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Privacy Policy

Effective date: 7 April 2026

1. Data Controller

CoMindLab is the data controller responsible for your personal data collected through this website.

If you have any questions about this privacy policy or how we handle your data, please contact us:

Email: home@comindlab.ai
Websites: comindlab.ai, collectivemindlab.com, ortakzihin.com

2. What Data We Collect

We collect personal data only when you actively provide it or when it is technically necessary to deliver our services. We collect the following categories of data:

Contact Form

Name, email address, company name (optional), problem description, engagement type preference, and timeline preference. This data is collected when you submit the contact form on our Reach Us page.

AI Maturity Assessment

Name, email address, company name, role, industry, company size, and your answers to assessment questions. Scores are calculated from your responses. This data is collected when you complete our AI maturity assessment.

Readiness Diagnostic

Your answers to diagnostic questions and the resulting scores. Lead information (name, email, company, role, industry, company size) may be collected if you choose to provide it.

Feedback

Feedback text, rating, and the page on which you submitted feedback. This data is collected when you use the feedback widget on any page.

Automatically Collected Data

When you visit our website, your IP address may be transmitted to Google when loading web fonts (Google Fonts) and to YouTube when viewing pages with embedded video content. We do not operate any analytics or tracking services on this website.

3. Legal Basis for Processing

We process your personal data under the following legal bases as defined by the UK General Data Protection Regulation (UK GDPR):

  • Consent (Article 6(1)(a)): When you voluntarily complete the AI maturity assessment, readiness diagnostic, or submit feedback. You may withdraw consent at any time by contacting us.
  • Legitimate interest (Article 6(1)(f)): When you submit a contact inquiry. Our legitimate interest is to respond to business enquiries and provide you with information about our services.
  • Pre-contractual measures (Article 6(1)(b)): When processing is necessary to take steps at your request prior to entering into a contract for our services.

4. How Your Data Is Stored

Your data is stored in a SQLite database on a server hosted by Amazon Web Services (AWS) in the EU West (London) region (eu-west-2). Contact inquiries are additionally recorded in a flat file on the same server.

All data is stored within the United Kingdom and is not transferred outside the UK. Access to the server is restricted to authorised CoMindLab personnel only.

When you submit a contact inquiry, email notifications are sent to CoMindLab team members via Gmail SMTP. These notification emails contain the information you provided in the contact form.

5. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

  • Assessment and diagnostic data: Retained for 12 months from the date of submission, then permanently deleted.
  • Contact inquiries: Retained for 24 months from the date of submission, then permanently deleted.
  • Feedback data: Retained for 12 months from the date of submission, then permanently deleted.

You may request earlier deletion at any time (see Section 8).

6. Third-Party Services

We do not sell, trade, or otherwise share your personal data with third parties. However, the following third-party services are used on this website, which may receive limited technical data:

  • Google Fonts: Web fonts are loaded from Google's servers. When your browser requests these fonts, your IP address is transmitted to Google. Google's privacy policy applies to this data: policies.google.com/privacy
  • YouTube (Google): Some pages embed YouTube videos. When you view these pages, your IP address and browsing data may be transmitted to YouTube/Google. YouTube's privacy policy applies: policies.google.com/privacy
  • Amazon Web Services (AWS): Our server infrastructure is hosted on AWS in the London region. AWS acts as a data processor under our instructions. AWS's data processing addendum applies: aws.amazon.com/compliance/gdpr-center

7. Cookies and Local Storage

This website uses a minimal number of cookies and browser local storage. We do not use any advertising or tracking cookies.

  • comindlab_gate (cookie): A session cookie used for access control during development. This is a strictly necessary cookie and does not track you.
  • Language preference (localStorage): Stores your preferred language (English or Turkish) so the website displays in your chosen language on return visits.
  • Lead data (localStorage): If you provide your contact details during an assessment or diagnostic, this data may be stored locally in your browser to pre-fill forms and improve your experience. This data remains on your device and is not transmitted unless you explicitly submit a form.

You can clear cookies and localStorage at any time through your browser settings.

8. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

  • Right of access: You can request a copy of the personal data we hold about you.
  • Right to rectification: You can request correction of any inaccurate or incomplete data.
  • Right to erasure: You can request deletion of your personal data (the "right to be forgotten").
  • Right to restriction: You can request that we limit how we process your data.
  • Right to data portability: You can request your data in a structured, commonly used, machine-readable format.
  • Right to object: You can object to processing based on legitimate interest.
  • Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

9. Exercising Your Rights

To exercise any of the rights listed above, please email us at home@comindlab.ai with the subject line "Data Rights Request".

We will respond to your request within one month. If your request is complex or we receive a high volume of requests, we may extend this period by a further two months, in which case we will inform you of the extension and the reasons for it.

To verify your identity, we may ask you to confirm the email address associated with your data.

10. Right to Complain

If you believe that your data protection rights have been violated, you have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Telephone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We encourage you to contact us first at home@comindlab.ai so we can try to resolve your concern directly.

11. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. When we make material changes, we will update the "Effective date" at the top of this page.

We recommend reviewing this policy periodically. Continued use of the website after changes are posted constitutes acceptance of the updated policy.