Privacy Policy


Last Updated: July 22, 2026


Thriving Mind Marketing ("TMM," "we," "us," or "our") is a digital marketing agency based in West Kelowna, British Columbia, Canada. We provide website design, search engine optimization, Google Ads management, branding, hosting, and digital products to licensed mental health professionals in private practice.


This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and what choices you have. It applies to our website at thrivingmindmarketing.com and all subdomains we operate, to our client portal and account systems, and to the personal information we handle in the course of providing our services.


We handle personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA). Because many of the people we work with are located in the United States and elsewhere, we also describe rights available under other privacy laws below.


Important: Do Not Send Us Health Information

We work with licensed mental health professionals. We are a marketing company, not a healthcare provider, and we are not set up to receive protected health information.


Do not submit any protected health information, patient records, session notes, client names, intake documents containing patient details, or any other health information about an identifiable individual through our website, our forms, our chat, our email, or any other channel.


If you send us information of this kind, you do so at your own risk. We will delete it when we become aware of it. This does not create a provider relationship, a business associate relationship under HIPAA, or a custodian relationship under any provincial health privacy legislation.


Where we configure analytics, forms, tracking, or advertising on a client's website, we do so on the client's instructions and subject to a separate services agreement. That agreement, not this policy, governs how we handle information passing through a client's own systems.


Who We Collect Information About

This policy covers three groups:

  • Site visitors. Anyone who browses our website, downloads a resource, or contacts us.
  • Prospects and leads. People who book a fit call, join our email list, request a quote, or receive outreach from us.
  • Clients and customers. Practices and practitioners who purchase our services, digital products, or software access.

Our Privacy Officer

Jesse Deildale is responsible for our compliance with this policy and with applicable privacy legislation. Questions, access requests, corrections, complaints, and withdrawal of consent all go to:


Email: jesse@thrivingmindmarketing.com


What Information We Collect

Information you give us directly

  • Name, business name, email address, phone number, practice website address, and professional credentials
  • Billing name, billing address, and country (payment card details are handled by Stripe and never reach our servers)
  • Account credentials for our client portal and product platforms
  • Content you send us for a project: brand materials, photos, copy, business information, credentials, service details, and pricing
  • Intake form responses and information you provide during onboarding
  • Recordings and transcripts of calls you attend with us, where you have been notified and have consented at the start of the call
  • Messages you send us by email, contact form, chat, or social media
  • Reviews, testimonials, and feedback you provide


Information collected automatically

  • IP address, approximate location derived from IP address, browser type, device type, and operating system
  • Pages viewed, referring page, links clicked, time on page, and session activity
  • Cookie and similar identifiers (see Cookies and Tracking below)


Information from accounts you connect

If you choose to connect a third-party account to our client portal, we access data from that account in order to display it back to you. This includes:

  • Google Search Console: search queries, impressions, clicks, average position, indexed pages, sitemap status, and coverage or enhancement issues for the properties you authorize
  • Google Analytics: aggregated traffic, acquisition, engagement, and conversion metrics for the properties you authorize
  • Account identifiers needed to maintain the connection, such as the property or view identifier, the connected account email address, and the access tokens issued by the provider


You choose which properties to connect, and you can disconnect at any time. See Google User Data and Limited Use below for how we handle data received from Google.


Information from other sources

  • Publicly available business information, including your practice website, directory listings such as Psychology Today, Google Business Profile, and professional licensing registries, used to research and qualify prospective clients
  • Analytics and advertising platforms
  • Referral sources who provide your contact details


We do not collect gender, date of birth, government identification numbers, or financial account numbers, and we ask that you do not send them to us.


Why We Collect It and Our Legal Basis

We collect and use personal information to:

  • Respond to enquiries and provide quotes
  • Deliver the services and products you purchase, including building, hosting, and maintaining websites
  • Process payments and maintain financial records
  • Manage accounts, logins, and access to purchased products
  • Communicate with you about your project, your account, billing, and service changes
  • Send marketing communications where you have consented or where consent is implied under applicable law
  • Research prospective clients and conduct outreach to businesses
  • Improve our website, measure marketing performance, and understand how visitors use our site
  • Detect and prevent fraud, abuse, and security incidents
  • Comply with legal, tax, accounting, and regulatory obligations, and to establish or defend legal claims


Where a privacy law requires us to identify a legal basis, we rely on your consent, the performance of a contract with you, our legitimate business interests in operating and marketing a business-to-business service, and compliance with legal obligations.


Consent and Marketing Communications

By providing your information and using our website, you consent to our collection, use, and disclosure of that information as described here.


We send commercial electronic messages in accordance with Canada's Anti-Spam Legislation (CASL) and the United States CAN-SPAM Act. We send marketing email where you have given express consent, where consent is implied by an existing business relationship, or where you have conspicuously published a business email address in a professional or business capacity without a statement declining such messages.


Every marketing email includes an unsubscribe link and our identifying contact information. You may withdraw consent at any time by using that link or by emailing jesse@thrivingmindmarketing.com. We will action unsubscribe requests promptly.


Withdrawing consent to marketing does not stop transactional and administrative messages such as invoices, project updates, security notices, or service announcements, which we send as a necessary part of delivering what you have purchased.


Service Providers and Disclosure

We do not sell your personal information. We do not rent or trade it.


We share personal information with service providers who process it on our behalf, only to the extent needed to do their job, and under contractual obligations to protect it. Our providers include:

  • Website hosting and site building: Duda
  • Payment processing: Stripe
  • Customer relationship management, email marketing, course delivery, scheduling, and forms: GoHighLevel
  • Analytics: Google Analytics and Google Search Console
  • Advertising: Google Ads and social advertising platforms
  • Project intake and file collection: Content Snare
  • Project management and internal documentation: Basecamp and Notion
  • Meeting scheduling, video calls, recording, and transcription
  • Cloud storage, email, and productivity tools
  • Contractors and team members who work on your project under confidentiality obligations


We may also disclose personal information where we reasonably believe it is necessary to comply with a law, regulation, subpoena, court order, or governmental request; to enforce our agreements; to investigate suspected fraud, security incidents, or illegal activity; to protect the rights, property, or safety of TMM, our clients, or others; or to obtain legal or accounting advice.


If TMM is involved in a merger, acquisition, financing, or sale of all or part of its business, personal information may be transferred as part of that transaction. The recipient will remain bound by commitments equivalent to this policy.


Google User Data and Limited Use

When you connect a Google Search Console or Google Analytics account, Thriving Mind Marketing accesses that account's read-only Search Console and Analytics data to display SEO and performance reporting in our portal.


Thriving Mind Marketing's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.


How we authorize the connection

We use Google OAuth. You sign in with your own Google account and grant access explicitly. We never ask for and never store your Google password. We request read-only scopes only, and we request the narrowest scopes needed to produce your reporting.


What we do with Google user data

  • We use it solely to provide and improve the reporting features you can see in our portal
  • We display it back to you and to the authorized users of your practice's portal account
  • We use it to produce the SEO reports and recommendations you have engaged us to deliver

What we do not do with Google user data

  • We do not sell it
  • We do not use it for advertising, retargeting, or audience building of any kind
  • We do not transfer it to third parties except as necessary to provide or improve the reporting features, to comply with applicable law, or as part of a merger or acquisition after obtaining your consent
  • We do not allow humans to read it, except where you give us explicit consent for specific data, where it is necessary for security purposes such as investigating abuse, where it is required to comply with applicable law, or where the data has been aggregated and de-identified for internal operations
  • We do not use it to train, fine-tune, or ground any generalized or non-personalized artificial intelligence or machine learning model

Storage, revocation, and deletion

Access tokens are stored encrypted and are scoped to your account within our multi-tenant system, so no other client can access your data.


You may revoke our access at any time, either from within our portal or directly from your Google Account permissions page at myaccount.google.com/permissions. Revoking access stops any further data retrieval immediately.


When you disconnect an account, or when your engagement with us ends, we delete the associated access tokens and the Google user data we hold, other than reports we have already delivered to you and any records we are required to keep by law. You may request deletion of stored Google user data at any time by emailing jesse@thrivingmindmarketing.com.


Storage Outside of Canada

Our service providers are located primarily in the United States. Your personal information is stored and processed outside of Canada and is subject to the laws of the jurisdictions where those providers operate, including lawful access requests by foreign courts, law enforcement, and government authorities.


By using our website and services, you acknowledge this transfer. If you have questions about our practices regarding cross-border storage, contact our Privacy Officer.


Cookies and Tracking

We use cookies and similar technologies to operate our website, remember your preferences, understand how the site is used, and measure the performance of our advertising.


We use:

  • Necessary cookies, which are required for the site to function and cannot be switched off in our systems.
  • Analytics cookies, which help us understand traffic and behaviour in aggregate.
  • Advertising and retargeting cookies, set by us or by advertising platforms, which may be used to show you our ads on other websites after you visit ours.


You can control cookies through your browser settings. Blocking some cookies may affect how parts of our site work.


We use Google Analytics to measure site usage. Information about Google's practices and your options is available in the Google Privacy Policy and through Google's browser opt-out add-on.


You can opt out of many interest-based advertising networks through the Network Advertising Initiative at optout.networkadvertising.org and the Digital Advertising Alliance at optout.aboutads.info. Most browsers and mobile devices also offer their own advertising controls.


We do not currently respond to Do Not Track browser signals.


Your Rights and Choices

Subject to legal limits and our own legitimate business interests, you may:

  • Ask whether we hold personal information about you and request access to it
  • Request correction of information that is inaccurate or incomplete
  • Request deletion of your personal information
  • Withdraw consent to our use of your information, subject to legal or contractual restrictions and reasonable notice
  • Unsubscribe from marketing communications at any time
  • Ask a question or make a complaint about how we handle your information


To exercise any of these, email jesse@thrivingmindmarketing.com. We will respond within the time required by applicable law, generally thirty days. We may need to verify your identity before acting on a request.


Some rights are not absolute. We may decline a request where the law permits or requires us to, including where the information is subject to solicitor-client privilege, would reveal personal information about another person, or must be retained for legal, tax, or accounting reasons.


If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada or to the Office of the Information and Privacy Commissioner for British Columbia.


If you are in the European Economic Area or the United Kingdom, you may also have rights to data portability, to restrict or object to processing, and to lodge a complaint with your national supervisory authority.


If you are a California resident, you may request disclosure of the categories and specific pieces of personal information we have collected, request deletion, and request correction. We do not sell or share personal information as those terms are defined under California law. We will not discriminate against you for exercising your rights. Residents of other US states with comprehensive privacy laws have comparable rights.


Retention

We keep personal information only as long as we need it for the purposes described in this policy, or as required by law.


As general guidance:

  • Enquiries that do not become projects are kept for up to two years
  • Marketing list data is kept until you unsubscribe, plus a suppression record kept indefinitely so we do not contact you again
  • Client project files, deliverables, and communications are kept for the duration of the engagement plus seven years
  • Financial and tax records are kept for the period required by Canadian tax law
  • Website analytics data is kept according to the retention settings of the analytics platform
  • Google user data obtained through a connected account, and the access tokens for that connection, are kept only while the connection is active, and are deleted when you disconnect the account or when your engagement ends


When information is no longer needed, we delete it or render it non-identifiable.


Security

We take reasonable technical, physical, and organizational steps to protect personal information, including access controls, encryption in transit, restricted administrative access, and confidentiality obligations for team members and contractors.


No method of transmission or storage is completely secure. We cannot guarantee absolute security and we are not responsible for the acts of those who gain unauthorized access to our systems or the systems of our providers, except to the extent applicable law does not permit that limitation.


If we experience a breach of security safeguards involving your personal information that creates a real risk of significant harm, we will notify you and the applicable privacy commissioner as required by law.


Third-Party Websites

Our site links to websites we do not control, including client websites, social platforms, directories, and payment pages. This policy does not apply to them. We encourage you to read the privacy policy of any site you visit.


Minors

Our website and services are directed at licensed professionals and business owners, and are intended for people eighteen years of age or older. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, contact jesse@thrivingmindmarketing.com and we will delete it.


Changes to This Policy

We may update this policy from time to time. Material changes take effect when we post the revised policy on this page and update the "Last Updated" date. Your continued use of our website and services after that date means you accept the revised policy.


Contact Us

Thriving Mind Marketing Attention: Privacy Officer West Kelowna, British Columbia, Canada jesse@thrivingmindmarketing.com