Who we are
The data controller is Reflectiv Collectiv, Bath Hill Court, Bournemouth, Dorset, UK. You can contact us at hello@reflectivcollectiv.com.
What we collect
- Email address and display name
- Optional profile photo
- Wellness wheel responses and reflections
- Goals and check-ins
- Vision statements
- Content you share with Mirror Mentors
- Coach enquiries: the structured choices you make, your message and, if you opt in, a snapshot of your wellness wheel scores
- Records of coach listing and enquiry access, including requests to review invalid enquiries
- If subscription billing begins: subscription status, amount, currency, dates and payment references (we never receive or store card details)
- Records of emails we send you about your enquiries (when a coach opens one, or when one expires after 14 days unopened)
- Coach listing information provided by coaches: name, photo, bio, credentials, location and contact email used for notifications
- Basic technical data needed to run and secure the service
Your reflections may reveal information about your health and wellbeing, which is sensitive personal data. We process it on the basis of your explicit consent. An enquiry and optional wheel snapshot may also contain health or wellbeing information you choose to share. We share it only with coaches who unlock your enquiry, with the consent you give when sending it. You can withdraw an enquiry before it is unlocked; you can withdraw consent to our ongoing processing by deleting your account.
Why we use it and our legal bases
- Providing the service — contract
- Generating AI responses to your reflections — consent
- Moderating shared content — legitimate interests
- Keeping the service secure — legitimate interests
- Sharing your enquiry with a coach after they unlock it — consent
- Managing coach listings, enquiry access and any future subscription — contract
- Keeping anonymised transaction records for accounting and tax — legal obligation
Who we share it with
- Our hosting and database provider (Supabase / Lovable Cloud)
- Our AI provider (Anthropic), which processes reflection text to generate responses
- Our email delivery provider
- Coaches you send an enquiry to (up to 3 per enquiry): before unlocking they see only your selected areas, type of help, session format and country/region; your name, email, message and optional wheel snapshot are shared with each coach only if that coach unlocks your enquiry, and no coach sees which others you contacted
- Our administrators, who may view an enquiry's details when reviewing a coach's report of an invalid enquiry or a listing report
- Our administrators, who can see account details (name, email, sign-up and sign-in dates, role and whether the account is suspended) and content you share with others, such as posts and replies. They can edit or remove shared content, and suspend or delete accounts that breach our terms or at your request. Administrators cannot view your private reflections, wellness wheel scores, vision, goals, check-ins or AI conversations
- Stripe, if coach subscription billing begins, which would process payments; we would not receive or store card details
Coaches provide their own listing information. Public parts of their name, photo, bio, credentials and location appear in the directory; their contact email is used for notifications and is never published. We do not verify coach information.
Once a coach unlocks an enquiry, they receive your name, email, message and any optional wheel snapshot. They become an independent controller of that data for their own purposes. Our terms require them to use it only to respond to your enquiry; we are not responsible for how coaches use it after unlock. You can ask the coach directly to delete your data, and you can also contact us.
Your wellness areas, keywords and other discovery signals are visible only to you. We use them only to suggest Mirror Mentors: other users see a neutral “Suggested for you” label, never your areas, keywords or scores, and administrators cannot see them.
A “Coach” badge appears next to people who have a live listing in our coaches directory. It does not mean we have verified their credentials.
Administrators can moderate and delete content you share publicly, including public wellness-area reflections and responses, but cannot see your private reflections, goals or explorations.
We do not sell personal data.
International transfers
Some providers may process data outside the UK. Where they do, we rely on appropriate safeguards such as adequacy regulations or standard contractual clauses.
Retention
We keep your data until you delete your account. Deleted data is removed promptly, except for minimal transaction records we may need to retain for accounting and tax if charging begins. If you withdraw a coach enquiry before it is unlocked, it is deleted straight away and the coach can no longer see it. After unlock, a coach may hold their own copy as an independent controller; contact them directly about that copy. If subscription billing begins, we may retain a minimal payment record (amount, currency, dates, status and payment reference) after account deletion, no longer linked to the account.
We keep a record of actions taken by our administrators (for example, suspending or deleting an account, or removing shared content), including the email address of the affected account at the time, the action, the date and any reason given. It never contains your private reflections or the text of your content. We keep this record after an account is deleted, because we need it to show that administrator access is used properly and to deal with disputes.
Your rights
You have the right to access, rectify, erase, restrict, port and object to the processing of your data, and to withdraw consent at any time. You can also complain to the Information Commissioner's Office (ICO).
You can download or delete your data yourself from your profile page, or email us at hello@reflectivcollectiv.com.
Cookies and local storage
We use only essential browser storage to keep you signed in and to remember guest sessions. We do not use advertising or tracking cookies.
Website statistics
We count visits to our website using a cookie-free method. We do not set cookies, use device storage or store IP addresses for this, and we do not use third-party analytics.
To count unique visitors, our server makes a one-way hash from your IP address and browser details combined with a random value that changes every day. The hash is deleted within a day, so visits cannot be linked across days or traced back to you. We keep only aggregate counts: the page visited, the referring website, device type (mobile, tablet or desktop) and the date.
If your browser sends a Do Not Track or Global Privacy Control signal, we do not count your visits at all. Our purpose is to understand how the site is used and improve it, and our legal basis is legitimate interests.
We also keep anonymous daily counts of sign-ups and related events (such as accounts created or deleted). These contain no account details and are kept after an account is deleted.
Children
The service is not intended for anyone under 18.
Changes to this policy
We may update this policy from time to time and will change the date above when we do.