Privacy Policy | The Valeo Experience

Important notice: This Privacy Policy has been prepared in good faith as a professional template. We recommend periodic review by a qualified attorney familiar with St. Vincent & the Grenadines law and applicable Caribbean privacy regulations. For privacy inquiries contact thevaleoexperience@gmail.com.

1. Introduction

The Valeo Experience Inc (“The Valeo Experience”, “we”, “us”, or “our”) is a mental health platform operated by Dr. Jozelle M. Miller, PhD, and headquartered in Kingstown, St. Vincent & the Grenadines. We are committed to protecting the privacy and confidentiality of all individuals who access our platform.

This Privacy Policy describes how we collect, use, store, share, and protect your personal information when you visit our website at valeoexperience.com, create an account, or use our services. By accessing or using our platform, you agree to the practices described in this Policy.

If you do not agree with this Policy, please do not use our platform or services.

2. Information We Collect

Information You Provide Directly

Account information: name, email address, phone number, date of birth
Profile information: gender, location, preferred language, emergency contact
Health information: intake questionnaire responses, presenting concerns, mental health history, session notes, and assessment responses
Payment information: billing details processed securely through our payment gateway (WiPay). We do not store full card numbers on our servers.
Communications: messages sent through our secure in-platform messaging system

Information Collected Automatically

Device type, operating system, and browser type
IP address and approximate geographic location
Pages visited, time spent, and interactions within the platform
Session logs and error reports

Information from Third Parties

Google Meet: appointment scheduling and video session metadata
Google Calendar: appointment confirmation data

3. How We Use Your Information

We use your personal information for the following purposes:

To provide, operate, and improve our mental health platform and services
To schedule and facilitate therapy, coaching, and wellness sessions
To process payments for services rendered
To generate AI-assisted clinical documentation (SOAP notes and session summaries) accessible only to your assigned clinician
To send appointment reminders, confirmations, and platform notifications
To communicate with you about your care and account
To comply with legal and regulatory obligations
To maintain the security and integrity of the platform
To conduct analytics that improve our service quality (using anonymised or aggregated data only)

We do not use your health information for advertising purposes, and we do not sell your personal data to third parties.

4. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your information only in the following limited circumstances:

Service Providers

We engage trusted third-party providers who assist in operating our platform, including Google (Firebase, Google Meet, Google Calendar, Gemini AI) and WiPay (Caribbean payment processing). These providers are contractually bound to handle your data securely and only for the purposes we specify.

Clinical Team

Your health information is accessible to the licensed clinician assigned to your care (Dr. Jozelle M. Miller, PhD) and, where applicable, platform administrators for care coordination purposes.

Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or where necessary to protect the safety of you or others in an emergency.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred. You will be notified in advance of any such transfer.

5. Data Security

We implement industry-standard security measures to protect your personal and health information:

All data is encrypted in transit (TLS/HTTPS) and at rest via Google Firebase's security infrastructure
Access to health records is role-restricted — only your assigned clinician and platform administrators can view clinical notes
Payment transactions are processed through PCI-compliant infrastructure via WiPay
Our platform is hosted on Vercel with enterprise-grade security and DDoS protection

Despite these measures, no system is completely immune to security risks. We encourage you to use a strong, unique password and to contact us immediately if you suspect unauthorised access to your account.

6. Data Retention

We retain your personal information for as long as necessary to provide our services and meet our legal obligations:

Account data: retained for the duration of your active account, plus 7 years after account closure for compliance purposes
Health records and clinical notes: retained for a minimum of 7 years from your last session, in accordance with standard mental health record-keeping requirements
Payment records: retained for 7 years for accounting and tax compliance
Communications: retained for the duration of your active account

You may request deletion of certain non-clinical data at any time by contacting us. Clinical records may be subject to mandatory retention requirements that limit our ability to delete them on request.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

Access: request a copy of the personal information we hold about you
Correction: request correction of inaccurate or incomplete data
Deletion: request deletion of non-clinical personal data, subject to legal retention requirements
Portability: request a machine-readable copy of your data
Objection: object to certain processing of your data
Withdrawal of consent: where processing is based on consent, you may withdraw at any time

To exercise any of these rights, contact us at thevaleoexperience@gmail.com. We will respond within 30 days.

8. Cookies and Tracking

Our platform uses essential cookies required for authentication and session management. We do not currently use advertising or third-party tracking cookies. You may disable cookies in your browser settings; however, this may affect platform functionality.

9. Children's Privacy

Our platform is intended for users aged 18 and older. We do not knowingly collect personal information from individuals under 18. If you believe a minor has provided us with personal information, please contact us immediately and we will take steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last Updated” date at the top of this page and, where changes are material, notify registered users by email. Your continued use of the platform after any changes constitutes acceptance of the updated Policy.

11. Contact Us

For questions, concerns, or to exercise your privacy rights, please contact:

The Valeo Experience Inc
Kingstown, St. Vincent & the Grenadines
Email: thevaleoexperience@gmail.com
Phone: (784) 498-7772