PRIVACY & DATA
Privacy policy
This policy explains how AU MENTAL SRL collects, uses, protects and shares personal data related to the website aumental.be, contact requests, appointments and private support areas.
Last updated: 17 October 2026.
Who processes your data?
The data controller is AU MENTAL SRL, Rue du Tabellion 64, 1050 Ixelles, Belgium — CBE/VAT BE 1030.330.931.
Contact for any question or request about personal data: info@aumental.be — +32 470 01 09 15.
What data may we process?
- Identity and contact data: last name, first name, email, phone, address and information about the legal representative.
- Data related to the request: message, availability, subject of the contact and history of exchanges.
- Quote data: email address, company name and VAT number where applicable, plan and options chosen on the website.
- Contractual, administrative and billing data.
- Account data and use of private areas: login details, Athlete, Parent or Coach role, activity and content uploaded.
- Sports data: discipline, club, level, goals, career path, performance and follow-up observations.
- Technical data: IP address, security logs, browser, device and cookie choices.
How do we obtain the data?
The data is mainly provided directly by the person concerned, their legal representative, their parent, their coach or the organisation requesting the support.
It may also be generated during the support, at appointments, in the private areas or through the technical and secure operation of the website.
Why do we use the data?
| Purpose | Examples | Legal basis |
|---|---|---|
| Responding to requests | Forms, emails, calls, WhatsApp, understanding the need and organising a first conversation | Pre-contractual measures and legitimate interest in responding |
| Sending a quote | Quote created on the website and sent by email at your request; copy received by AU MENTAL to contact you about this quote | Pre-contractual measures taken at your request |
| Organising appointments | Scheduling, reminders, calendar and availability management | Performance of the contract or pre-contractual measures |
| Providing the support | Individual follow-up, goals, exercises, exchanges and Athlete, Parent or Coach areas | Performance of the contract; explicit consent where sensitive data is necessary |
| Managing the client relationship | Administration, payment, invoicing, requests and disputes | Contract, legal obligation and legitimate interest |
| Protecting the services | Authentication, abuse prevention, backups and security logs | Legitimate interest in ensuring security |
| Meeting our obligations | Accounting, tax, responding to authorities and defending rights | Legal obligation and legitimate interest |
As of the date of this update, AU MENTAL uses Google Analytics 4 (Google Ireland Limited) to measure audience and improve the website. This service is only loaded after you consent to “statistics” cookies. IP addresses are not recorded by Google Analytics 4. You can change or withdraw your consent at any time using the cookie management tool.
AU MENTAL does not currently use Meta Pixel. Your details are only used for the newsletter if you expressly consent, via the sign-up form or the dedicated box in the contact form. You are then asked to confirm by email, and you can unsubscribe at any time via the link in every email.
Free resources. When you request a resource (worksheet or guide) on the Free content page, we use your email address, and your first name if you provide it, to send it to you by email. We keep a record of the request and of your consent. Legal basis: fulfilling your request. You are only subscribed to the newsletter if you tick the box provided for that purpose.
Information relating to mental well-being or health
In the course of support, some information may reveal health status, psychological well-being, personal difficulties or other particularly confidential matters. It is only requested when it is useful for the support and is processed with enhanced measures.
Where the GDPR classifies this information as sensitive data, its processing is based in particular on the explicit consent of the person concerned or, where required, of their legal representative. This consent may be withdrawn at any time, without affecting the lawfulness of processing already carried out.
AU MENTAL does not make any decision producing legal effects based on fully automated processing and does not carry out automated profiling.
Protecting the young people we support
Individual support is not limited to a specific age, but it generally starts from age 10. Where a minor is concerned, AU MENTAL adapts the information to their age and involves the holder of parental authority where required by law, the contract or the nature of the processing.
The parent or legal representative is asked to share only the necessary information and to respect the privacy of the young person being supported.
Who can access the data?
Access is limited to authorised people within AU MENTAL and, depending on the service used, to the providers needed for it to work:
- OVHcloud for hosting the website and some technical data;
- WPForms and WordPress for receiving and managing forms;
- Google Workspace, in particular Gmail and Google Calendar, for exchanges and appointments;
- Zapier when automation of a form or appointment is enabled;
- Mailchimp (Intuit Inc.) for sending the newsletter to people who have subscribed;
- WhatsApp Business / Meta when you choose this channel;
- the AU MENTAL platform (online area athlete.aumental.be and mobile app), which relies on Google Cloud / Firebase (Google Ireland Limited) with data stored in the European Union (Belgium), for the private area and follow-up;
- Stripe for secure processing of online payments, and WooCommerce (WordPress, hosted by OVHcloud) for managing shop orders;
- professional advisers, authorities or courts when required by law or to defend a right.
These recipients only access the data necessary for their task and are subject to the applicable contractual and legal obligations.
Artificial intelligence assistant for follow-up reports
To save time when writing reports, our coaches may use an artificial intelligence assistant: Claude, developed by Anthropic and run by Google Cloud (Vertex AI service) in a data centre located in Belgium (europe-west1 region). Google acts as a processor for AU MENTAL SRL.
- Data used by default: numerical follow-up data (questionnaire answers, sessions, matches, NeuroTracker results, goals), without name, email, club or date of birth: only the age is given.
- With a separate written agreement from the adult athlete, or from a parent for a minor: in addition, session reports and written comments in questionnaires. The coach’s confidential observations are never shared.
- Purpose: to prepare a draft report, which the coach reads, corrects and approves. No decision is made automatically.
- Legal basis: our legitimate interest in providing quality follow-up for numerical data; your consent for session reports and comments, as well as for any health-related data (well-being, sleep, fatigue).
- Retention: drafts are kept on the platform with the athlete’s file, then deleted with it. Data sent to the assistant is not used to train the AI.
- Your rights: you can withdraw your agreement or object to the use of the assistant at any time by writing to info@aumental.be.
Session recording (Plaud)
With the written agreement of the adult athlete, or of a parent for a minor, the coach may record a session with a Plaud recorder. The Plaud service (Plaud Inc.) transcribes the recording and prepares a first version of the report, which the coach reviews before adding it to the platform. The audio recording and the transcript are deleted once the report has been written. Legal basis: your consent, which may be withdrawn at any time.
Connected watches
With the written agreement of the adult athlete, or of a parent for a minor, the athlete can connect their watch (WHOOP, Polar and, in a future version of the app, Apple Health). AU MENTAL then receives a daily summary: sleep duration and quality, heart rate variability, resting heart rate, recovery, training load, steps and workouts. This health data is used only to compare how the athlete feels (questionnaires) with what their watch measures. It is visible to the athlete and to AU MENTAL coaches and is kept with their file. The athlete can disconnect their watch at any time in the app; no further data is imported from then on. Legal basis: your explicit consent, which may be withdrawn at any time. The manufacturers (WHOOP Inc., United States; Polar Electro Oy, Finland) process this data under their own privacy policies.
Data processed outside the European Economic Area
Some international providers, in particular Google, Zapier, Mailchimp (Intuit), Meta, Plaud, WHOOP or their subcontractors, may process data outside the European Economic Area.
In that case, AU MENTAL relies on mechanisms recognised by the GDPR, such as an adequacy decision, the European Commission's standard contractual clauses or any other appropriate safeguard applicable to the transfer.
How long do we keep the data?
AU MENTAL keeps data only for as long as necessary for the purpose concerned, then deletes it, anonymises it or archives it securely where a legal obligation or the defence of a right justifies it.
- Contact and appointment requests: for the time needed to handle the request, then for a period reasonably necessary to follow up the relationship or prove the exchanges.
- Quote requests sent from the website: 6 months from sending, then automatic deletion. If the quote leads to an order, the order data follows the rules applicable to contractual and billing data.
- Support files and private areas: for the duration of the support relationship, then for the periods necessary for follow-up, applicable obligations and the defence of rights. Unnecessary sensitive information is deleted or anonymised as soon as possible.
- Contracts, invoices and accounting records: for the periods required by applicable accounting, tax and civil legislation.
- Free resource requests: 24 months from the request, then deletion.
- Technical and security data: for a period proportionate to detecting incidents, securing the service and resolving problems.
- Proof of consent and rights requests: for the time necessary to demonstrate compliance with legal obligations.
The criteria above may lead to different periods depending on the nature of the relationship, the type of data and the obligations that apply.
How do we protect the data?
AU MENTAL implements technical and organisational measures proportionate to the risks: access restrictions, passwords and authentication, encryption of exchanges where available, backups, updates, security logging and awareness among authorised people.
As no system can guarantee absolute security, any incident is analysed and handled in accordance with the applicable obligations.
What are your rights?
Under the conditions laid down by the GDPR, you may request:
- access to your data and a copy;
- rectification of inaccurate data;
- erasure or restriction of processing;
- portability of the data you have provided;
- to object to processing based on legitimate interest;
- to withdraw your consent at any time.
Send your request to info@aumental.be. Strictly necessary proof of identity may be requested in case of reasonable doubt.
You may also lodge a complaint with theData Protection Authority, Rue de la Presse 35, 1000 Brussels.
Cookies and external services
Essential cookies may be used to ensure operation, security, authentication and remembering your choices.
Non-essential external content or services are only loaded after your consent where it is required. You can change or withdraw your choice at any time using the consent management tool.
Up-to-date details of cookies, their providers and their duration are set out in the Cookie policy.
Third-party websites and platforms
The website may link to external services. When you visit them or choose to communicate through them, their own privacy policy also applies. AU MENTAL invites you to read it before sharing any data.
A policy kept up to date
This policy may be adapted if the services, the tools used or the applicable rules change. The date shown at the top of the page indicates the version in force.
For any question: info@aumental.be — +32 470 01 09 15 — Rue du Tabellion 64, 1050 Ixelles, Belgium.