Privacy policy

Notice on the processing of personal data

Version 2026-10-22.1

1. Who processes your data

Mentis OS is the controller and the processor of your personal data on this platform. All requests concerning personal data are received on the Privacy page in the app.

2. Data processed

• Basic personal data: email, display name, date of birth, password (stored only as a hash), language, time zone, sign-in session and device information (device name, browser, a hash of the IP address), and your Google/Apple account if you use it to sign in.
• Sensitive personal data about mental health: check-ins (mood, stress, energy, sleep, feelings, notes), journal, goals, assessment answers and results, the content of your chats with Mentis AI, the insights and suggestions generated from that data, and safety signals when there are signs of risk.
• Transaction data: appointments with professionals, invoices and payment status. Card and payment account details are handled by the payment gateway.
• Citizen identity card (CCCD) number, if you add it in Personal information: used only to confirm your age; stored encrypted and shown only as its last 4 digits.
• If you are 16 or younger: the full name and relationship of your parent or guardian, the Mentis account they used to approve you (or their email, if they consented by email), and when they approved or withdrew consent.
• Traffic source: the website or advertising campaign that first brought you to Mentis (the name of the referring site and the campaign tags, not the full address or the page content). This information is stored in your browser for 90 days and is linked to your plan when you buy one. Mentis does not record it when your browser has Do Not Track or Global Privacy Control turned on.
• VNeID electronic identification, if you link it (when Mentis turns this feature on): a hash of your personal identification number (CCCD) and its last 4 digits, your full name (stored encrypted), date of birth, gender and identification level, as confirmed by the VNeID system of the Ministry of Public Security. Mentis does not store the full identification number and does not store the access token of your VNeID account.
• Trusted contacts, if you add them: the full name, relationship, email and (optional) phone number of the person you choose, and when they agreed or declined.
• If you join through an organisation (school, business): a basic member profile and your level of participation in the programme.

3. Purposes of processing

• Providing the features you choose to use: daily check-ins, journal, assessments, AI support for self-reflection, knowledge and connecting with professionals.
• Safety support when what you enter shows signs of crisis.
• Account security, and preventing fraud and abuse.
• Payments, invoices, and accounting and tax obligations.
• Operational statistics in aggregate form, with identifying information removed.
• Measuring advertising effectiveness: knowing how many plans each channel and each campaign brings in, viewed only in aggregate.
• Verifying identity with VNeID when you link or sign in with VNeID, or when Mentis requires electronic identification for a group of users (users, psychologists, doctors); for psychologists and doctors, checking the VNeID identity against their professional verification record.
• Notifying the trusted contacts you have added, and who have agreed, when Mentis detects signs of high risk (a red alert).
• Mentis does not use your mental health data for advertising.

4. How data is processed

Data is collected when you enter it in the app, stored, encrypted in transit, and analysed automatically to produce insights for reference only. Mentis does not diagnose illness.

5. Organisations and individuals involved in the processing

• Professionals you choose to book or to share data with — only the data you choose to share.
• Your organisation — only aggregate figures for sufficiently large groups and only with your consent; the organisation cannot see your journal or your chats.
• AI model provider — the content of your chats with Mentis AI, and the summary of your assessment results when you ask for an explanation, are sent to this provider to generate the replies.
• Email service providers (sending sign-in codes and notifications), SMS service providers (sending verification codes to the phone number of a parent or guardian), payment gateways (VNPAY, MoMo, banks), Google/Apple when you sign in with those accounts, and the online meeting service used for remote consultations.
• Trusted contacts you have added and who have agreed: on a red alert they receive a short email (at most once every 24 hours) saying that you may need support, with emergency numbers; the email contains none of your results, answers, journal or chat content. You are told in the app each time they are notified, and you can remove them at any time.
• The VNeID electronic identification and authentication system (Ministry of Public Security) — when you sign in or link with VNeID, Mentis receives from this system the identification details listed in section 2.
• Providers of the storage infrastructure and of the operation of the application and the database.
• Competent state authorities when required by law.

6. Transfer of data abroad

Application servers, databases, and the AI and email providers may be located outside Vietnam. By agreeing to this notice, you are informed that your data, including mental health data, may be transferred and stored abroad in order to provide the service.

7. Processing and retention period

• Data is processed from when you create your account until you delete your account or withdraw your consent.
• You can delete individual journal entries yourself at any time.
• When you request account deletion, there is a waiting period during which you can cancel (the expected date is shown on the Privacy page); after that, your mental health data, journal, chats and assessment results are deleted and the account is anonymised.
• Transaction records, records made by professionals during consultations, and audit and security logs are kept for the period required by law, separated from your identity where possible.
• Data exports you download are automatically deleted from the system after 30 days.

8. Your rights

• The right to be informed, to consent, to access, to rectify, to erase, to withdraw consent, to request (export) your data, to restrict processing and to object to processing; the right to complain, to denounce, to sue and to claim damages as provided by law.
• On the Privacy page you can export all your data, edit your display name, withdraw your consent to the processing of mental health data and request account deletion. Your email is changed on the Security page.

9. Possible unwanted consequences and harm

• Although protective measures are in place (encryption in transit, multi-factor authentication, audit logs), there is always a risk of unauthorised access to data. If an incident affects your data, Mentis will notify you as required by regulations.
• Content generated by AI may be inaccurate and does not replace the advice or diagnosis of a professional.
• If you do not agree, or withdraw your consent to the processing of mental health data, you will not be able to use the features of Mentis; you can still export or delete your data.

10. Age

• Mentis asks every user for their full date of birth (day, month, year) to calculate their age correctly. You can correct your date of birth yourself once; after that, contact Support. If your school’s student list shows that you are 16 or younger, Mentis applies that age.
• People aged 17 and over read this notice and give consent themselves.
• People aged 7 to 16 (16 or younger) can use Mentis only with the consent of a parent or guardian. Personal data protection law requires this for children under 16; Mentis also applies it to 16-year-old users. You read and agree to the notice yourself; Mentis creates a link, a short code and a QR code so that your parent or guardian can approve with their own Mentis account. The approver must be 18 or older according to the date of birth they declared, and cannot be your own account.
• Until then, the account is paused: you can only use Emergency support, read this notice, sign out, and export or delete your data.
• A parent or guardian can withdraw consent at any time in the Approve for my child section (or with the link in the email, if they consented by email); the account is then paused until new consent is given. They cannot see your journal, check-ins or chat content.
• While you are 16 or younger, the result of each assessment (name of the assessment, result, level of concern, time) is sent to the parent or guardian who consented (in their Approve for my child section, and by email when available). From the age of 17, results are not sent to anyone unless you share them yourself.
• 16-year-old accounts that used Mentis before 14/10/2026 (when the rule was under 16): at the next sign-in, Mentis asks a parent or guardian to approve; your data is kept as it is and Emergency support remains available.
• If Mentis turns this feature on, you can choose to verify your age with your Google account: Mentis reads the date of birth of your Google account once, when you allow it, and does not keep access to your Google account.
• Students aged 16 or younger who join through their school rely on the parental consent collected by the school.
• Mentis collects your CCCD number to confirm your age when you add it in Personal information: the year of birth in the CCCD number must match the date of birth you declared, and each CCCD number can be used for one account only. The number is stored encrypted and shown only as its last 4 digits; you can change it, and every addition or change is logged.
• Until you have added a CCCD number (or, for accounts of people aged 16 or younger, the consent of a parent or guardian), you cannot use the sensitive features: assessments for people aged 16 and over, booking a professional or a doctor, chats and daily suggestions from Mentis AI, and sharing your records or results with a professional. Emergency support, trial tests, daily check-ins, the journal and privacy (exporting and deleting data) are always available.
• Mentis is not intended for children under 7.

11. Google user data

• Signing in with Google: Mentis receives the email address, name and account identifier of your Google account in order to create your account and sign you in. If you choose to verify your age with Google (section 10), Mentis reads the date of birth of your Google account once.
• Google Drive, when you connect it: Mentis asks only for access to the files that Mentis creates (the drive.file permission). Mentis creates a “Mentis” folder in your Google Drive and saves in it the files you use Mentis to save: consultation recordings, medical records (PDF) and voice journal entries. Mentis does not see, read or change any other file in your Google Drive.
• Google Meet, for professionals and doctors: through the same Google connection, Mentis creates a Google Meet meeting space in your Google account for each booking (the meetings.space.created permission) and manages only the meeting spaces that Mentis created. Mentis does not read your calendar, your contacts or your other meetings.
• For Google Drive and Google Meet, Mentis stores only the Google access token (encrypted) and the identifiers and links of the files, folders and meeting spaces that Mentis created.
• Mentis uses Google user data only to provide the features described above. Mentis does not sell this data, does not use it for advertising, does not use it to train machine-learning models, and does not transfer it to anyone else, except as needed to provide those features, when required by law, or to protect the security of the system. Mentis staff do not read this data, except with your consent, when needed to investigate a security incident or abuse, or when required by law.
• Mentis’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
• You can disconnect Google Drive in the app, or revoke Mentis’s access on the permissions page of your Google account (myaccount.google.com/permissions). The files Mentis created stay in your Google Drive until you delete them yourself.

12. Changes to this notice

When the content of this notice changes, Mentis will show the new version and ask for your consent again before continuing to process your data.