Privacy Policy

The Full Story of Our Privacy Policy

Last Updated: August 13th, 2026

Synapse Mental Wellbeing is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy outlines how we collect, use, and safeguard your data when you interact with our website, our mobile application (the "Synapse mobile app," available on iOS and Android), and our services.

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Information We Collect

We may collect the following types of information:

• Personal Identification Information: This includes your name, email address, phone number, and other contact details you provide when registering for services, subscribing to our newsletter, or contacting us.

• Therapy and Assessment Information: If you engage in therapy or assessments with us, we will collect information related to your mental health, history, and progress, as discussed during your sessions. This information is treated with the utmost confidentiality.

• Free Assessments and Website Resources: When you utilize the free assessments or resources available on our website, your email address may be captured for marketing communications. Your assessment answers are calculated and displayed to you in real time and are not stored on our website or servers once the results are generated. You have the option to bring your assessment results to your therapy sessions or share them directly with your Synapse Therapist to support your clinical care, but doing so is entirely your choice; we do not retain a copy on our end.

• Usage Data & Website Analytics (Microsoft Clarity): We partner with Microsoft Clarity to capture how you use and interact with our website through behavioral metrics, heatmaps, and session replay. This helps us understand user behavior and optimize our website design. Website usage data is captured using first and third-party cookies and other tracking technologies. For more information about how Microsoft collects and uses your data, visit the Microsoft Privacy Statement.

• Payment Information: When you make payments for our services, we collect necessary billing information.

• Synapse Mobile App - Booking and Account Data: Our mobile app uses the Wix Headless SDK (@wix/sdk, @wix/bookings, @wix/members) to power service listings, practitioner schedules, pricing, and account authentication — the same underlying Wix infrastructure used on our website. This data is handled under the same terms described elsewhere in this policy and under the Wix Privacy Policy.

• Synapse Mobile App - On-Device Self-Care Tools: The app includes offline self-care tools — currently a Guided Breathing Pacer, Habit Tracker, and private Reflective Journal, and which may expand over time to include additional self-care tools or resources — that store their data locally on your device only, using on-device storage (localStore). This information:

  • Is never transmitted to, or stored on, Synapse Mental Wellbeing's servers.

  • Is not accessible to your therapist, our staff, or Synapse Mental Wellbeing in any form, unless you choose to manually share or discuss it with them yourself.

  • Is not backed up by us. If you delete the app, lose your device, or reset your device, this data is permanently and irrecoverably lost unless your device's own operating system backup (e.g., iCloud or Google device backup) has captured it independently of the Synapse mobile app.

  • Is not subject to the cross-border data transfer arrangements described elsewhere in this policy, because it does not leave your device.

• Synapse Mobile App - Push Notifications: The app may use push notifications for two distinct purposes:

  • Session Reminders: General appointment/session reminder notifications are scheduled and triggered locally on your device itself. These do not require your data to be sent to, or processed by, our servers or any third-party notification service.

  • Marketing and Promotional Notifications: With your consent, we may send you marketing or promotional push notifications (such as updates, offers, or wellness content) via our push notification service provider. To do this, we use your device identifier or app account ID, which is shared with our push notification service provider solely for the purpose of delivering these notifications to your device. You can opt out of marketing push notifications at any time through your device's notification settings or within the app's settings.

• Communication and Notes: For internal communication, we utilize Google Workspace.

• AI-Assisted Documentation (Fireflies.AI): To ensure accuracy in clinical records, we may utilize Fireflies.AI, a HIPAA-compliant automated transcription tool.

  • Purpose: It generates transcripts of sessions to assist your therapist in maintaining accurate progress notes.

  • Security: Data processed by Fireflies is encrypted and governed by a Business Associate Agreement (BAA).

  • Human Oversight: All AI-generated notes are reviewed and verified by your human therapist for accuracy.

• AI Website Assistance (Wix Orion): When you interact with the AI assistant on our website, your queries and interaction data are processed by the Wix Orion AI assistant to provide you with immediate, relevant support. This data is handled strictly in compliance with the Wix Privacy Policy.

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How We Use Your Information

We may use your information for the following purposes:

• To provide and personalize our mental health services.

• To communicate with you regarding appointments, updates, and relevant information, including through secure Google Workspace services.

• To process payments for our services.

• To analyze website traffic, understand user interactions, and improve our website experience using Microsoft Clarity.

• To provide instant website support and information through the Wix Orion AI assistant.

• To send you newsletters and promotional materials (only with your consent, and you can opt-out at any time).

• To send you push notifications through the Synapse mobile app — including locally-triggered session reminders, and, with your consent, marketing or promotional notifications delivered via your device identifier or account ID.

• To comply with legal and regulatory requirements applicable in Bengaluru, Karnataka, India, including the Digital Personal Data Protection Act, 2023 and the Digital Personal Data Protection Rules, 2025.

• To facilitate internal note-taking and record-keeping using Fireflies.AI, ensuring the security and privacy of session details.

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Data Security and Compliance

We take the security of your information seriously and implement appropriate technical and organizational measures to protect it from unauthorized access, disclosure, alteration, or destruction. These measures include:

• Secure server infrastructure.

• Encryption of sensitive data, including the use of TLS 1.3.

• Regular security assessments and updates.

• Access controls to limit who can view your personal information.

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Data Retention Policy

We retain your personal and clinical information only for as long as necessary to fulfill the purposes outlined in this policy or as strictly required by law.

• Clinical Records: Retained for a minimum period as mandated by the Mental Healthcare Act, 2017 (typically 10 years after the last contact).

• Transactional Data: Retained for 7 years for tax and audit purposes.

• Deletion: Upon expiry of the retention period, data is securely deleted or anonymized.

• Clinical Records Are Retained Independently of Account Deletion: If you have engaged in therapy, psychiatric consultation, or psychological assessment services with us, your clinical file — including session notes, treatment records, and related documentation — is retained for the minimum period mandated by the Mental Healthcare Act, 2017 (typically 10 years after the date of your last contact with us), as described above. This retention obligation is independent of, and is not affected by, deletion of your Synapse mobile app account or any request submitted through our Account & Data Deletion process.

• Synapse Mobile App On-Device Data: Journal entries, habit-tracker entries, breathing-pacer settings, and data from any other on-device self-care tool or resource we may add to the app over time are retained for as long as they remain on your device and are removed automatically when you delete the app or clear its data. Synapse Mental Wellbeing does not hold a copy of this information and cannot restore it on your behalf.

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International Data Transfer

While Synapse Mental Wellbeing is based in India, we utilize enterprise-grade service providers (Google, Wix, Fireflies.AI, Microsoft) that may process data on secure servers located outside India (such as the USA or EU).

• By using our services, you explicitly consent to this cross-border transfer.

• We ensure all such providers are bound by strict Data Processing Agreements (DPAs), Business Associate Agreements (BAAs), or equivalent privacy frameworks to maintain security standards equal to or higher than Indian regulations.

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While not legally mandated for organizations operating solely within India, Synapse Mental Wellbeing is committed to adhering to the principles and best practices outlined in the Health Insurance Portability and Accountability Act (HIPAA) of the United States where applicable, particularly in how we handle and protect health-related information. This reflects our dedication to maintaining high standards of data privacy and security.

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We utilize Google Workspace and Fireflies.AI (an audio recording and transcription tool to help our note-taking process), both of which have Business Associate Agreements (BAA) in place with us and are compliant with HIPAA standards. This ensures the secure handling of any health-related information processed through these services.

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Our website and its integrated Orion AI assistant are hosted on Wix, a platform that is compliant with the General Data Protection Regulation (GDPR). Wix implements measures to ensure the privacy and protection of personal data of individuals within the European Union.

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For processing payments on our website, we utilize secure payment service providers such as Razorpay, PayPal, and other reputable platforms. We do not directly store your complete payment details on our servers. These providers employ robust security measures to ensure the safety of your financial information during transactions. Our website is also secured with Transport Layer Security (TLS) 1.3 encryption, and we maintain Payment Card Industry Data Security Standard (PCI DSS) Level 1 compliance for secure payment processing.

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Data you enter into the Synapse mobile app's offline self-care tools (including the Guided Breathing Pacer, Habit Tracker, Reflective Journal, and any additional self-care tools or resources we may add to the app over time) is stored exclusively on your own device and is not transferred to us or to any third-party service provider, domestically or internationally.

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Sharing Your Information

We will not share your personal information with third parties except in the following limited circumstances:

• With your explicit consent.

• With service providers who assist us in operating our website, processing payments, analyzing user behavior, or providing services to you (these providers are contractually obligated to protect your information and adhere to appropriate data protection standards). This includes Google Workspace and Fireflies.AI under our BAA; our website hosting provider, Wix (which manages the Orion AI assistant and is GDPR compliant); and Microsoft Clarity for website analytics.

• To comply with legal obligations, such as responding to subpoenas or court orders as required by the laws of India.

• To protect our rights and safety or the rights and safety of others, in accordance with applicable laws.

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Reservation of Rights to Update Policy

We reserve the right to modify or update this Privacy Policy at any time without prior notice. Any changes will be effective immediately upon posting the revised policy on our website. Your continued use of our website and services after the posting of any changes constitutes your acceptance of such changes. We encourage you to review this Privacy Policy periodically for any updates.

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Your Rights

You have certain rights regarding your personal information under the applicable laws of India. These rights may include the right to:

• Access the personal information we hold about you.

• Rectify any inaccurate or incomplete personal information.

• Erase or delete your personal information under certain circumstances.

• Restrict the processing of your personal information.

• Object to the processing of your personal information.

• Data portability (to receive your personal information in a structured, commonly used, and machine-readable format, where applicable).

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Contact Information

Grievance Officer: If you have any concerns about your privacy or how we handle your information, please contact our Grievance Officer:

• Name: Pranav Amarnath

• Phone No: +91 91488 05435

• E-mail: hello@synapsementalwellbeing.com

• Address: 4th Floor, #279, 4th Cross, Yelahanka 4th Phase, Bengaluru 560064.

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We will do our best to address your concerns within 30 days of receiving your written request.

Your trust is important to us. We're committed to protecting your privacy and providing you with the highest quality mental health care.

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Other Policies:

• Informed Consent Form

• Privacy Policy - (This form)

• Terms of use

• Cancellation and refund policy

• Pro-Bono Policy

• "Pay what you can" Program Policy