Progress Magic Privacy Policy

1. Understanding the Data We Collect

In our journey to offer exceptional therapy and coaching services, we gather various types of information:

• Personal Identification Details: Your name, contact information, and professional details are the keystones that help us personalize our services
• Sensitive Health Information: We understand the delicacy of mental health and therapy details you share with us, and we treat this data with the utmost care
• Financial Transactions: Your payment and billing information are crucial for seamless service delivery, and we handle these with high-security standards.
• Digital Footprints: As you navigate our platform, technical data like IP addresses and usage statistics are collected to enhance your user experience

2. Scope of This Policy

3. Whose Personal Information Does Progress Magic Process?

At Progress Magic, we recognize and process the personal information of three distinct groups of users to ensure the delivery of our comprehensive suite of services. These groups are:

• Professionals: These are the primary users of Progress Magic, including therapists, coaches, and other practitioners who utilize our platform for managing their practices and client engagements.
• Clients of Professionals: Individuals who receive services from our professional users. Their personal information is processed within our platform to facilitate the provision of services by the professionals.
• Marketing Website Users: Individuals who visit the Progress Magic website prior to logging in or creating an account. This group includes professionals exploring our platform and other visitors seeking information about Progress Magic.

4. Types of Personal Information Progress Magic Collects

We understand the importance of keeping your data within trusted circles. Hence, we:

• Limit data sharing to necessary parties under strict confidentiality agreements
• Comply with legal requirements for data disclosure only when absolutely necessary

4.1 Professionals' Personal Information

4.1.1 What Personal Information Do We Process?

At Progress Magic, we handle a variety of personal information critical to providing our comprehensive suite of therapy, coaching, and practice management tools. Specifically, we process:

• Title, first and last name
• Email address and phone number
• Professional website URL
• Company name and profession
• Profile picture
• Business Address details including street name & number, postal code, city, state, country, and timezone
• Stripe payment identifier (for secure transaction processing without storing your credit card details)
• Information entered into the app, such as notes about your clients

4.1.2 Source of Personal Information:

We collect this personal information directly from you, the professional user, ensuring accuracy and relevance to your needs and our service offerings.

4.1.3 Purposes for Using Your Personal Information:

We utilize your personal information for several key purposes:

• Personal identification and professional communication
• Processing orders, subscriptions, and payment transactions
• Including your address on invoices and sending purchase confirmations via email
• Delivering and enhancing our services tailored to professionals
• Sending service-related communications and periodic updates about our products and services (with an opt-out option available)
• Administrative record-keeping related to your subscription and transactions
• Engaging in correspondence through various channels, including live chat and email
• Conducting internal analyses to improve user experience and service offerings
• Managing disputes, should they arise, effectively

4.1.4 Legal Basis for Processing Your Information:

The processing of your personal information is grounded in several legal bases:

• Performance of a contract: Essential for the delivery of our services and your use of the app
• Legal compliance: Necessary for meeting applicable legal obligations
• Consent: For specific processing activities, with the option for you to withdraw consent at any time
• Legitimate interests: Including customer service and relationship management, business analysis, and dispute resolution

4.1.5 The requirement to Provide Personal Information:

Providing certain personal information is required for us to effectively process your subscription and deliver our services. This requirement is highlighted during the sign-up process, particularly for payment processing and legal compliance.

4.1.6 Duration of Storage:

Your personal information is stored as long as your account remains active. Upon account closure:

• General personal information is deleted after three months
• Payment and transaction-related information may be retained for up to seven years or as required by tax laws
• Information pertinent to disputes is retained only as necessary until resolution

4.2 Client’s Personal Information at Progress Magic

4.2.1 Ownership and Control of Data

At Progress Magic, we recognize the importance of privacy and data ownership, especially for clients utilizing our platform through a professional's account. In this context, it's essential to understand that, while professionals use our platform to manage their practice, the personal information of clients is ultimately owned by the clients themselves. Clients have the right to request data deletion at any time, reflecting our commitment to privacy and data autonomy.

4.2.2 Personal Information Collected by Progress Magic

In addition to the data provided or entered by your professional, Progress Magic directly collects certain types of personal information from clients to enhance the user experience and ensure the smooth operation of our platform and mobile app. This directly obtained information includes:

• Client name and contact details (such as email address and phone number) for account creation and communication purposes
• Login data and client profile settings to personalize the app experience.
• Usage data, including how you interact with the app, which helps in improving app functionality and user experience.
• Device and connectivity information to ensure the app's compatibility with your technology and to address any technical issues that may arise.
• Any feedback or information provided directly by you through the app, including through support requests or feature suggestions.

4.2.3 Purposes for Processing Your Personal Information:

Your personal information is processed for several reasons, including:

• To facilitate account creation and management within the Progress Magic platform.
• To enable effective communication between you, your professional, and Progress Magic.
• To improve and personalize your experience with our services.
• To comply with legal obligations or to respond to legal inquiries and disputes.

4.2.4 Legal Basis for Processing Your Personal Information:

We process your personal information based on:

• Your consent, which you can withdraw at any time, affecting the future use of your data but not its past processing.
• The necessity to perform a contract with you or to take steps at your request before entering into such a contract.
• Our legitimate interests in providing a secure and efficient service to you and your professional.

4.2.5 Sharing of Your Personal Information:

While the primary recipient of your personal information is Progress Magic for the purposes outlined above, essential data is shared with:

• Your professional, to facilitate the provision of their services to you.
• Third-party service providers, under strict confidentiality agreements, to support the functionality of our platform.

4.2.6 Retention and Deletion of Your Personal Information:

You have control over your personal information within the Progress Magic platform, including the ability to request its deletion at any time. Personal information is retained by Progress Magic as long as it is necessary for the purposes for which it was collected, as outlined in this policy, or as required by law. Following a deletion request, your information will be promptly removed from our active databases and any further processing will cease, except where required by law.

4.3 Website Users at Progress Magic

4.3.1 Your Privacy as a Visitor

This section is dedicated to you, the visitor of the Progress Magic website. We value the privacy of every individual who decides to interact with our online presence, whether you're just browsing our site or considering utilizing our platform.

4.3.2 Purposes for Processing Your Personal Information:

We collect and process personal information from our website visitors for various purposes, ensuring a seamless and personalized user experience:

• Analyzing Visitor Statistics: We use IP addresses and cookie IDs to understand how visitors navigate our site, what content they find engaging, and how we can improve their experience.
• Understanding Preferences: Through the analysis of previous or current website activity, facilitated by cookie IDs, we can tailor our services to better meet the needs and interests of our visitors.
• Improving Site Interaction: By aggregating data on site traffic and visitor interactions, we aim to enhance the functionality and user-friendliness of our website, making it more intuitive and accessible for everyone.
• Targeted Advertising: Utilizing cookie IDs allows us to present our visitors with advertisements that are relevant to their interests across different channels, making the information we share more useful and pertinent.

5 Progress Magic Cookie Policy

At Progress Magic, our use of cookies and tracking technologies is designed to enhance the browsing experience on our website. This Cookie Policy specifically addresses how we implement cookies for users navigating our website before logging in. It's important to note that once logged into our platform, cookies are not used to track personal information or browsing activities.

5.1 Scope of This Policy

This policy is directed towards visitors of the Progress Magic marketing website before logging in or creating an account. Our objective is to inform you about our cookie practices and how they pertain to your privacy and data protection.

5.2 Use of Cookies

Yes, the Progress Magic website employs cookies, but strictly for operational and analytical purposes before login. These cookies are essential for providing an optimized user experience and for understanding how our site is navigated.

5.3 Understanding Cookies

Cookies are small data files placed on your device by websites that you visit. They play a crucial role in facilitating website functionality and enhancing user experience. Importantly, no personal information is stored within these cookies on the Progress Magic website. Their purpose is limited to site functionality and aggregate analytics before you log into our platform.

5.4 Purposes for Using Cookies

• To ensure essential website functionalities and improve your site navigation experience.
• To gather analytics on site usage, helping us understand visitor preferences and behaviors to improve our website.
• To manage and remember your consent preferences regarding the use of cookies.

5.5 Consent and Your Control

• Your consent is sought before any cookies are stored on your device, aligning with our commitment to your privacy rights.
•  You have the autonomy to withdraw your consent at any time. This can be done through the cookie settings on your browser, allowing you to change your preferences or delete existing cookies.
• It's important to remember that withdrawing consent and disabling cookies may impact your user experience on the Progress Magic website, as certain functionalities rely on these cookies to operate effectively.

5.6 No Personal Information in Cookies

• We reassure our website users that no personal information is saved in the cookies used on the Progress Magic website. The cookies serve operational purposes and aggregate analytics only.

6 Do We Sell Your Personal Information?

At Progress Magic, we uphold a strict privacy policy that respects your data rights and personal integrity. We categorically do not sell or trade your personal information to any third parties. Furthermore, we do not offer any form of financial incentive in exchange for the submission of your personal information. Our commitment to your privacy is foundational to the trust you place in us as a provider of therapy, coaching, and practice management solutions.

7 Third-Party Disclosure

In the course of delivering comprehensive services and maintaining our platform, Progress Magic collaborates with a select group of third-party service providers. These providers are chosen based on their adherence to privacy standards that align with ours, ensuring your personal information and non-personal information is treated with care and respect. Our service providers include:

7.1 Personal Information

• Hosting Provider for Our Website: SiteGround, ensuring reliable and secure website access.
• Hosting Provider for the App: We collaborate with top-tier cloud services to host our app, prioritizing security and performance.
• News-Letters & Email Service Providers: To help us reach out to potential new users while respecting privacy standards.
• Payment Service Provider: Stripe, offering secure payment processing solutions.
• Administrative Service Provider: Assisting us with various backend administrative tasks.
• IT Development Company: Developing and enhancing the functionality of our platform.
• Email Marketing Provider: Mailchimp, facilitating communication and updates through email campaigns.
• IT Support Company: Offering technical support to ensure our services run smoothly.

7.2 Non-Personal Information only

• Analytical Service Provider: HotJar, Google Analytics, providing insights into app and website usage to improve user experience.

8 How Progress Magic Protects Your Personal Information

At Progress Magic, we understand the critical importance of safeguarding your personal information. Our commitment to security is embedded in every layer of our platform and operational protocols. Here’s a comprehensive overview of the measures we take to ensure your data remains protected:

8.1 Regular Security Assessments:

• Our website undergoes routine scans to identify and rectify any security vulnerabilities, ensuring a safe browsing experience.
• We employ up-to-date software solutions for consistent Malware Scanning across our systems.

8.2 Data Encryption and Secure Storage:

• Personal information is safeguarded behind secured networks, accessible only to individuals with special access rights, who are also obligated to maintain confidentiality.
• Sensitive data you provide is protected with Secure Socket Layer (SSL) technology during transit and is encrypted at rest in our databases.

8.3 Security Measures for Transactions:

• We implement robust security protocols during order placement, data entry, submission, or access to enhance the protection of your personal information.
• Financial transactions are securely processed via Stripe, a trusted payment provider, ensuring that transaction details are neither stored nor processed on our servers.

8.4 Access Control:

• Access to your information is tightly controlled, with Progress Magic team members granted access solely on a need-to-know basis.
• We utilize advanced encryption methods, including zero-knowledge encryption, to secure data transmission. This approach ensures that your information remains private, even to us.

8.5 Comprehensive Encryption and Security Protocols:

• All communications, including video and audio, through our Platform are end-to-end encrypted for your privacy and security.
• To safeguard your information further, we employ SSL and SET protocols, automatic backups, digital certificates, and firewalls.
• Usernames and passwords are required for access management, ensuring only authorized individuals can access sensitive information.

8.6 Adaptability and Response to Threats:

• Acknowledging the inherent risks of internet-based services, we continuously strive to employ the most effective security measures to protect your data.
• In the event of a security breach affecting your personal information, we commit to notifying you promptly and outlining the steps taken to mitigate the breach.

8.7 Data Portability and User Control:

• Our use of zero-knowledge encryption means that if you change or lose your primary device, you may need to re-enter your personal information on a new device to continue using our platform.
• You have the right to request access to and deletion of your information at any time, empowering you with control over your data.

9 Your Rights Regarding Personal Information at Progress Magic

At Progress Magic, we are committed to upholding the privacy rights of our users. Under the regulations of various privacy laws, including but not limited to the Singapore Personal Data Protection Act (PDPA), the European Union General Data Protection Regulation (GDPR), and the United States Health Insurance Portability and Accountability Act (HIPAA), you are afforded certain rights concerning your personal information.

Your Rights Include:

• Access: You're entitled to know if we process your personal information, and if so, you can access the data we hold about you and understand how we use and share it. For inquiries or requests for access to your personal information, please reach out to us at support@progressmagic.com.
• Portability: You can receive a subset of the personal information you've provided to us, in a structured, commonly used, and machine-readable format. You also have the right to request that we transfer this information to another party, where technically feasible.
• Correction: If any personal information we hold about you is inaccurate or incomplete, you have the right to ask us to correct or complete it. Should you request a correction, please provide specific reasons to help us determine the necessity of such corrections.
• Restriction of Processing: You have the right to request that we limit our processing of your personal information to storage only under specific conditions, such as if you contest the accuracy of the data, or if you've objected to our processing and we're assessing your objection.
• Objection: You can object to our processing of your personal information, particularly for data processed based on our legitimate interests. If you do object, please provide your reasons, so we can evaluate whether we have a prevailing interest to continue processing.
• Choice/Opt-Out of Marketing Communications: At any time, you can opt-out of receiving marketing communications from us. Transactional or service communications are part of our service to you, and opting out from these might require account cancellation.
• Erasure: You may request the deletion of your personal information under certain circumstances, such as when the information is no longer necessary, or if you withdraw your consent. Upon such a request, we will delete your information within a reasonable timeframe.
• Withdrawal of Consent: Where you've given us consent to process your data, you have the right to withdraw this consent at any time by contacting us at support@progressmagic.com.

9.1 Legal and Regulatory Compliance:

Our processing of your personal information is based on various legal grounds, including the necessity for contract performance, compliance with legal obligations, your consent, and our legitimate interests in providing our services efficiently and securely.

9.2 Data Storage and Deletion:

Your personal information is retained as necessary for the purposes outlined in this policy or as required by law. Following a deletion request, we will take reasonable steps to permanently erase your personal information, except where we need to retain certain data for legal compliance or dispute resolution.

9.3 Exercising Your Rights:

To exercise any of your rights under the applicable privacy laws or to inquire further about the processing of your personal information, please contact us directly. We are committed to facilitating your rights and will respond to your request in a timely and respectful manner.

9.4 Complaints and Feedback:

If you have concerns about our handling of your personal information or wish to make a complaint, please contact us so we can address your concerns. You also have the right to lodge a complaint with the relevant supervisory authority if you believe your privacy rights have been violated.

10 Contacting Progress Magic

If you have any inquiries or concerns regarding our Privacy Policy, or if you wish to discuss your personal information and its handling, please don't hesitate to reach out to us. Our team is dedicated to addressing your questions and ensuring your privacy is respected and protected.

10.1 Data Privacy Officer Contact Details:

For specific inquiries related to data protection and privacy, you may also contact our Data Privacy Officer directly at:

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Data Privacy Officer (DPO)
Progress Magic Pte. Ltd.
68 Circular Road,
#02-01, Singapore 049422

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Email: hello@progressmagic.com

11 Can This Privacy Policy Be Altered?

Yes, Progress Magic reserves the right to update or modify this Privacy Policy to reflect changes in our practices, technology, legal requirements, or other factors. We encourage you to review the Privacy Policy periodically to stay informed about how we are protecting the personal information we collect. The latest version of our Privacy Policy will always be accessible on our website, with the effective date noted at the document's beginning. Any significant changes to our Privacy Policy will be communicated through our website or directly to you, as deemed appropriate.