Effective Date: 16 July 2025
Your data belongs to you.
We do not sell your data.
Your data privacy is our priority. We have never sold your information for advertising purposes, nor have we profited by showing you third-party advertisements—and we never will. This is our unwavering commitment and it continues to guide how we build and operate our services.
This Privacy Policy (“Policy“) details and explains how Wellbeing Navigator LLC (hereinafter referred to as “WB“, “we,” “us,” “our“), a company registered under US laws, collects, processes, stores, secures, and shares the personal data of Users (“User”, “you,” “your“) shared with or uploaded upon WB and its AI coach CoachNova (“CoachNova”) collectively referred to as the “Site”.
When you access, use, or register on the Site, you acknowledge that you have read, understood, and agree to be bound by the terms outlined in this Policy and the accompanying Terms of Use, which are incorporated herein by reference.
We may update this Pricay Policy from time to time, for commercial and legal reasons, and you agree and accept to revisit this Privacy Policy to keep yourself updated of the latest version. We will list the updates in this Privacy Policy as and when they take place. If you continue to access and use the Site after notification of update, we assume that you have read and accepted the revised Policy.
You control the data you voluntarily share with us. We make our best efforts to collect as little personal data as possible and to keep your data safe. Your data privacy is our priority and we are responsible for all data and information you provide to use through singing in, accessing, or using our Site.
When you access, sign in, log in, or otherwise use the Site, you provide us and we collect the following information:
Information you provide to us during conversations with CoachNova i.e. by typing into the chat box or talking through the audio feature, including but not limited to your thoughts, challenges, life history, emotions, moods, phases of life, your job, economic status, opinions, ideas, tasks, to-do lists, aspirations, answers to questions from CoachNova, answers to research or survey conducted by us or at the instruction of your Organisation.
When you email us, you share with us your contact data including phone number, email address, home address, office address, your employer, job title.
When you respond to our feedback mechanism or participate in a research or survey conducted by us or your Organisation, we collect information including but not limited to your contact information, contact details, location, gender, socio-economic details, age-range, ethnicity, health status, preexisting health concerns, alcohol/substance use concerns, use of medication, any mental disorder diagnosis or treatment, about hallucination, validated assessment responses.
This information is collected and used to be able to provide our Services, to upgrade, maintain and improve Services, to identify and authenticate you, to supervise and keep away malicious use of Services, to understand and improve your user experience and preferences, to communicate with you about out Services, and to conduct research and surveys to wholesomely contribute to mental health sector.
Sometimes, your Organisation may ask you to input certain data which will be collected by our servers. Additionally, when you login, we receive information about your system, device type, time zone, IP address and operating system. We and our third-party providers collect information about your app use via cookies or similar technologies. We use mandatory or necessary cookies to provide our services and as such, we receive information about browser type, browser language, operating System, language settings, web page views and the link clicks, campaign clicks, IP address.
Your information including the information described in Section 1, is collected and used for purposes such as account setup, service implementation, billing, and customer support, to give you access to our Services, to provide you the Services, and to upgrade, maintain, and improve Services and user experience, to check how well our Services are doing in terms of utility and safety, and to constantly improve User experience.
We use your information to recognize you and your use of our Services, to communicate effectively with you, to keep track of your use of our Services, to reach out to your designated contact in case of emergency, to contact you for necessary, legal and allowed purposes.
We use your conversation information to train our AI Coach, CoachNova, to constantly improve and develop the Services, to notice an emergency situation, to keep track of your well-being over a period of time, to provide notifications or reminders, or for habit tracking.
Please note that we do not sell, rent, or lease your data to any third parties or for advertising or marketing purposes. We use your information to create and conduct research, run surveys, give updates about new Services. We may use anonymized and deidentified information to check our market reach and create marketing materials.
We also use your information in our best efforts to keep your information safe and to protect it from external third party threats, hacking, and malware, for protection from frauds, prevent misuse of Services, and to secure our systems.
We may use your information to uphold our agreement with you Organisation, in case we are legally bound to share it, and for general security and law enforcement reasons.
We do not collect or store your credit card information. This is done by third party payment processors and gateways. We encourage you to read their Terms of Use and Privacy Policy before using them.
You understand and agree that we share your information with limited and necessary third parties, when required, for the purpose of providing you the Services, maintain, update and improve our Services, inform you about new features, to take your feedback.
You agree and understand that we may engage third parties to perform certain business-related functions on our behalf including but not limited to providing technical assistance, fulfilling orders, payment gateways, customer service, or marketing assistance. These third parties will have access to your information only as strictly necessary to perform their functions and to the extent permitted by law.
We may also share your information with any of our parent companies, subsidiaries, or other companies under common control with us or in case of a business buy-out or sell-out.
We may analyse your information in aggregate, anonymized and pseudonymized form in order to operate, maintain, manage, and improve our Services in the present and for the future. Please note that this aggregate information does not identify you personally. In connection with bettering our Services and for the purpose of research and development, we may share this aggregate data with our affiliates, agents, or business partners. We may also disclose such aggregate, anonymized, pseudonymized and User statistics in order to describe our Services and motives to our current and prospective business partners and to other third parties for legitimate interests only.
It is possible that WB may merge with, acquire, or sell our business to another company, or reorganize, or face bankruptcy. In these events, we may share some of your personal data with necessary third parties who may use your information to understand and explore commercial viability. We may share your information with the new entity in line with this Privacy Policy. You will be duly informed of these changes either through public notice on our Site, sending you email or notification in your account with us, or updating this Privacy Policy.
All your data is securely stored on our cloud providers that maintain industry-leading security certifications, compliance validations, and are SOC 2 and HIPPA compliant. Our primary data centres are located in the United States and Canada, however, rest assured that in order to be compliant to prevailing data privacy laws, we store your data within the geographical location from where you access the Site. However, if we notice that the data laws in your location are weak and ambiguous, we may choose to store your data in a more compliant and data-evolved country such as the United States.
We implement comprehensive technical and organizational security measures including HTTPS/SSL encryption for all data transmission, two-factor authentication (2FA) for all administrative access, role-based access controls for internal staff, regular penetration testing and vulnerability assessments, automated threat detection systems, regular security audits by independent third parties, and online backups maintained for disaster recovery.
We also maintain a robust data breach response protocol that includes immediate isolation of affected systems, investigation and containment procedures, notification process for affected users and authorities, and post-incident analysis and preventive measure implementation.
Your chat with CoachNova is completely confidential and no real person can listen to your conversation with CoachNova.
You have the option to delete your data by clicking on the ‘reset’ button on the Site.
We have technical and contractual safeguards in place to secure your data including but not limited to technically trained staff and we have confidentiality contracts in place with our third party vendors where we may transfer or store your data within the purpose of this Privacy Policy.
Our technical systems are regularly checked and tested to ensure security and privacy of your data.
However, please be aware that even though WB has in place reasonable safety and data protection controls, you acknowledge and understand that AI is an evolving technology. There are potential risks inherent to this technology beyond the control of WB and may not be fully understood as full proof safeguards and firewalls may not be yet fully developed in the industry. Due to the evolving nature of AI, it is possible that you may receive incorrect responses that do not accurately reflect appropriate action or meet your expectations. Therefore, please be aware that we, like every tech entity operating in the domain, do not guarantee an error-free, full proof experience at WB and CoachNova.
Further, you agree and acknowledge that while we do our best to keep your personal data safe, no data protection method is completely perfect. No tech entity including us can promise complete security and as such, we cannot promise complete security for your data beyond the privacy measures we have put in place.
It is your responsibility, too, to keep your data safe and we encourage you to do this. If you accidentally share any personal data, please delete or remove it immediately. Please do not share personal identifiers where not asked. Please do not copy and share your chats with unknown third parties.
We encourage you to take care of basic security measures while using your system to access and use our Services. Always keep your device safe, check your or any public Wi-fi connection before logging in, put a password on your system, activate remote location so your device / system can be located if stolen or misplaced.
We retain your data only for as long as necessary to fulfil the purposes for which it was collected and to provide your our Services.
We comply with HIPPA and applicable laws of the United States. As such, we retain active or inactive account data for a period 7 years. After this period, your personal data will be permanently deleted from our active systems, though anonymized or aggregated data may be retained for analytical or research purposes.
Please reach out to us if you need any further clarification on how we use, share, or store your data. We can provide you with a copy of your data, should you ask. In case you notice an error in your data or profile, please write to us and we will fix it. You can request us to transfer your data to a third party and we will do so.
You have the right to ask us to delete your data or restrict its use for certain purposes and we shall do so, subject to the terms of this Privacy Policy.
In case you have concerns or complaint, please reach out to us at contact@wellbeingnavigator.ai and we will try our best to resolve.
We adhere to the strictest data privacy laws and comply with the best international standards. Therefore, in the event of a personal data breach that poses a risk to your data rights and privacy, we will notify You without undue delay within 30 days of discovery of such data breach.
We will inform of the said data breach to the relevant regulatory authority in your location, specifically including but not limited to, the US Department of Health and Human Services (HHS), AG offices of US states, and PIPEDA in Canada.
This Privacy Policy is governed by the laws of United States of America.