Information We Collect

MindHubGo collects information that is necessary to provide professional coaching services, administer programs, process payments and communicate with clients and prospects. Data collection occurs through direct interactions (forms, emails, calls), during coaching sessions and automatically when users access MindHubGo.digital. We limit collection to data relevant to delivering responsible, client-focused mindset development support and to meeting legal and administrative obligations.

Data You Provide

When you engage with MindHubGo, we collect information you supply directly to us. This information enables appropriate program matching, session preparation, secure billing and effective communication. We request only what is necessary for service delivery and to maintain a safe, professional coaching environment.

• Full name and preferred form of address provided in intake forms or correspondence for identification and scheduling purposes.
• Contact details such as email address, postal address and telephone number used for appointment management, confirmations and administrative communication.
• Professional and demographic background information relevant to coaching goals, such as occupation, education, and high-level context on work or life priorities provided voluntarily by the client.
• Coaching intake responses, session notes and goal-setting summaries supplied during assessments or sessions to inform coaching plans and progress tracking.
• Payment and billing information submitted to process fees for coaching services and related administrative charges, processed through secure payment channels.
• Communications and feedback platform with MindHubGo, including email correspondence, surveys, testimonials provided with consent and any preferences you state regarding contact methods.

Data Collected Automatically

When you visit MindHubGo.digital or use online services, we automatically collect technical and usage data to maintain site functionality, analyze performance, and enhance user experience. Automatic collection helps protect security, detect issues and tailor the digital environment to practical coaching workflows.

• Device and browser information such as device type, operating system, browser version and display settings used to optimize site compatibility and security.
• IP address and approximate geographic location derived from network connections to support security monitoring and regional compliance needs.
• Usage and interaction data including pages visited, navigation paths, session duration and button clicks that help evaluate platform usability and content relevance.
• Cookies and unique tracking identifiers used to remember session state, store preferences and enable analytics that inform iterative improvements to MindHubGo.digital.
• Performance and error data such as load times, crashes and diagnostic logs collected to identify and address technical issues affecting service reliability.
• Referral and source information that indicates how users arrive at MindHubGo.digital (for example, search engine, campaign link or partner referral) to evaluate outreach and partnership effectiveness.

Third-party services and processors

MindHubGo uses a limited set of third-party service providers to deliver coaching, process payments, manage bookings, host the website, and perform analytics. We select partners with established security practices and data protection controls. Third parties process personal data on behalf of MindHubGo and only for specified operational purposes described below. Where applicable, we maintain data processing agreements to define permitted uses and security measures.

• Payment and invoicing providers: To process session fees and refunds, MindHubGo shares necessary billing data (name, contact, transaction details) with accredited payment processors and invoicing platforms. These providers are engaged solely to complete business transactions and to maintain accurate accounts for tax and business reporting.
• Scheduling and communication platforms: To arrange coaching sessions and deliver program materials, MindHubGo uses secure scheduling and messaging services. These platforms receive booking details, appointment times, and client contact information to coordinate sessions, send confirmations and reminders, and enable secure two-way communications between coaches and clients.
• Analytics, hosting and security services: MindHubGo.digital and related systems are hosted on third-party infrastructure and use analytics tools to monitor site performance, detect security incidents, and optimize user experience. Collected technical data (device type, IP range, usage metrics) is aggregated where possible and retained only as needed for operational insight and infrastructure stability.

Legal bases for processing personal data

MindHubGo processes personal data under appropriate legal bases depending on the context. We document the basis for each processing activity and apply the minimum necessary processing principle. The following legal bases are relied upon where relevant:

• Contract performance: Processing necessary to perform services requested by the client, such as scheduling sessions, delivering coaching, and managing billing, is carried out to fulfil contractual obligations between MindHubGo and the client.
• Consent: For optional features such as marketing communications, research participation, or specific personalization settings, processing is carried out on the basis of a clear, informed consent which can be withdrawn at any time.
• Legal obligations: When retention or disclosure of personal data is required by statute, court order, tax rules, or other legal duties, MindHubGo will process and, if necessary, disclose the data to meet those obligations.
• Legitimate interests: For operational needs such as fraud prevention, platform security, and service improvement, MindHubGo may process data based on legitimate business interests, subject to balancing against individual rights and freedoms and applying safeguards to minimize impact.

Cookies and similar technologies

MindHubGo.digital uses cookies and comparable technologies to enable essential site functions, measure performance, and improve user experience. Cookies are managed through accepted industry practices and can be controlled by users through browser settings or the cookie management interface on the site.

Types of technologies used include session cookies (temporary and deleted after the session), persistent cookies (retained for a defined period), local storage mechanisms, and performance pixels used by analytics providers. Each technology is employed only for the purposes described in this policy.

We categorize cookies as: strictly necessary (required for core functionality), performance and analytics (to measure site usage and stability), functionality (to remember preferences), and marketing (to deliver relevant promotional material where consent has been provided).

Users can manage cookie preferences through the cookie banner, the dedicated privacy settings page on MindHubGo.digital, or by adjusting browser preferences to block or delete cookies. Blocking certain cookies may limit functionality or user experience for some features.

For full details on cookies in use and retention periods, see the MindHubGo cookie policy at https://MindHubGo.digital/cookie-policy

Data sharing and disclosures

MindHubGo limits data sharing to what is necessary for service delivery, compliance or to protect legal rights. When data is shared, we take contractual and technical measures to ensure it is handled securely and only for the stated purpose.

• Service providers and processors: We share data with trusted vendors that perform processing on our behalf (payment processors, hosting providers, scheduling platforms, analytics vendors). Data shared is restricted to the minimum required for the provider to perform its service and is governed by data processing agreements.
• Legal and safety disclosures: MindHubGo may disclose personal data to comply with legal obligations, respond to lawful requests from public authorities, or to protect the safety, rights, or property of MindHubGo, its clients, or the public, in accordance with applicable law.
• Payment and billing processors: MindHubGo shares limited billing and transaction details (such as payer name, billing address and transaction identifiers) with authorised payment processors to complete purchases, issue refunds and meet tax reporting obligations. Data shared is restricted to what is necessary for the payment transaction and processed under contractual data‑processing terms and security controls.
• Analytics and performance providers: Aggregated, pseudonymized or anonymized usage data may be shared with analytics vendors to evaluate course effectiveness, improve coaching content and monitor platform performance. Personal identifiers are excluded from analytic datasets unless you have provided explicit consent for a specified purpose.
• Professional advisors and regulators: When required by law or to protect legal rights, MindHubGo may disclose personal information to legal counsel, auditors or regulatory authorities. Such disclosures are limited to the minimum data necessary to satisfy legal obligations, respond to enquiries or defend legal claims and are handled by authorised staff under confidentiality obligations.
• Third‑party integrations and certified partners: With your consent we share profile details, scheduling information and relevant assessment data with certified coaching partners, assessment platforms and calendar providers to deliver booked sessions and integrated services. All partners are contractually prohibited from using shared data for unrelated purposes and must adopt commensurate security measures.

International data transfers

MindHubGo operates from Malaysia and may transfer, process or store personal data in jurisdictions outside Malaysia to enable platform hosting, payment processing and partner services. Transfers are conducted only when necessary for service delivery, legal compliance or operational support. We evaluate destination countries and apply safeguards to maintain an appropriate level of protection consistent with applicable data protection requirements.

When transferring personal data internationally, MindHubGo implements technical and contractual safeguards, such as encryption in transit, standard contractual clauses or binding contractual terms with processors, and where applicable binding corporate rules. We also evaluate third‑party processors’ security posture, require contractual limits on onward transfers, and document transfer justifications in accordance with relevant legal standards.

Data retention and deletion

MindHubGo retains personal data only for the period necessary to provide coaching services, comply with legal and tax obligations, resolve disputes and maintain platform integrity. Retention schedules balance operational needs and privacy principles; when the retention period expires we securely delete, anonymize or aggregate data unless continued retention is required by law.

Account information and client profiles are kept for the active duration of the coaching relationship and for administrative, tax and compliance purposes thereafter. Typically we retain account records for up to 7 years following account closure to support business reporting, regulatory inquiries and legitimate post‑service obligations, after which personal data is removed from active systems.

Session notes, direct messages and coaching correspondence are retained for the period of the coaching engagement and up to 3 years thereafter to enable service continuity, audit trails and the contribute of any complaints. On verified deletion requests, we will remove personal identifiers where legally permissible and may retain anonymized summaries for quality assurance and training.

Security logs, access records and other system logs are retained for up to 2 years to support incident response, security contribute and compliance audits. Logs are stored securely with restricted access and are purged according to scheduled retention cycles to minimise long‑term retention of identifiable data.

You may request deletion of your personal data by contacting MindHubGo’s privacy team. We will verify your request and proceed with deletion where not restricted by legal or contractual requirements (for example, tax, fraud prevention or safety obligations). Deleted data is removed from active systems and backups are purged in accordance with our backup retention policy within a reasonable timeframe.

Information security

MindHubGo treats information security as an operational priority. We apply a layered approach combining technical, organisational and procedural safeguards to protect client data against unauthorised access, disclosure, alteration or loss. Security practices are informed by risk assessments, regular reviews and industry‑appropriate standards tailored to digital coaching services.

• Encryption in transit and at rest: Data transmitted to and from MindHubGo.digital is protected using TLS; sensitive stored data is encrypted using industry‑standard algorithms to reduce exposure in the event of a breach.
• Access control and authentication: Role‑based access controls and the principle of least privilege restrict employee access to personal data. Administrative accounts require multi‑factor authentication and periodic access reviews are conducted to ensure appropriate privileges.
• Operational security and monitoring: We perform regular vulnerability assessments, patch management, secure development practices and 24/7 monitoring of security events. Staff participate in periodic privacy and security training and incident response procedures are maintained and tested.

Your Rights

Under applicable data protection laws you have certain rights regarding your personal data. MindHubGo aims to facilitate the exercise of those rights in a timely and transparent manner. To submit a request or ask questions about data handling, contact our privacy team at Persiaran Desa Tebrau, Tebrau City, 81100 Johor Bahru, Johor, Malaysia or by phone at +60127330320 (Business ID 379782672297).

• Right to access: You may request access to personal data we hold about you, including the categories of data processed, purposes of processing and recipients with whom data has been shared.
• Right to rectification: You may request correction of inaccurate or incomplete personal data to ensure records used for coaching and administration are accurate and up to date.
• Right to deletion: Where retention is no longer necessary and subject to legal or contractual restrictions, you may request deletion of your personal data. We will assess and action such requests in accordance with applicable law.
• Right to portability: Where applicable, you can request a machine‑readable copy of personal data you provided to MindHubGo to transmit it to another service provider.
• Right to restrict or object to processing: You may ask us to restrict processing or object to certain processing activities (for example direct marketing). MindHubGo will evaluate requests and respond in line with legal requirements and operational considerations.
• Right to restriction of processing — you may request that we limit the processing of your personal data while a dispute about accuracy or lawful basis is being resolved.
• Right to withdraw consent — where processing is based on consent, you may withdraw that consent at any time without affecting processing carried out prior to withdrawal.
• Right to lodge a complaint — if you consider that your data protection rights have been infringed, you may contact a competent supervisory authority in your jurisdiction.

How to exercise your data protection rights

To exercise any of your data rights, please contact MindHubGo by email at [email protected] or by postal mail to Persiaran Desa Tebrau, Tebrau City, 81100 Johor Bahru, Johor, Malaysia. Please include your name, a clear description of the request, and any relevant account details to help us verify your identity. We may request additional information to confirm your identity before responding.

[email protected]

We aim to acknowledge receipt of rights requests promptly and to provide a substantive response within 30 calendar days of verification. Complex requests may require additional time; if so, we will inform you of the expected timeline.

Marketing communications

We use contact information you provide to deliver relevant announcements about MindHubGo services, events, and educational content. Marketing communications are based on your consent or our legitimate interest in maintaining a relationship with you. You may update your preferences at any time.

To unsubscribe from marketing communications, use the unsubscribe link included in our emails, update your preferences via your account, or contact us at [email protected]. Unsubscribe requests will be processed promptly.

Children's privacy

MindHubGo services are intended for adults. We do not knowingly collect personal data from children under 13. If we become aware that we have collected personal data from a child under 13 without appropriate verification of parental consent, we will take steps to remove that information.

Third-party links

Our website and services may contain links to third-party sites and services. MindHubGo is not responsible for the privacy practices or content of those third parties. Review the privacy policies of any third-party sites you visit.