Mentera Inc. Website Privacy Policy
Effective Date: March 12, 2025
Last Updated: December 5, 2025
Mentera Inc. ("Mentera," "we," "us," or "our") respects your privacy and is committed to protecting your personal data. This Website Privacy Policy ("Policy") describes how we collect, use, disclose, and safeguard information through our websites, webpages, and any other online services that link to or reference this Policy (collectively, the "Site").
By using the Site, you acknowledge that you have read and understand this Policy. If you do not agree, please refrain from using the Site.
1. Scope of This Policy
This Policy applies to information collected by Mentera on or through the Site, including when you contact us, request a demo or information, sign up for newsletters or events, or otherwise interact with our online content.
This Policy does not govern data we process through our main products or services delivered to our customers under a separate agreement (collectively, the "Services"), which may have its own privacy terms.
This Policy does not apply to any third-party websites or platforms that may link to or be accessible from the Site. We encourage you to review the privacy policies of any third-party sites before providing them with your personal data.
2. Information We Collect
2.1 Personal Data
Depending on your interactions with the Site, we may collect and process Personal Data, which can include:
- Contact Details: Name, business email, business phone number, job title, company name.
- Account Information: If you create an account, we collect username, password, and related security details.
- Communication Data: The content of messages, inquiries, or feedback you submit via forms or email.
- Marketing Preferences: Information about your preferences for receiving marketing or promotional communications.
2.2 Mobile and Web Application Usage Data
When you use the Mentera mobile applications (iOS and Android) or our web application, we may collect limited additional information necessary to provide core functionality. This includes:
- Device and Technical Data: device type, operating system, app version, crash logs, and performance metrics.
- Interaction Data: features used, time spent in the app, and navigation patterns.
- Site Usage Details: Pages visited, duration on pages, timestamps, referring/exit URLs, and clickstream data.
- Device/Browser Information: IP address, browser type, device identifiers, operating system.
- Approximate Location: derived from IP address for security and fraud prevention.
- Media and File Uploads: photos, videos, audio recordings, and documents you choose to upload to patient records or documentation workflows.
We do not access your camera, microphone, photo library, files, or local storage unless you take an action that requires it (for example, choosing to capture a photo or record audio).
We may collect this data using cookies, web beacons, and other tracking technologies. (See Section 6 below.)
2.3 Device Permissions
The Mentera mobile apps may request access to certain device features to support clinical documentation and file uploads. You may deny or revoke these permissions at any time in your device settings.
- Camera: Used only when you choose to capture photos or scan documents for patient records.
- Microphone: Used only when you choose to record audio or use speech-to-text features.
- Photo Library / Files: Used only when you choose to upload existing images, videos, or documents.
- Storage (Android): Used to save or upload documents or media files.
- Network Access: Required for secure uploading, syncing, and authentication.
We do not access these features in the background or without your explicit action.
2.4 SMS Communications
If you choose to verify your account or enable notifications via text message, you may opt in to receiving SMS communications from Mentera. SMS messages are used solely for account-related purposes, including identity verification, security alerts, or workflow notifications, and other service-related updates. Message frequency may vary.
By providing your mobile phone number and opting in, you consent to receive these SMS messages. You may opt out at any time by replying STOP to any message we send, or by contacting us at support@mentera.ai. After opting out, you may still receive important non-SMS communications (such as email) necessary to operate your account.
You may also turn SMS notifications on or off at any time within the settings of our mobile application.
We do not use SMS messages for marketing without your explicit consent, and we do not sell or share your mobile number with third parties for their marketing purposes.
3. How We Use Your Information
We process your information for the following legitimate business purposes:
To Provide and Operate the Site
- Ensure the Site functions properly, enable you to access content, and respond to your inquiries.
To Communicate With You
- Respond to your comments or questions.
- Send you service-related notices, updates, or other administrative messages.
To Market and Promote Our Services
- Send marketing or promotional communications if you have opted in or if otherwise permitted by law.
- Track the performance of marketing campaigns (e.g., open rates, click-throughs).
To Improve and Develop Our Offerings
- Analyze usage trends to enhance the Site's design, user experience, and security.
- Conduct research and diagnostics to develop or improve our products and Services.
- For users of our mobile and web applications, we also use application data to enable photo/document uploads, voice transcription, secure data synchronization, crash diagnostics, and feature performance analysis. No protected health information is used for advertising, sold to third parties, or shared except as described in this Policy.
To Comply With Legal Obligations and Enforce Our Rights
- Adhere to applicable laws, regulations, or legal processes.
- Enforce our Terms of Service and other agreements.
- Protect our rights, privacy, safety, or property, and/or that of you or others.
4. Legal Bases for Processing (EEA/UK Visitors)
If you are in the European Economic Area (EEA) or the United Kingdom (UK), we process your Personal Data under the following legal bases:
- Consent: Where you have given explicit consent (e.g., when you opt in to receive marketing communications).
- Contract: Where processing is necessary for the performance of a contract with you or to take steps at your request prior to entering into a contract (e.g., demo requests).
- Legitimate Interests: Where processing is in our legitimate interests (e.g., security, improving the Site), provided these do not override your fundamental rights and freedoms.
- Legal Obligation: Where we must comply with a legal or regulatory obligation.
5. How We Share Your Information
We do not sell your Personal Data. We may share your Personal Data under the following circumstances:
Service Providers
With third-party vendors and service providers who help us operate and maintain the Site, perform analytics, send communications, or provide other services on our behalf. These parties process data only under our instructions and are bound by contractual obligations to keep your data confidential and secure.
Business Transfers
If we engage in a merger, acquisition, asset sale, financing, or bankruptcy, your information may be disclosed or transferred to the acquiring entity or other relevant third parties as part of that transaction.
Legal and Compliance
To comply with legal obligations, respond to lawful requests (e.g., subpoenas, court orders), or protect our rights, property, or safety, and that of users or the public.
With Your Consent
If you explicitly consent or direct us to share information with third parties (e.g., for co-marketing or partnerships).
6. Cookies and Other Tracking Technologies
We use cookies, web beacons, and similar technologies to collect Usage Data and improve your experience on the Site. Cookies are small text files stored on your device that help us:
- Recognize you when you return to the Site.
- Analyze site traffic and usage patterns.
- Personalize your experience, where applicable.
When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email. We (or service providers on our behalf) may then send communications and marketing to these emails. You may opt out of receiving this advertising by visiting https://app.retention.com/optout.
You can control cookies through your browser settings. However, blocking or deleting certain cookies may impact your user experience. We do not currently respond to "Do Not Track" (DNT) signals.
7. Data Retention
We retain Personal Data only as long as necessary for the purposes described in this Policy, unless a longer retention period is required or permitted by law. Factors influencing retention periods include:
- Legal or regulatory obligations
- Ongoing contractual relationships or requests
- Legitimate business needs (e.g., maintaining records for financial or security purposes)
For mobile and web application users, photos, audio recordings, and other clinical documentation you upload are retained only as long as associated with active patient records or as required by law. Crash logs and diagnostics may be retained for up to 90 days.
8. Data Security
We employ reasonable technical and organizational measures designed to protect your Personal Data from accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. However, no transmission or storage system is completely secure. You are responsible for keeping your account credentials confidential.
For users of our mobile and web applications, all protected health information (PHI) is stored on HIPAA-eligible infrastructure, encrypted in transit and at rest, and handled in accordance with our Business Associate Agreements and internal access controls.
9. International Transfers
Mentera is based in the United States. If you are located outside the U.S., your Personal Data may be transferred to, stored, or processed in the U.S. or other jurisdictions with data protection laws that differ from those in your country of residence. In such cases, we ensure appropriate safeguards (such as Standard Contractual Clauses) to protect your Personal Data.
10. Your Rights and Choices
10.1 Marketing Communications
You may opt out of receiving marketing emails from us by clicking "unsubscribe" in any email or contacting us at support@mentera.ai.
Even if you opt out of marketing, we may still send you non-promotional communications (e.g., transaction confirmations, updates to this Policy).
10.2 Data Subject Rights
Depending on your jurisdiction, you may have the right to:
- Access: Request confirmation of whether we process your Personal Data and, if so, obtain a copy.
- Rectify: Request correction of any inaccurate or incomplete Personal Data.
- Delete: Request deletion of your Personal Data, subject to legal and contractual limitations.
- Object: Object to certain processing (e.g., direct marketing).
- Withdraw Consent: Where processing is based on consent, withdraw that consent at any time without affecting the lawfulness of processing before withdrawal.
To exercise these rights, please contact support@mentera.ai. We will respond in accordance with applicable laws.
11. Children's Privacy
The Site is not directed to individuals under 13 (or another age as required by local law), and we do not knowingly collect Personal Data from children. If you become aware that a child has provided us with Personal Data, please contact us at support@mentera.ai so we can delete such information.
12. Third-Party Websites and Services
Our Site may contain links to third-party websites or services, which are governed by their own privacy policies. We are not responsible for the privacy practices of such third parties. We encourage you to review their policies before providing any information.
13. California Privacy Rights
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), such as:
- The right to know the categories of Personal Data we collect, use, disclose, or sell (we do not sell Personal Data).
- The right to request that we delete your Personal Data, subject to certain exceptions.
- The right to be free from discrimination for exercising your CCPA rights.
To exercise these rights or for more information, please email us at support@mentera.ai.
14. Other U.S. State Privacy Laws
Certain U.S. states (e.g., Virginia, Colorado, Connecticut) have enacted or are enacting privacy legislation. If you reside in a state with privacy laws granting additional consumer rights, you may be entitled to similar disclosures and rights as provided under the CCPA. Please contact us at support@mentera.ai to inquire about specific rights in your state.
15. Changes to This Policy
We may update or modify this Policy from time to time. If we make material changes, we will notify you by posting a prominent notice on the Site or by other appropriate means. Your continued use of the Site after any changes become effective indicates your acceptance of the revised Policy.
16. Mobile and Web Application Addendum
Our iOS, Android, and web applications may collect limited additional information and use certain device permissions as described in Sections 2.2 and 2.3 of this Policy. Platform-specific disclosures required by Apple and Google, such as camera, microphone, photo library, storage, and network permissions, are provided within the app stores and in-app when requesting permission. By using the applications, you acknowledge that these features may be used solely to support core functionality such as documentation, uploads, and secure communication.
17. How to Contact Us
If you have questions or concerns about this Policy or wish to exercise your privacy rights, please contact us at:
Mentera Inc.
Email: support@mentera.ai