This policy describes how the Resilient Minds app handles your information today. It is being reviewed by our legal advisers and will be updated; we will tell you in the app about any change that matters.
1. Who we are
Resilient Minds Matter Ltd, a company registered in England and Wales (company number 16304425), registered office 349 Regents Park Road, London N3 1DH, provides the Resilient Minds app and is responsible for the information described here. Our data protection contact is Miles Bloom. Write to us at contact@resilientmindsmatter.com.
2. The short version
- You use the app under a username. We do not ask for your real name. We ask for an email address so that you can get back into your account if you forget your password, and we do not keep the address itself. Groups that are set up without email do not ask for one. Some groups set up for an organisation ask for your first and last name when you join, and a few also ask for a telephone number and your local branch, so that we can keep in touch with you about the programme. We keep those with your group membership.
- What you tell S'AI, our AI coach, and your check-ins are stored so the app can work, and are sent to our AI supplier to generate replies. Nothing you type is used to train AI.
- Your organisation cannot see your conversations, check-ins or survey answers.
- We do not sell your information or use it for advertising.
- You can delete your account and everything linked to it at any time in Settings.
3. What we collect
| Information | Examples | Where it comes from |
|---|---|---|
| Account | Username, password (stored in a protected form we cannot read), the cohort you joined | You |
| Recovery email, unless your group does not use email | A fingerprint of the address (a code that cannot be turned back into the address) and the date you confirmed it. Not the address itself | You |
| Conversations | Messages you send to S'AI and its replies | You |
| Check-ins and wellbeing information | Mood, energy, stress, nervous-system state, assessment answers | You |
| Survey answers | Surveys during a trial, if you are taking part in one | You |
| Wearable data, if you connect it | Heart-rate variability, sleep and activity from Oura, Garmin or Apple Health | The provider, with your permission |
| Feedback | Written or recorded feedback you choose to send | You |
| Use of the app | Progress through exercises and learning, which screens you open and which videos you play, how often you use S'AI (not what you say), when you complete a survey (not your answers), app version, and device settings that affect how the app behaves | Your device |
| Technical information | Crash reports without personal details; server logs, which include IP addresses | Your device |
Some of this is information about your health and wellbeing. The law gives that kind of information extra protection, and so do we.
We do not collect your precise location, your contacts, or advertising identifiers. In the app, voice dictation is turned into text on your device; the audio is not sent to us. On the web page for a shared conversation, if you use the microphone, your voice is streamed to ElevenLabs while you speak, to be turned into text. We don't store the recording; ElevenLabs may keep it briefly under their own terms.
Recovery email. We ask for an email address when you sign up, so that you can get back into your account if you forget your password. If your account does not have one yet, the app asks you to add one. You can change it later in Settings. Groups that are set up without email do not ask for one. We do not keep the address. We keep a fingerprint of it: a code worked out from the address with a secret key that is held separately from our database. The fingerprint cannot be turned back into the address. We use it only to check the address when it is typed again.
Because we do not keep the address, we cannot email you unless the address has just been typed, and we cannot show it back to you. We send an email at two moments only: a confirmation link when you add the address or ask for that link again, and a link for choosing a new password when a reset is asked for with your username and your confirmed address. Anyone who knows both of those can ask for a reset email, but it goes only to that address. The emails do not name your username, and we do not track whether they are opened or which links are pressed.
Without a confirmed recovery email, a forgotten password cannot be recovered. Some groups are set up without email or account recovery. If you are in one, we do not ask for an email address and you cannot add one.
Earlier versions of the app could take an email address at sign-up, and we held it as it was typed. When we introduced recovery emails, we replaced each of those addresses with a fingerprint and deleted the address. If that was you, enter the address again in Settings and confirm it before you rely on it.
4. Why we use it
- To provide the app: your conversations, check-ins and any wearable data are used to coach you and to keep your history.
- To let you reset a forgotten password: the recovery email fingerprint. The address you type is used once, to send you the email, and for nothing else.
- To understand whether a trial worked: survey answers and how the app is used.
- To understand how the app is used, so we can improve it: which parts of the app are opened and how often. This is counted under a random code, not your username.
- To keep the service secure and working: technical information.
Before your first conversation with S'AI, the app explains what is sent and to whom, and asks you to agree. We keep a record of that decision. You can decline, or change your mind later in Settings, and the rest of the app still works. Connecting a wearable is also your choice, and you can disconnect it in Settings.
5. Artificial intelligence
S'AI is an AI coach. It can be wrong. It is not a medical or crisis service, and it never makes decisions about you. Your messages and check-ins are sent to our AI supplier to generate replies, identified only by your username. Neither we nor our suppliers use them to train AI models. For some organisations, S'AI runs on a private model instead, and messages are never sent to a public AI service. See How we use AI.
Sharing a conversation.
- You can share a single S'AI reply, or a whole conversation as it stands, by link. Anyone with the link can read it, including people outside the app.
- The link shows what was there when you shared it. Later messages are not included.
- People with the link can carry the conversation on with S'AI, in the app or in a browser. Their continued conversation is theirs, and you don't see it.
- What S'AI remembers about you is never included, and is never used when someone carries on a conversation you shared.
- You can stop sharing at any time, and deleting your account stops all your shares. We can't remove copies that people have already saved, passed on or carried on.
- On the web page, S'AI's replies can be read aloud, and you can use the microphone instead of typing. While you speak, your voice is streamed to ElevenLabs to be turned into text, and the words appear in your message box as you say them. We don't store the recording; ElevenLabs may keep it briefly under their own terms.
- Conversations in Privacy Mode can't be shared.
- Shared conversations are stored encrypted, like any other conversation.
- Without an account, you can send S'AI up to 3 messages from a shared link. That conversation is stored so S'AI can reply and is deleted 24 hours after your last message, unless you sign up, when it moves into your account.
Group chats.
- You can invite other people into one of your conversations with S'AI by link. Anyone you let in sees the whole conversation, from the start, and everything said in it afterwards.
- While other people are in it, S'AI doesn't use what it remembers about anyone, and nothing from the conversation is saved to anyone's memory. If you started the chat, you can let S'AI use what it remembers about you there, and only you, and turn that off again at any time.
- When someone writes in a group chat, the others get a notification that doesn't include what was said.
- If you delete your account, the group chats you started are deleted for everyone. Your messages in other people's group chats stay, but without your name.
- Conversations in Privacy Mode can't be group chats.
6. Who else handles your information
These suppliers help us run the service and act on our instructions.
| Supplier | What for | What they receive | Where |
|---|---|---|---|
| Google Cloud | Hosting, database, storage, logs | All app information | United Kingdom (London) |
| Anthropic | Generating S'AI's replies | Your messages, check-ins and username | United States |
| ElevenLabs | Turning S'AI's replies into speech, and, on the web page for a shared conversation, turning what you say into text | The text of S'AI's replies. Only if you use the microphone on the web page for a shared conversation: your voice, streamed while you speak, so it can be turned into text. We don't store the recording; ElevenLabs may keep it briefly under their own terms | United States |
| Sentry | Crash reports | Technical information without personal details | European Union (Germany) |
| PostHog | Understanding how the app is used | Which screens you open, which videos you play, how often you use S'AI and when you complete a survey, with the cohort you joined, under a random code. Never your username, anything you write, your survey answers, your IP address or your location | European Union (Germany) |
| Amazon Web Services | Sending the emails that confirm a recovery email or reset a password | The email address you typed and the email itself, which holds a link and does not name your username | United Kingdom (London) |
| Google (Firebase) | Delivering notifications, and basic statistics about app use | A notification token for your device; when the app is opened, which screens are viewed, the app version, your device type and approximate region. Never your username or anything you write | Google's infrastructure |
| Google (Sheets) | Holding trial survey results | Survey answers with your username | Google's infrastructure |
| Private model hosting provider | S'AI for organisations using the private model only | Messages for those organisations' users | United States |
| Oura, Garmin, Apple | Wearable data you choose to connect | Covered by your own agreement with them | Their services |
For organisations using the private model, nothing about how you use the app is sent to PostHog.
Notifications only tell you that something is waiting for you, for example that S'AI has replied. They never include what was said. People in organisations using the private model are not sent notifications through Google or Apple at all.
Amazon Web Services keeps its own records of the emails it delivers for a limited time. If an email cannot be delivered, or is reported as unwanted, it keeps that address on a list so that no more email is sent to it. That list is held by Amazon Web Services, not in our database.
We do not share your individual information with your employer or the organisation that gave you access to the app, except for deployments, as described below.
Deployments. If your organisation runs deployments in the app, the people it names to run them can see who has registered for each deployment, who was chosen, and whether each person has done their check-ins (not their answers). If you withdraw from a deployment you had been confirmed for, we email the address your organisation has given us for this, with your name (or your username if we do not have your name) and the deployment.
We may disclose information where the law requires it, or to a successor if the business is sold or restructured.
7. Information that leaves the United Kingdom
Anthropic, ElevenLabs and our private model hosting provider process information in the United States under data processing agreements with us. Everything else is held in the United Kingdom or the European Union.
8. How long we keep it
- Your account, conversations, check-ins and wearable data are kept until you delete your account. Deleting your account removes them.
- Archived S'AI conversations are kept, like any other, until you delete your account.
- A group chat is kept until the person who started it deletes it or their account. Your messages in someone else's group chat stay there after you leave or delete your account, without your name.
- A shared link works until you stop sharing it or delete your account. A conversation carried on from a shared link without an account is deleted 24 hours after its last message, unless the person signs up.
- A recovery email fingerprint is kept until you remove the recovery email in Settings or delete your account. Either one deletes it. The link in a confirmation email works for 3 days. The link in a reset email works for 30 minutes and only once.
- Anthropic deletes what we send within 30 days, unless it is flagged under its usage policy, in which case it may be kept longer.
- Crash reports are kept for 90 days and server logs for 30 days.
- Records of how the app is used are held under a random code. They go back to before 2 October 2026: when we introduced them, we added the dates on which you had used S'AI, checked in, completed an exercise or first opened a lesson, from records we already held. Nothing you said or answered was included. When you delete your account we delete the link between that code and you, so the records that remain can no longer be tied to you.
- Survey answers from a trial are held separately from your account, so they are not removed automatically when you delete it. To have them removed, contact us.
- Backups are kept for a limited period, so deleted information may remain in a backup until it expires.
9. Your rights
You have the right to see, correct or delete your information, to restrict or object to how we use it, to receive a copy of it, and to withdraw your agreement. You can do most of this yourself: delete your account, withdraw your AI agreement, or disconnect a wearable in Settings. You can also remove or replace your recovery email in Settings. We cannot tell you which address it is, because we do not hold it. For anything else, contact us. Because accounts use a username and not your name, we may ask you to make the request from within the app so that we know it is you.
If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk.
10. Security
Your information is encrypted when it travels (TLS 1.2 or higher) and when it is stored (AES-256). Each account can reach only its own records, which we test automatically, and we commission independent security testing.
A new password must be at least 12 characters. It is checked against common passwords and simple patterns, and for how easy it would be to guess. That check runs on our own servers, and your password is not sent to anyone else. A request to reset a password gets the same reply whether or not the details match an account, so it cannot be used to find out who has an account, and the number of requests is limited. When a password is reset, every device is signed out.
No system is perfectly secure. If a breach affects you, we will tell you as the law requires.
11. Age
The app is for people aged 18 and over.
12. Tracking
The app does not use advertising trackers. We record which parts of the app are used, as described in sections 3 and 6. This page sets no cookies.
13. Changes
We will publish changes here. If a change matters to you we will tell you in the app, and if it affects something you agreed to, we will ask you again.