Legal

1. Privacy Policy

1.1 Who we are

Patterns of the Mind Ltd is the data controller for the personal data described in this policy. If you have any questions, contact us at info@patternsofthemind.com.

1.2 What data we collect

Depending on how you interact with us, we may collect:

• Contact form submissions: name, email address, the service you’re enquiring about, and your message.
• Founder Performance Assessment™ responses: the room scores and answers you provide when using the free assessment tool on our website. These are used to generate your results and are not linked to your identity unless you separately provide your name and email (for example, if we introduce an email-gated full report).
• Digital product purchases: name and email address, collected at the point of purchase via Gumroad, to enable delivery of your download and to contact you about your order if needed.
• Coaching clients: name, email, and any information you share with us during onboarding, sessions, or via our coaching agreement, to the extent needed to deliver the coaching service.
• App account holders: account information (name, email, authentication details) and in-app data such as check-in scores and skill progress, collected and processed via our app’s own privacy terms, which you accept separately when creating an app account.
• Calendly bookings (where in use): name, email, and the date/time of any call you book with us.

1.3 How we use your data

We use your personal data to:

• Respond to enquiries submitted via our contact form
• Process and deliver digital product purchases
• Deliver and administer coaching services, including invoicing and scheduling
• Provide and improve the Founder Performance OS app
• Send you information you’ve specifically requested (e.g. your assessment results, order confirmation, session reminders)
• Comply with our legal and accounting obligations (e.g. VAT records)

We do not sell your personal data, and we do not use it for purposes beyond those set out above without asking you first.

1.4 Legal basis for processing

We process your data on the basis of:

• Contract: where processing is necessary to deliver a service you’ve purchased or engaged us for (coaching, digital products, app subscriptions)
• Consent: where you’ve submitted a contact form, signed up for optional communications, or otherwise proactively given us information
• Legitimate interests: for basic website security, fraud prevention, and service improvement
• Legal obligation: for accounting, tax, and VAT record-keeping

1.4a Where your data is stored

Our core database infrastructure (Supabase) is hosted within the UK/EU.

1.5 Who we share data with

We use the following third-party processors, who each have their own privacy and security obligations:

• Supabase — database and authentication infrastructure for the Founder Performance OS app
• Stripe — payment processing for app subscriptions
• Gumroad — payment processing and digital delivery for e-books
• Resend — transactional email delivery (e.g. contact form notifications)
• Calendly — call scheduling, where connected
• Anthropic — AI infrastructure powering in-app Learn sessions; conversation content sent to this service is limited to what’s needed to generate your session

We do not share your data with third parties for their own marketing purposes.

1.6 International data transfers

Our core database (Supabase) is hosted within the UK/EU. Some of our other service providers (such as payment processors or email delivery) may process data outside the UK. Where this happens, we rely on appropriate safeguards (such as Standard Contractual Clauses) as required under UK GDPR.

1.7 How long we keep your data

• Contact form enquiries: retained for as long as reasonably necessary to respond to and follow up on your enquiry, and then deleted
• Coaching client records: retained for the duration of the coaching relationship plus a period required for accounting and legal purposes (typically 6 years, per UK tax record-keeping requirements)
• Digital product purchase records: retained as required for accounting purposes (typically 6 years)
• App account data: retained for as long as your account is active, and deleted or anonymised within a reasonable period after account closure, in line with the app’s own data deletion process

1.8 Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data (“right to be forgotten”), subject to our legal retention obligations
• Object to or restrict certain processing
• Request a copy of your data in a portable format
• Withdraw consent at any time, where processing is based on consent

To exercise any of these rights, contact us at info@patternsofthemind.com. You also have the right to lodge a complaint with the Information Commissioner’s Office (ico.org.uk) if you believe your data has been mishandled.

2. Terms & Conditions

2.1 Website use

By using patternsofthemind.com, you agree to use the site lawfully and not to misuse the Founder Performance Assessment™ tool, contact form, or any other feature in a way that could damage, disable, or impair the site.

Content on this website — including the Four Rooms of Wellbeing framework as applied by us, the PATTERN Framework™, the Founder Performance Assessment™, and all associated written content — is the intellectual property of Patterns of the Mind Ltd, except where explicitly credited otherwise (the Four Rooms concept itself derives from a public domain Indian proverb popularised by Rumer Godden). You may not reproduce, copy, or commercially exploit our proprietary frameworks without our written permission.

2.2 Age restriction

Our services are intended for individuals aged 18 and over. By using our services or purchasing our products, you confirm that you are at least 18 years old.

2.3 Coaching services

• Coaching engagements are governed primarily by the individual coaching agreement signed by you and Patterns of the Mind Ltd, which sets out your specific programme, session count, and fees. These Terms & Conditions apply in addition to, and do not override, that agreement.
• Fees vary depending on your location and the specific programme agreed, and are set out in your individual coaching agreement. Fees are typically split into instalments as agreed with you.
• Cancellations and rescheduling: we require a minimum of 48 hours’ notice to cancel or reschedule a coaching session. Sessions cancelled or missed with less than 48 hours’ notice will be treated as delivered and are non-refundable and non-reschedulable, except at our discretion.
• Refunds: we do not offer refunds on coaching fees once a programme has commenced, except where required by law or at our discretion in exceptional circumstances.
• Coaching is not a substitute for therapy, medical treatment, financial advice, or legal advice (see Section 4, Disclaimer).

2.4 Digital products (e-books)

• Our digital products (including The Founder’s Guide to Raising Investment and Room by Room: A Journey to Wellbeing) are sold via Gumroad and delivered as instant digital downloads.
• By purchasing a digital product, you expressly consent to immediate access to the content and acknowledge that, in doing so, you lose the statutory 14-day cooling-off/cancellation right that would otherwise apply under the Consumer Contract Regulations 2013, because performance (delivery) begins immediately at your request.
• Accordingly, all digital product sales are final and non-refundable, except where the product is materially faulty (e.g. the file is genuinely corrupted or undeliverable), in which case contact us at info@patternsofthemind.com.

2.5 App subscriptions (Founder Performance OS)

• Subscriptions to the Founder Performance OS app are billed either monthly or annually, as selected by you at checkout, and processed via Stripe.
• New subscriptions include a 7-day free trial. If you do not cancel before the trial ends, your subscription will automatically convert to a paid plan and you will be charged.
• You may cancel your subscription at any time via the app or your Stripe customer portal. Cancellation takes effect at the end of your current billing period — you will retain access until then, and we do not provide pro-rated refunds for the unused portion of a billing period.

2.6 Limitation of liability

To the fullest extent permitted by law, Patterns of the Mind Ltd shall not be liable for any indirect, incidental, or consequential loss arising from your use of our website, app, digital products, or coaching services. Nothing in these terms limits our liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under English law.

2.7 Governing law

These terms are governed by the laws of England and Wales, and any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

3. Cookie Policy

Our website itself does not require you to log in, and we currently use only the cookies or similar technologies strictly necessary for the site to function (for example, to remember your progress through the Founder Performance Assessment™ during your session).

The Founder Performance OS app uses its own session and authentication technology, covered separately under the app’s own privacy terms, accepted at account sign-up.

4. Disclaimer

Patterns of the Mind Ltd provides coaching, digital content, and technology tools focused on founder performance, behavioural patterns, and wellbeing. These services are educational and developmental in nature.

Our coaching, content, frameworks (including the Four Rooms of Wellbeing and the PATTERN Framework™), and the Founder Performance Assessment™ are not a substitute for professional medical, mental health, psychological, financial, or legal advice. If you are experiencing a mental health crisis, please seek support from a qualified professional or emergency services.

Coaching outcomes depend on individual circumstances, effort, and external factors, and we do not guarantee specific business, financial, or personal results from our coaching, products, or app.

Any information provided through the Founder Performance Assessment™ is a self-reported diagnostic snapshot intended to support reflection and is not a clinical or professional assessment of any kind.