Privacy Policy
Version 2 – Last updated 23/04/2026
1. Introduction
This Privacy Policy explains how Mindtools Kineo collects, uses, and protects personal data globally.
Mindtools Kineo is the trading name of Mind Tools Ltd (SC202102) and its current and future wholly owned subsidiaries and affiliates operating under the Mindtools Kineo brand.
We are committed to:
- transparency
- data protection
- global regulatory compliance
2. Who We Are
Mindtools Kineo is the trading name of Mind Tools Ltd (SC202102) and its current and future wholly owned subsidiaries and affiliates operating under the Mindtools Kineo brand (together, “Mindtools Kineo”, “we”, “us” or “our”).
This Privacy Policy applies to all personal data processed by Mindtools Kineo entities in connection with our websites, platforms, and services.
Mind Tools Ltd
21 Young Street, Edinburgh EH2 4HU, UK
We may act as:
- Controller (website users, direct relationships)
- Processor (enterprise services)
3. Scope
This policy applies to:
- website users
- customers and end users
- business contacts
- individuals interacting with us globally
4. Personal Data We Collect
Provided by you:
- name, email, job role
- organisation
- contact details
- account credentials
Automatically collected:
- IP address
- browser/device data
- usage behaviour
- cookies
From third parties:
- employers / training providers
- partners
- service providers
5. How We Use Personal Data
We use data to:
- provide and manage services
- communicate and support users
- improve services and performance
- conduct analytics and marketing
- comply with legal obligations
6. Legal Basis
We rely on:
- contract
- legitimate interests
- consent
- legal obligation
7. AI and Automated Processing
We may use AI technologies to enhance our services.
We:
- apply human oversight where appropriate
- avoid solely automated decision-making with legal impact
- limit use of personal data in AI systems
AI outputs should not be relied upon without independent verification.
We align with emerging global frameworks (including EU AI Act principles).
8. Sharing Personal Data
We may share personal data with:
- Mindtools Kineo group entities
- service providers (hosting, CRM, analytics, marketing)
- professional advisers
- regulators and authorities
All sharing is subject to:
- contractual safeguards
- confidentiality obligations
9. Third-Party Service Providers
We use trusted third-party providers, including:
- cloud infrastructure providers
- analytics platforms
- marketing tools
- payment processors
We ensure:
- due diligence and vendor selection processes
- contractual protections
- compliance with applicable data protection laws
A current list of key service providers is available upon request.
10. International Data Transfers
We operate globally and may transfer data across:
- UK / EU
- US
- Australia / New Zealand
- Latin America
- South Africa
We implement safeguards including:
- Standard Contractual Clauses
- contractual protections
- local compliance measures
11. Data Retention
We retain data only as long as necessary to:
- fulfil contractual obligations
- comply with legal requirements
- support business operations
Data is securely deleted or anonymised when no longer required.
12. Your Rights
You may have rights to:
- access
- correction
- deletion
- restriction
- objection
- portability
Contact: dpt@kineo.com
13. Regional Regulators
You may have the right to lodge a complaint with a relevant data protection authority in your jurisdiction, including:
- United Kingdom / European Union
Information Commissioner’s Office (ICO)
- Australia
Office of the Australian Information Commissioner (OAIC)
- New Zealand
Office of the Privacy Commissioner
- United States
You may contact your relevant state regulator or Attorney General’s office
- Mexico
National Institute for Transparency, Access to Information and Personal Data Protection (INAI)
- Argentina
Agency for Access to Public Information (AAIP)
https://www.argentina.gob.ar/aaip
- Other Latin American jurisdictions
You may contact the relevant data protection authority in your country of residence.
We encourage contacting us first.
14. Marketing
You may opt out at any time.
We comply with applicable marketing laws globally.
15. Cookies
See our Cookies Policy.
16. Security
We take the security of personal data seriously and implement appropriate technical and organisational measures to protect it.
These include:
- secure infrastructure and hosting environments
- encryption and network security controls
- access controls and authentication
- monitoring and security updates
- staff training and internal policies
We maintain practices aligned with recognised standards.
Certifications: Certifications | Mindtools Kineo
Account Security
You are responsible for maintaining login credentials.
Payment Security
Payments are processed via trusted third-party providers.
Data Breach Response
We have procedures to detect and respond to breaches and will notify where required.
Limitations of Internet Security
Internet transmission is not fully secure; however, we apply safeguards once data is received.
User Responsibility
You should:
- protect credentials
- log out on shared devices
- report incidents
17. Complaints
We aim to respond promptly.
18. Updates
We may update this policy periodically.