Privacy Policy

LeadsMind is a product of Virtual Minds Ltd, a company registered in the Abu Dhabi Global Market (ADGM), Abu Dhabi, United Arab Emirates ("we", "us"). This policy covers the LeadsMind website, the LeadsMind application and the LeadsMind business-contact database.

We play two different roles, and this policy says which one applies where:

• Controller for our customers' account details, for visitors to our website, and for the business contacts we collect into the LeadsMind database.
• Processor for what a customer puts into their own workspace: the contacts they add or import, their WhatsApp conversations, notes, deals and call recordings. The customer decides why and how that data is used, and people in it should contact that customer first. We help them answer.

Questions about this policy or about your data: team@virtualminds.tech.

What we collect

• Account details: name, work email, password (stored only as a hash by our authentication provider), workspace name, role and, if you choose to add them, phone, job title and photo. If you sign in with Google, Google shares your name, email address and profile picture with us.
• Billing details: plan, invoices and payment status. Card payments are handled by Stripe; we never see or store your full card number.
• What you put in your workspace: ideal-customer profiles, lists, notes, tasks, deals, the contacts you add or import, WhatsApp messages sent and received through your connected number, and call recordings you upload with their transcripts and coaching notes.
• Usage records: which leads and companies your workspace revealed, monthly usage against your plan, sign-in times, and the technical data any web server receives (IP address, browser, device). We use these to run quotas and billing, to keep accounts secure and to fix faults.

Why we use it

• To provide the service you signed up for: our contract with you.
• To bill you, keep accounting records and meet legal duties: legal obligation.
• To secure the service, prevent abuse and improve the product: our legitimate interests.
• To send you service emails (sign-up confirmation, invitations, password resets, billing notices). We send marketing email only where the law allows it, and every such email lets you unsubscribe.

We do not sell your data, and we do not use the content of your workspace to train AI models.

When you enter your company's website on our home page or at /start, we fetch that public website and search the web for similar companies to suggest an ideal customer and a first campaign. We store the domain and the research result. To limit abuse we keep a one-way hash of your connection's IP address, not the address itself.

Our website sets no advertising or analytics cookies and loads no third-party tracking scripts. If that changes, we will update this policy and ask for consent where the law requires it. See Cookies.

LeadsMind helps businesses find other businesses to sell to. To do that we keep a database of companies and of people in professional roles at those companies, mostly in Lebanon and the Gulf.

What we hold

• Company details: name, industry, address, website, business phone and email, social and LinkedIn pages.
• For people: name, job title, department, seniority, the company you work for, and where available a work email, work phone or the address of a public LinkedIn profile.

We do not collect sensitive data such as health, religion, political views or financial details about individuals.

Where it comes from

Only from sources the business or the person made public: Google Maps business listings (through Serper), the company's own website, public LinkedIn profiles, and business-listing data from Apify. We record which source supplied each field and when.

How it is used

Our customers search the database to find companies and decision-makers that match what they sell, and may contact them about their products or services. Contact details stay hidden until a customer deliberately reveals a record, which is counted against their plan. The database cannot be downloaded or exported from LeadsMind on any plan.

Our legal basis is legitimate interests: ours in running a business-to-business directory, and our customers' in finding relevant business contacts. We limit the data to professional information and give you an easy way out.

Removing yourself

Email team@virtualminds.tech with the email address, phone number or company website you want removed. We delete the matching records and add the address, number or domain to a suppression list, kept only as a one-way hash, so our sourcing never collects it again. A customer who already revealed your details and saved them to their own pipeline is responsible for that copy, and you can also ask them directly.

Some features use AI models: the website research at /start, coaching notes on call recordings and WhatsApp conversations, and suggested drafts. For these we send the relevant text (a website's content, a transcript, a conversation) to the model provider through OpenRouter, and uploaded call audio to Google Cloud Speech-to-Text for transcription. The providers process that data to return a result. We do not let them use it to train their models where the provider offers that choice, and we never use customer data to train models of our own.

AI output can be wrong. Treat coaching notes and drafts as suggestions for a person to check.

We share personal data only with the service providers that run LeadsMind for us, under contracts that limit them to our instructions, and with authorities where the law requires it. If Virtual Minds Ltd is sold or merged, the data passes to the new owner under this policy.

Our main database is in the European Union. Some providers above process data in other countries, including the United States. Where data leaves the country it was collected in, we rely on the safeguards the law provides for, such as standard contractual clauses or the provider's own transfer commitments.

• Account and workspace data: while your workspace is open. After it closes we delete or anonymise it within 90 days.
• Billing and invoice records: as long as tax and accounting law requires.
• Call recordings: the audio is deleted 90 days after upload. The transcript and coaching notes stay with the call until the workspace deletes them or closes.
• Website text fetched during research or sourcing: cleared after 7 days. The extracted facts stay.
• Business contacts in the LeadsMind database: while they remain accurate and useful, or until you ask us to remove them.
• Suppression-list entries: indefinitely, because their purpose is to keep you out.

Data is encrypted in transit and at rest with our providers. Access inside a workspace follows the roles its owner sets; access on our side is limited to staff who need it to run and support the service. Contact details in the database are withheld from customers until revealed. No system is perfectly secure: if a breach affects your data, we will tell you and the regulators the law requires us to tell.

Depending on where you live, including under the ADGM Data Protection Regulations 2021, the EU and UK GDPR and Lebanon's Law 81/2018, you can ask us to:

• tell you what data we hold about you and give you a copy;
• correct data that is wrong;
• delete your data, or restrict how we use it;
• stop using it for a purpose based on our legitimate interests, including direct marketing;
• give you data you provided in a portable format.

Email team@virtualminds.tech. We answer within one month and may ask you to confirm your identity first. Customers can also export the contacts and deals they added themselves from Pipeline → Contacts → Export. If you are unhappy with our answer you may complain to your data protection authority; in the ADGM that is the Office of Data Protection.

We use only the cookies needed to keep you signed in and to protect sign-in. The application also stores a few preferences in your browser, such as your pipeline view, so they survive a reload. None of these track you across other sites, and the service does not work without the sign-in cookies.

LeadsMind is a business service for adults. We do not knowingly collect data from anyone under 18.

We will update this policy when our practices change and move the effective date at the top. If a change matters, we will tell customers by email or in the application before it takes effect. Contact: Virtual Minds Ltd, Abu Dhabi Global Market (ADGM), Abu Dhabi, United Arab Emirates, team@virtualminds.tech.