Privacy Policy

01 Who We Are and How to Reach Us

Mentorythm Labs is a decision intelligence consulting firm organized under the laws of the Commonwealth of Kentucky, with its principal place of business at 500 W Jefferson St, Louisville, KY 40202. For purposes of this Privacy Policy, Mentorythm Labs may be referred to as "we," "us," or "our."

This Privacy Policy applies to personal information collected through our website, through our contact and inquiry forms, through professional communications, and in connection with our advisory services. It does not apply to third-party websites, platforms, tools, or services that may be linked to or integrated with our website.

02 Information We Collect

When you contact us, submit an inquiry, schedule a call, or engage our services, we may collect information that you voluntarily provide, including:

• Your name, professional title, and organization name.
• Your business email address, telephone number, and other contact details.
• Information about your organization, business context, decision-making needs, or advisory request.
• Messages, files, notes, or other materials you choose to send to us.
• Billing, invoicing, payment-related, and administrative information necessary to manage an engagement.

When you visit our website, certain technical information may be collected automatically through server logs, cookies, analytics tools, or similar technologies. This may include:

• IP address and approximate geographic location.
• Browser type, browser version, operating system, and device type.
• Pages visited, time spent on pages, referring URLs, and general website usage activity.
• Date and time of access.
• Cookie identifiers or similar technical identifiers.

We may receive limited personal information from third parties, such as referral partners, professional contacts, conference organizers, or business platforms, where such information is provided for a legitimate business introduction, communication, or administrative purpose.

03 How We Use Your Information

We use personal information only for lawful and legitimate business purposes related to our advisory services and business operations. These purposes may include:

• Responding to inquiries, requests, and professional communications.
• Scheduling discovery calls, consulting sessions, strategy sessions, and training programs.
• Preparing proposals, engagement letters, statements of work, invoices, and related business documents.
• Delivering advisory services, including decision audits, framework design, strategy sessions, and team training.
• Managing client relationships, project communications, and administrative records.
• Improving our website, internal processes, service quality, and professional methodologies.
• Sending service-related updates or professional communications where permitted by law.
• Complying with legal, tax, accounting, record-keeping, and regulatory obligations.
• Protecting our legal rights, enforcing our Terms of Service, and managing disputes.

We do not sell, rent, trade, or otherwise commercialize your personal information.

04 Legal Basis for Processing

Where applicable privacy law requires a specific legal basis for processing personal information, we rely on one or more of the following grounds:

• Contract Performance: where processing is necessary to enter into, perform, or administer an advisory engagement.
• Legitimate Interests: where processing is necessary for our business operations, client communication, service improvement, security, or legal protection, provided those interests are not overridden by your privacy rights.
• Consent: where you have given consent, such as for optional marketing communications or non-essential cookies where consent is required.
• Legal Obligation: where processing is necessary to comply with applicable law, tax requirements, accounting obligations, court orders, or lawful governmental requests.

05 How We Share Information

We disclose personal information only when necessary and only in limited circumstances, including:

• Service Providers: vendors that support website hosting, email, scheduling, analytics, secure storage, invoicing, payment administration, or other operational functions.
• Professional Advisors: attorneys, accountants, tax advisors, insurers, or other professional advisors where necessary for legitimate business administration.
• Legal Compliance: courts, governmental authorities, regulators, or law enforcement where disclosure is required by law or necessary to protect legal rights.
• Business Transfers: parties involved in a merger, acquisition, restructuring, financing, sale of assets, or similar business transaction.

We require service providers to handle personal information only for authorized purposes and to apply appropriate confidentiality and security measures.

06 Data Retention

We retain personal information only for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

Inquiry and prospective client information may be retained for up to twelve (12) months after the last communication unless a continuing business relationship develops.

Client engagement records, including correspondence, deliverables, statements of work, invoices, and administrative documents, may be retained for at least seven (7) years for business, legal, accounting, and tax purposes.

Technical website data and analytics information are generally retained only for the period necessary to analyze website performance, maintain security, and improve user experience.

07 Cookies and Tracking Technologies

Our website may use cookies, pixels, analytics tools, and similar technologies to support website functionality, understand visitor behavior, improve performance, and maintain security.

• Essential Cookies: necessary for core website functionality and security.
• Analytics Cookies: used to understand how visitors interact with the website and improve its structure and content.
• Preference Cookies: used to remember certain settings or user preferences where applicable.

You may control cookies through your browser settings. Disabling cookies may affect certain website functions.

08 Security

We use commercially reasonable technical, administrative, and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

These safeguards may include access limitations, secure communication practices, password-protected systems, encrypted transmission where available, vendor review, and internal confidentiality procedures.

No method of transmission or storage is completely secure. We cannot guarantee absolute security, and you provide information to us at your own risk.

09 Your Privacy Rights

Depending on your location and applicable law, you may have certain rights regarding your personal information, including the right to:

• Request access to the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of personal information, subject to legal and contractual retention requirements.
• Object to or restrict certain processing activities.
• Request portability of your personal information where applicable.
• Withdraw consent where processing is based on consent.
• Opt out of non-essential marketing communications.

To exercise privacy rights, contact us using the information below. We may need to verify your identity before responding to certain requests.

10 International Visitors

Mentorythm Labs is based in the United States. If you access our website or communicate with us from outside the United States, your information may be transferred to, stored in, and processed in the United States or other jurisdictions where our service providers operate.

By providing information to us, you acknowledge that privacy laws in those jurisdictions may differ from the laws in your place of residence.

11 Children's Privacy

Our website and advisory services are intended for business clients and professional users. We do not knowingly collect personal information from children under the age of thirteen (13). If we learn that we have collected personal information from a child without appropriate consent, we will delete that information as required by applicable law.

12 Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. The updated version will be posted on this page with a revised effective date or last updated date.

Your continued use of our website or services after a revised Privacy Policy is posted constitutes your acknowledgment of the updated terms.