Privacy Policy

Welcome to Mentor Coaching AI ("we", "us", "our", "the Platform"). This Privacy Policy explains how we collect, use, disclose and safeguard your personal information when you access or use our website at https://mentorcoaching.ai (the "Website") and our SaaS mentor coaching platform (the "Services"). Our company is based in the Netherlands and therefore subject to the EU General Data Protection Regulation ("GDPR") and Dutch data protection law. We also provide our Services to users in Türkiye and globally, and this Policy reflects that cross-border nature of our platform.

The data controller is: Mentor Coaching AI De Nieuwe Erven 3, Unit 13999, 5431 NV Cuijk, Netherlands KvK number: 98660772 Email: [email protected] If you have any questions about this Policy or our data practices, you may contact us using the above email.

We process your personal data for the following purposes: • To provide, operate and maintain the Services • To register and authenticate your account, manage subscriptions, billing and payments • To send you transactional and administrative communications (account notifications, changes to terms/policy, security alerts) • To respond to your support requests and feedback • To monitor and analyse usage of the Services and improve the Platform (product development, bug fixes, performance optimisation) • To comply with legal and regulatory obligations • (Where applicable) To send you marketing communications, only if you have given your consent • To generate aggregated or anonymised insights (which do not identify you) for internal business analytics and benchmarking We do not use your transcripts, audio recordings (mp3), video recordings, documents, chat logs, session notes to improve the Platform.

Because we are based in the Netherlands (EU), we rely on the following legal bases to process personal data of EU residents: • Performance of a contract: processing personal data is necessary to provide you with the Services you request (e.g. subscription, upload content) • Legitimate interests: for example, maintaining and improving our Services, ensuring system security, fraud prevention • Consent: where you have given clear consent (e.g. for marketing communications) • Legal obligation: to comply with tax, accounting, and other legal requirements

We use cookies, web beacons and similar technologies to collect usage and performance data, to facilitate authentication and to personalise your experience. You may manage your cookie preferences via your browser settings or through our cookie-consent banner when you first visit the Website.

We may share your personal data with: • Service providers who perform functions on our behalf (hosting, analytics, transcription, payment processing) — we require them to maintain confidentiality and comply with applicable data protection law • Our affiliates or successors in the event of corporate reorganisation (merger, acquisition, sale) • Legal or regulatory authorities if required by law or to protect our rights, property or users • Other users of the Platform (for example, in organisation/sub-account features) where you upload content accessible by other permitted users We do not sell your personal data to third parties.

Because we provide our Services globally, your data may be transferred to and processed in countries outside the European Economic Area (EEA). Under Dutch law (and GDPR) there is no additional data-localisation requirement beyond GDPR safeguards. We will ensure appropriate safeguards for such transfers (e.g., EU Standard Contractual Clauses, binding corporate rules) to protect your rights.

We retain your personal data for as long as your account is active and as needed to provide the Services. Following termination of your account, we may retain certain data for a limited period (for legal, tax, auditing or product analytics purposes) and then securely delete or anonymise it.

Under the GDPR you have rights including: • Right to access and obtain a copy of your personal data • Right to correct inaccurate or incomplete data • Right to erase your personal data (right to be forgotten) • Right to restrict or object to processing • Right to data portability • Right to withdraw consent (where applicable) For users in Türkiye or other jurisdictions, you may have additional rights under local law. Please contact us at the email provided to exercise any of these rights. We will verify your identity for these requests.

We implement appropriate technical and organisational measures to protect your personal data (encryption in transit and at rest, access controls, regular security reviews). However, no system can guarantee 100% security — we cannot guarantee absolute protection against third-party attacks or system failures.

Our Services are not directed to children under the age of 16 (or the minimum age applicable in your country). If we become aware that we have collected personal data of a child under this age without parental consent, we will take steps to delete it.

We may update this Privacy Policy from time to time. We will post the updated version on the Website with the "Last updated" date. If changes are material (e.g., how we use your data), we may notify you via email or via our platform. Your continued use of the Services after changes indicates your acceptance of the revised policy.

If you have questions or requests regarding this Privacy Policy or our data processing practices, you may contact us at: Mentor Coaching AI De Nieuwe Erven 3, Unit 13999, 5431 NV Cuijk, Netherlands Email: [email protected]