Embrace a Proactive Approach to Mental Health
Welcome to Proactive Mind, where we redefine mental health care with a preventive focus. Our unique approach combines thorough assessments, personalized coaching, and ongoing resources to support your journey towards mental wellness. Just like an annual health check-up, we believe in the importance of regular mental health evaluations and tailored strategies for a balanced life.
Privacy Policy
Effective Date: September 30, 2025
Last Updated: August 19, 2026
Proactive Mind is committed to respecting your privacy. This Privacy Policy explains how Proactive Mind, LLC, doing business as Proactive Mind (“Proactive Mind,” “we,” “us,” or “our”), collects, uses, discloses, retains, and protects personal information when you use our mobile application, websites, AI features, coaching services, clinician-access tools, and related services (collectively, the “Services”).
This Privacy Policy applies to individuals aged 18 and older who use our Services in the United States. Proactive Mind is initially available to eligible users located in Indiana and may make some or all Services available in additional U.S. states over time.
This Privacy Policy is intended to apply to our U.S. Services. Where a state, federal, or other applicable law provides additional rights, requires additional disclosures, imposes a higher standard, or conflicts with this Privacy Policy, we will comply with the applicable law to the extent required.
By using the Services, you acknowledge the practices described in this Privacy Policy. Where applicable law requires consent, we will request it separately.
1. Scope and Contact
This Privacy Policy applies to personal information collected through the Services and in communications with us about the Services.
It does not govern:
-
Independent Clinicians, Referral Providers, coaches, insurers, health plans, employers, schools, or other third parties acting under their own privacy notices.
-
Third-party websites, applications, platforms, or services linked through the Services.
-
Clinical records maintained independently by an Independent Clinician or professional practice, except to the extent Proactive Mind handles information on behalf of the clinician or practice.
For privacy questions or requests, contact us:
Proactive Mind, LLC
3191 Andover Ct.
Greenwood, IN 46142
United States
Privacy email: info@proactivemindhealth.com
Support email: info@proactivemindhealth.com
2. Information We Collect
We collect information directly from you, automatically when you use the Services, from service providers, and from others when you authorize or request the sharing of information.
Account and profile information
We may collect:
-
Name, email address, telephone number, username, password, and date-of-birth or age-verification information
-
Account preferences, communication preferences, profile details, and account settings
-
Sponsor or program eligibility information when a Service is offered through an employer, school, insurer, health plan, benefits program, or other organization
Wellbeing and health-related information
We may collect information you choose to provide through the Services, including:
-
Goals, habits, reflections, journal entries, mood check-ins, assessments, self-reported symptoms, wellbeing preferences, and progress information
-
Information relating to stress, emotional wellbeing, behavioral health, substance use, relationships, sleep, activity, lifestyle, or other personal wellbeing matters
-
Information provided in connection with coaching, clinical intake, scheduling, referrals, support requests, or other Services
Do not submit information you are not authorized to provide, including another person’s confidential, health, financial, or personal information.
AI interaction information
We collect and retain information you enter into or receive through AI Features, including:
-
Prompts, messages, questions, journal entries, reflections, and other content submitted through an AI-enabled feature
-
AI-generated responses, summaries, insights, suggestions, and related feedback
-
Conversation metadata, such as timestamps, feature usage, technical logs, and feedback signals
AI conversations and journal entries may contain sensitive personal, wellbeing, and health-related information.
Coaching information
If you use coaching Services, we may collect:
-
Appointment and participation information
-
Messages, goals, habit data, progress information, assessments, and feedback
-
Coaching notes, summaries, and other records generated or uploaded in connection with coaching Services
Clinician and clinical-service information
If you request, schedule, or receive services from a licensed clinician, we may collect or receive:
-
Intake forms, contact information, appointment information, location information, insurance or payment information, care preferences, and consents
-
Information you choose to authorize for clinician access, including AI history, AI summaries, journal entries, check-ins, assessments, goals, and coaching notes
-
Communications and administrative information related to clinician services
Independent Clinicians or their professional practices may create and maintain separate clinical records. Those records may be governed by their own privacy notices, informed-consent documents, professional requirements, and applicable law.
Payment information
If you purchase Services, we and our payment processors may collect billing details, payment-card information, payment status, transaction history, and related fraud-prevention information. Proactive Mind may not store your full payment-card number if payments are processed by a third-party payment processor.
Device, usage, and technical information
We may automatically collect:
-
Device type, operating system, browser type, app version, language, and mobile-device identifiers
-
IP address, approximate location inferred from IP address, log data, crash reports, and diagnostic information
-
Information about how you interact with the Services, including screens viewed, features used, settings, session information, and support interactions
Location information
We may collect location information you provide, including your address, state of residence, or current physical location.
If you use telehealth or clinician Services, we may request your physical location at the time of an appointment to help determine whether a clinician may provide services in that location.
Communications and support information
We may collect information in emails, SMS messages, calls, chat communications, survey responses, support tickets, and other communications with us.
Cookies and similar technologies
We and our service providers may use cookies, software development kits, pixels, local storage, and similar technologies to operate the Services, remember preferences, authenticate users, analyze performance, prevent fraud, and improve the Services.
We do not use your AI conversations, journal entries, coaching information, clinician information, or other identifiable wellbeing or health-related information for cross-context behavioral advertising.
3. How We Use Information
We use personal information to:
-
Create, administer, and secure accounts
-
Provide AI Features, journaling, wellbeing tools, educational content, coaching, scheduling, referrals, and related Services
-
Generate AI responses, insights, summaries, and other requested AI Output
-
Retain AI conversations and journal entries to provide continuity, account access, and the Services you request
-
Personalize the Services, subject to your settings and choices
-
Facilitate sharing with coaches, Independent Clinicians, professional practices, or Referral Providers when you authorize it, request it, or when otherwise permitted or required by law
-
Verify eligibility for sponsor-sponsored programs, benefits, or Services
-
Process payments, prevent fraud, and manage billing and subscriptions
-
Communicate about appointments, account activity, security, service updates, customer support, and legal notices
-
Send marketing communications where you have opted in or where otherwise permitted by law; you may opt out of marketing communications at any time
-
Maintain, protect, troubleshoot, evaluate, and improve the Services
-
Detect, investigate, prevent, and respond to security incidents, prohibited use, fraud, misuse, and legal violations
-
Create aggregated, de-identified, or otherwise lawfully processed information for analytics, reporting, research, product improvement, and business operations
-
Comply with applicable legal obligations and enforce our Terms and policies
4. AI Features and AI Providers
AI interaction data
AI consent
Before first use of AI Features, we will request a separate acknowledgment or consent that explains that your AI prompts and related information may be sent to, retained by, and used by an AI service provider to operate and improve its AI systems.
Where required by applicable law, we will obtain consent before processing or disclosing sensitive personal information through AI Features. You may withdraw your consent by stopping use of AI Features and using available account, deletion, or privacy-request tools. Withdrawal does not affect processing that occurred before withdrawal or information that we or our service providers must retain by law or for legitimate purposes described in this Policy.
AI limitations
AI Features are not therapy, medical care, diagnosis, treatment, clinical triage, medication guidance, crisis intervention, or emergency services. Please review our Terms and Conditions for important limitations, safety notices, and emergency-resource information.
5. Sharing With Coaches
Proactive Mind may offer the option to share selected information with a non-licensed coach for general wellbeing, accountability, education, lifestyle support, and goal-setting purposes.
With your authorization, a coach may access the categories of information you choose to share, which may include:
-
AI conversation history
-
AI-generated summaries and insights
-
Journal entries and reflections
-
Mood check-ins and wellbeing assessments
-
Goals, habits, and progress information
-
Appointment and participation information
-
Other wellbeing-related content you elect to share
Before sharing this information, we will present the available categories and request your authorization. You may decline to authorize sharing, limit the categories shared, or revoke authorization by contacting info@proactivemindhealth.com.
Revocation stops future sharing within a reasonable period but does not affect disclosures already made. Revocation also may not remove information already retained in coaching records when retention is required or permitted for legal, contractual, security, dispute-resolution, or recordkeeping purposes.
Coaches are non-licensed support providers unless expressly identified otherwise. Coaches do not provide psychotherapy, diagnosis, medical care, medication advice, crisis intervention, or emergency services.
6. Sharing With Licensed Clinicians
Proactive Mind may facilitate access to licensed clinicians who provide services as independent contractors or through their own professional practices (“Independent Clinicians”).
When you request, schedule, receive, or otherwise participate in clinical services, we may make information available to the Independent Clinician or the clinician’s professional practice as reasonably necessary to facilitate intake, determine whether the clinician can provide care, provide clinical services, coordinate services, maintain records, meet legal or professional obligations, process payment, and respond to safety concerns.
Subject to your authorization, the care relationship, and applicable law, a clinician may access:
-
AI conversation history, AI-generated summaries, insights, and related metadata
-
Journal entries, reflections, mood check-ins, wellbeing assessments, goals, and progress information
-
Intake forms, contact information, appointment information, physical-location information, care preferences, and information provided in connection with clinical services
-
Coaching records, including coach notes, coaching goals, participation history, and summaries
Before making optional categories of information available to a clinician, we will request your authorization through the Services or otherwise obtain consent as required by applicable law. You may decline optional sharing, limit information shared, or revoke authorization for future sharing by contacting info@proactivemindhealth.com.
A clinician may determine that certain information is necessary to evaluate or provide requested care. If you decline to share information the clinician considers necessary, the clinician may be unable to provide some or all requested services.
Once information is made available to a clinician or professional practice, it may become part of a clinical record. The clinician or practice may maintain, use, disclose, and retain that information under its own Notice of Privacy Practices, informed-consent documents, professional obligations, and applicable law. A request to delete information from Proactive Mind does not require a clinician or professional practice to delete a clinical record that it is required or permitted to retain.
7. Independent Clinicians and Referrals
Proactive Mind may facilitate access to Independent Clinicians. We do not employ Independent Clinicians unless we expressly state otherwise in writing.
Independent Clinicians are responsible for their own clinical judgment, licensure, scope of practice, informed consent, clinical records, treatment decisions, billing practices, and compliance with applicable law. You may receive separate terms, consent documents, and a Notice of Privacy Practices from an Independent Clinician or the clinician’s professional practice.
We may also provide referrals to unaffiliated clinicians, healthcare professionals, practices, treatment programs, or other resources (“Referral Providers”). A Referral Provider is independent from Proactive Mind unless expressly identified otherwise in writing.
If you elect to contact or receive services from a Referral Provider, your relationship with that provider is separate from Proactive Mind. Information you provide directly to the Referral Provider is governed by its privacy notice, terms, and applicable law.
We may share your information with an Independent Clinician or Referral Provider only with your authorization, as needed to provide a service you request, or as otherwise permitted or required by law.
8. Organization-Sponsored Services
Proactive Mind may make Services available through an employer, school, insurer, health plan, employee-assistance program, benefits administrator, wellness-program sponsor, or other organization (“Sponsor”).
Your Sponsor may pay for, promote, administer, or make the Services available to you. Except as described below, Proactive Mind does not provide a Sponsor with your identifiable:
-
AI conversations, journal entries, reflections, mood check-ins, wellbeing assessments, or goals
-
Coaching messages, coaching notes, or other coaching content
-
Clinician information, appointment content, clinical records, diagnoses, treatment information, or other identifiable clinical information
-
Other identifiable health-related or wellbeing information
We may provide Sponsors with limited administrative information necessary to administer a program, including eligibility, enrollment status, activation status, participation metrics, and aggregated or de-identified reports about program use, engagement, and outcomes.
We design aggregated or de-identified reports, so they do not identify, and are not reasonably likely to identify, individual users. We may apply minimum group-size thresholds, suppression rules, and other safeguards intended to reduce re-identification risk.
We may disclose your identifiable information to a Sponsor only when:
-
You give separate, explicit authorization for a specific disclosure
-
Disclosure is necessary to administer a benefit, payment, coverage, or Service you specifically request and is permitted by applicable law
-
Disclosure is required by law, legal process, or a valid governmental request
-
Disclosure is necessary to protect the rights, safety, or security of Proactive Mind, users, or others, as permitted or required by law
We do not permit Sponsors to use information we provide for employment decisions, school discipline or academic decisions, insurance underwriting, eligibility determinations, premium-setting, discrimination, retaliation, or other adverse action against you, except where applicable law expressly permits the use and the disclosure is properly authorized.
If you receive services from an Independent Clinician or Referral Provider, information relating to those services is governed by the provider’s separate privacy notice, informed-consent documents, and applicable law. We will not provide a Sponsor with your clinical records or identifiable clinical information unless you expressly authorize the disclosure, or it is otherwise required or permitted by law.
9. How We Disclose Information
We may disclose personal information to the following categories of recipients:
-
Service providers: Cloud hosting, data storage, security, communications, customer support, payment processing, analytics, scheduling, telehealth, and other vendors that help us operate the Services
-
AI service providers: Providers that process AI interaction data to generate, maintain, secure, evaluate, develop, or improve AI-enabled functionality
-
Coaches: Only to the extent you authorize access to selected wellbeing information or as otherwise permitted or required by law
-
Independent Clinicians and professional practices: As you authorize, as needed for requested clinical services, or as permitted or required by law
-
Referral Providers: When you authorize a referral-related disclosure or otherwise request that we share information with a provider
-
Sponsors: As described in Section 8
-
Payment processors and financial-service providers: To process payments, prevent fraud, and manage billing
-
Affiliates and business-transfer recipients: In connection with a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar transaction
-
Government authorities and other parties: When required or permitted by law, legal process, a court order, or a governmental request, or to establish, exercise, or defend legal claims
-
Safety and security recipients: When we believe disclosure is necessary or appropriate to protect the safety, rights, property, or security of Proactive Mind, users, or others, subject to applicable law
We do not sell personal information. We do not share sensitive personal information for cross-context behavioral advertising. We do not use identifiable AI conversations, journal entries, coaching information, clinician information, or other health-related or wellbeing information for targeted advertising.
10. HIPAA and Clinical Information
Not all information collected through Proactive Mind is protected health information under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”).
HIPAA may apply where Proactive Mind provides services on behalf of a HIPAA-covered entity or business associate and creates, receives, maintains, or transmits protected health information under an applicable business associate agreement or other HIPAA-governed arrangement.
When an Independent Clinician or professional practice provides clinical services, that clinician or practice may provide a separate Notice of Privacy Practices and manage clinical records under HIPAA, state law, professional standards, and its own policies.
Do not assume that all information submitted through AI Features, journaling tools, coaching features, or general wellbeing tools is protected by HIPAA.
11. Your Privacy Choices and Rights
Depending on your state of residence and applicable law, you may have the right to:
-
Confirm whether we process your personal information and request access to it
-
Correct inaccurate personal information
-
Request deletion of personal information, subject to applicable exceptions
-
Obtain a portable copy of certain personal information
-
Opt out of certain processing, such as targeted advertising, sale of personal information, or profiling in furtherance of decisions that produce legal or similarly significant effects, where applicable
-
Withdraw consent where processing is based on consent
-
Limit or revoke future sharing with a coach, clinician, Referral Provider, or Sponsor, subject to the limits described in this Policy
-
Opt out of marketing emails or SMS messages
-
Appeal our decision regarding a privacy request, where applicable
To submit a request, use info@proactivemindhealth.com. We may verify your identity before responding. You may designate an authorized agent where permitted by law, subject to verification requirements.
We will not discriminate against you for exercising applicable privacy rights. We may deny or limit a request where permitted or required by law, including where compliance would interfere with legal obligations, security, fraud prevention, another person’s rights, clinical-record retention, or the ability to provide requested Services.
To appeal a decision regarding a privacy request, email info@proactivemindhealth.com with the subject line “Privacy Request Appeal.” We will respond within the time required by applicable law.
Certain state laws may require affirmative consent before we process sensitive personal information, including certain health-related or wellbeing information. Where required, Proactive Mind will seek your consent before engaging in that processing.
You may withdraw consent for future processing through available settings or by submitting a privacy request, subject to legal, contractual, clinical-record, security, and other applicable exceptions.
12. Access, Sharing, and Deletion Controls
Where available in the Services, you may:
-
Delete individual AI conversations
-
Delete journal entries
-
Control whether and what information is shared with a coach
-
Control whether and what information is shared with a clinician
-
Request a copy of certain account information
-
Request deletion of your account
-
Withdraw consent for optional AI Features or optional information-sharing arrangements
Revoking authorization stops future optional sharing within a reasonable period. It does not undo prior disclosures or require deletion of information already included in a coach’s or clinician’s records, information retained by an AI service provider under its own practices, backups, security logs, or information we must retain for legal or legitimate operational purposes.
13. Data Retention
We retain personal information for as long as reasonably necessary to:
-
Provide and maintain the Services
-
Preserve access to AI conversations, journal entries, and account history
-
Meet legal, regulatory, contractual, accounting, tax, clinical-record, security, fraud-prevention, and dispute-resolution obligations
-
Enforce our agreements
-
Improve and protect the Services, including AI Features, as described in this Privacy Policy
Retention periods may differ by information type. Account information, AI conversations, journal entries, payments, coaching information, support records, and clinician-related information may have different retention periods.
Deleting information from your account may not immediately remove it from backups or security logs. A deletion request does not require an Independent Clinician, professional practice, Referral Provider, or AI service provider to delete information it is independently required or permitted to retain, subject to applicable law and contractual commitments.
14. Security
We use reasonable administrative, technical, and physical safeguards designed to protect personal information. These may include access controls, authentication measures, role-based permissions, encryption in transit and at rest where appropriate, logging, vendor diligence, security monitoring, and incident-response procedures.
No method of electronic transmission, storage, or processing is completely secure. We cannot guarantee absolute security.
15. Security Incidents
If we discover a security incident involving personal information, we will investigate, take reasonable steps to contain and remediate the incident, and provide notifications as required by applicable law.
16. Children’s Privacy
The Services are intended only for individuals aged 18 and older. We do not knowingly collect personal information from anyone under 18.
If you believe a person under 18 has provided personal information to us, contact us at info@proactivemindhealth.com. We will take appropriate steps to delete the information, subject to applicable law.
17. Geographic Availability and State-Specific Rights
Proactive Mind is initially offered to eligible users located in Indiana and may expand to additional U.S. states over time. Availability of AI Features, coaching, clinician services, telehealth appointments, referrals, sponsor-sponsored access, payment features, and other Services may vary by state, user location, provider licensure, scope-of-practice requirements, insurance coverage, Sponsor agreement, and applicable law.
If you use clinician or telehealth Services, you must provide accurate information about your physical location at the time of each appointment. A clinician may be unable to provide services when you are physically located in a state where the clinician is not authorized to practice. Telehealth informed consent and location requirements may also vary by state.
We may limit, modify, suspend, or discontinue access to any Service based on location, legal requirements, safety considerations, provider availability, or operational needs.
Residents of certain states may have additional privacy rights or receive additional notices under applicable state law. Depending on your state of residence and the applicability of a particular law, those rights may include the right to:
-
Know or confirm whether we process your personal information
-
Access and obtain a portable copy of certain personal information
-
Correct inaccurate personal information
-
Request deletion of personal information
-
Withdraw consent for certain processing of sensitive personal information
-
Opt out of the sale of personal information, targeted advertising, or certain profiling activities
-
Appeal a decision regarding a privacy request
-
Designate an authorized agent to submit a privacy request on your behalf
To exercise applicable rights, use info@proactivemindhealth.com. We may verify your identity and authority before fulfilling a request. We will not discriminate against you for exercising privacy rights available under applicable law.
If there is a conflict between this Privacy Policy and a state-specific privacy notice we provide, the state-specific notice controls for residents of that state to the extent of the conflict.
17.1 Supplemental State Notices
Proactive Mind may provide supplemental notices, consent requests, disclosures, opt-out mechanisms, or rights-request procedures for residents of particular states. These supplemental materials are incorporated into this Privacy Policy and apply only to the extent required by applicable law or expressly stated in the supplemental notice.
18. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make a material change, we will provide notice through the Services, by email, or by another method permitted by law.
As we expand to additional states or change our Services, we may issue supplemental state-specific privacy notices, health-data disclosures, consent forms, or rights-request procedures to address applicable legal requirements.
The “Last Updated” date at the top of this Policy identifies when it was last revised. Your continued use of the Services after an updated Privacy Policy takes effect is subject to the updated Policy, except where applicable law requires separate notice or consent.
19. Contact Us
For questions, concerns, or privacy requests, contact:
Proactive Mind, LLC
3191 Andover Ct.
Greenwood, IN 46142
United States
Privacy: info@proactivemindhealth.com
Support: info@proactivemindhealth.com