to maintain appropriate business records.
  • General Business and Operational Support. To assess and implement mergers, acquisitions, reorganizations, bankruptcies, and other business transactions such as financings; to administer our business, accounting, auditing, compliance, recordkeeping, and legal functions; and to enforce company policies and procedures.

In addition, to the extent permitted by applicable law, we may combine the personal information we collect with information from publicly available and other sources for any of the purposes described above.

4. How We Disclose Personal Information

We may disclose the personal information we collect for the purposes described above and as follows:

  • Affiliates and Subsidiaries. We may disclose the personal information we collect to our corporate affiliates and subsidiaries.
  • Vendors and Service Providers. We may disclose the personal information we collect to vendors and to service providers who perform functions on our behalf, such as entities that provide learning management systems, payment processing, email transmission, survey or contest administration, data hosting, analytics, marketing, and technical and customer support services.
  • Marketing and Analytics Providers. We may also disclose certain personal information, such as device and browsing history, as well as activities and usage information, to marketing and advertising networks, data analytics providers, and other companies who provide marketing or analytics services on our behalf. Please see Cookies and Tracking (Section 6) below for more information.

We may also disclose your personal information in the following circumstances:

  • To Operate Our Business. We may disclose personal information to our business partners, such as entities that offer payment processing services, to operate our business and provide our Services.
  • In Support of Business Transfers. If we or our affiliates are or may be acquired by, merged with, or invested in by another company, or if any of our assets are or may be transferred to another company, whether as part of a bankruptcy or insolvency proceeding or otherwise, we may disclose or transfer the personal information we have collected from you to the other company. We may also disclose certain personal information as necessary prior to the completion of such a transaction or other corporate transactions such as financing or restructuring to lenders, auditors, and external advisors, including attorneys and consultants.
  • Compliance and Legal Obligations. To comply with our legal and compliance obligations and to respond to legal process. For example, we may disclose personal information in response to subpoenas, court orders, and other lawful requests by government officials and law enforcement, including responding to national security or law enforcement disclosure requirements.
  • Security and Protection of Legal Rights and Interests. When we believe doing so is necessary to protect the Services, our rights and property, or the rights, property, and safety of others. For example, we may disclose personal information to (a) prevent, detect, investigate, and respond to fraud, unauthorized activities, unauthorized access, illegal activities, and misuse of the Services, (b) situations involving potential threats to the health, safety, or legal rights of any person or unaffiliated entity, or (c) enforce, detect, investigate, and take action in response to violations of our Terms of Use. We may also disclose personal information related to litigation and other legal claims or proceedings in which we are involved, as well as for our internal accounting, auditing, compliance, recordkeeping, and legal functions.

5. Aggregate and Deidentified Information

Notwithstanding anything else in this Policy, we may use, disclose, and otherwise process aggregate and deidentified information related to our business and the Services with unaffiliated entities for quality control, analytics, research, development, and other purposes. Where we use, disclose, or process de-identified data (data that is no longer reasonably linked or linkable to an identified or identifiable natural person, household, or personal or household device), we will maintain and use the information in deidentified form and not attempt to reidentify the information, except to determine whether our deidentification processes are reasonable and adequate under applicable privacy laws.

6. Cookies and Tracking

We and our service providers use cookies, pixels, local storage objects, log files, APIs, and other mechanisms, including session replay technology, to automatically collect information browsing, activity, device, and similar information within our Services for analytics and to target advertising and content across our Services and third-party sites and services. We use this information to, for example, analyze and understand how users of our Services access, use, and interact with others through our Services, as well as to identify and resolve bugs and errors in our Services and to assess secure, protect, optimize and improve the performance of our Services. You have certain choices about our use of cookies and tracking within the Services, as described in this section. We may also aggregate such information to analyze trends, administer our Services, and gather broad demographic information for aggregate uses. Cookies. “Cookies” are alphanumeric identifiers we transfer to your device through your web browser for tracking purposes. Some cookies allow us to make it easier for you to navigate our Services, while others are used to enable a faster log-in process, support the security and performance of the Services, or allow us to track activity and usage data within the Services.

  • Pixel Tags. Pixel tags (sometimes called web beacons or clear GIFs) are tiny graphics with a unique identifier, similar in function to cookies. While cookies are stored locally on your device, pixel tags are embedded invisibly within web pages and online content. We may use these in connection with our Services to, among other things, track the activities of users of our Services, help us manage content, and compile usage statistics. We may also use these in our emails to let us know when they have been opened or forwarded so we can track response rates and gauge the effectiveness of our communications.
  • Local storage objects. Local storage is a web storage mechanism that allows us to store data on a browser that persists even after the browser window is closed. Our web servers may use local storage to cache certain information to enable faster loading of pages and content when you return to our websites and associate your activity with your profile. You can clear data stored in local storage through your browser. Please consult your browser help menu for more information.
  • Analytics. We use tools operated by unaffiliated companies, such as Google Analytics, to evaluate the usage of our Services. These unaffiliated analytics companies use cookies, pixel tags, and other tracking technologies to collect usage data about our Services to provide us with reports and metrics that help us evaluate usage of our Services, improve our Services, and enhance performance and user experiences. To learn more about Google’s privacy practices, please review the Google Privacy Policy at https://policies.google.com/technologies/partner-sites. You can also download the Google Analytics Opt-out Browser Add-on to prevent your data from being used by Google Analytics at https://tools.google.com/dlpage/gaoptout.
  • Cross-Device Tracking. We and our unaffiliated providers may use the information we collect about you within our Services and on other unaffiliated websites and services to help us and these unaffiliated websites identify other devices that you use (e.g., a mobile phone, tablet, other computer) to interact or engage with us or the Services.

7. Your Privacy Choices

We make available several ways for you to manage your personal information, including preferences regarding cookies, advertising, whether you want to receive certain marketing and promotional content from us, and choices regarding your account and profile information. Many of these are browser and device-specific, which means that you need to set the preference for each browser and device you use to access our Services; in addition, if you delete or block cookies, you may need to reapply these preferences.

  • Cookie Settings. To prevent cookies from tracking your activity on our Site or visits across multiple websites, you can set your browser to block certain cookies or notify you when a cookie is set; you can also delete cookies. The “Help” portion of the toolbar on most browsers will tell you how to prevent your device from accepting new cookies, how to have the browser notify you when you receive a new cookie, or how to delete cookies. Visitors who disable cookies can browse the Site, but some features may not function. You can review or change your preferences for targeting cookies and tags on our websites by adjusting your cookie settings here.
  • Marketing and Other Communications. You can opt out of receiving marketing emails from us using the unsubscribe feature in any email we send you.

Our Services may contain links to unaffiliated websites or features. In addition, where permitted by applicable law, we may send you communications with links to unaffiliated third-party services or sites with content or information in which we think you may be interested (for example, third-party sites such as those operated by Brilliant Marketing, LLC that sell Tools4Families branded merchandise). Any access to and use of such linked websites or features is not governed by this Policy but by the privacy policies of those unaffiliated entities. We are not responsible for the information practices of such unaffiliated entities, including their collection of your personal information. Before using those websites or features, you should review the privacy policies and terms for any unaffiliated entities.

9. Security

We have implemented safeguards to protect the personal information we collect from loss, misuse, and unauthorized access, disclosure, alteration, and destruction. Please be aware that despite our efforts, no data security measures can guarantee security.

10. Retention

Tools4Families retains the personal information we collect only as reasonably necessary for the purposes described in this Policy or otherwise disclosed to you at the time of collection. For example, we will retain your information as necessary to comply with our tax, accounting, and recordkeeping obligations, as well as an additional period of time as necessary to protect, defend, or establish our rights, defend against potential claims, and comply with our legal obligations.

11. Changes to this Policy

This Policy is reviewed and updated periodically consistent with applicable law and to ensure it accurately describes our information practices. When we update this Policy, we will accordingly revise the “Last Updated” date at the top of this document and post this policy here.

If we make any changes to this Policy that materially affect our practices regarding the use of personal information we previously collected, we will endeavor to provide users with notice, such as by posting prominent notice on our Services.

12. Contact Us

If you have questions or concerns regarding this Policy or the handling of your personal information, please contact us at info@tools4families.com.

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