Privacy Policy

This is an unofficial translation. The Polish version is legally binding.

Last updated: 20 July 2026.

Dear Participant, by using our website at https://helpclinic.com (the "Service") you entrust personal data to us. We assure you that we use your data in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data (the General Data Protection Regulation — GDPR).

Below we provide all the important and helpful information about what data we collect and what we use it for.

Definitions

• User — a natural person who is at least 18 years old and has full legal capacity, using services provided through the Service.
• Personal data — data concerning the User provided by them in the Service, including: first and last name, email address, phone number, and any other information provided in connection with the services delivered through the Service, including via the contact form.
• Service — the website www.helpclinic.com made available by the Provider to Users.
• Application — the web application named "HelpClinic", made available by the Provider via a mobile app, available free of charge in app stores.
• Provider — "HelpClinic" sp. z o.o., with its registered office in Łódź, ul. Ogrodowa 8, 91-062 Łódź, Poland, entered in the Register of Entrepreneurs of the National Court Register under no. 0001205338, REGON: 54324420400000, NIP (Tax ID): 7252361439, share capital PLN 250,000.
• Electronic service — a service provided by the Provider electronically within the Service, in particular: making available content or interactive features related to personal development, well-being, quality of life, mental fitness and psychological support; the contact form for Users who are Consumers; the contact form for psychologists / psychotherapists (Specialists) interested in cooperation; the Newsletter.
• Materials — informational and educational materials and interactive features available in the Service, including articles and tests.
• Consumer — a natural person with full legal capacity entering into a legal transaction with a business that is not directly related to their economic or professional activity.
• Specialist — a psychologist / psychotherapist interested in cooperating with the Provider within the services it offers, including the Application.
• Policy — this document.

I. Data controller

The controller of personal data is "HelpClinic" sp. z o.o., registered office in Łódź, ul. Ogrodowa 8, 91-062 Łódź, entered in the Register of Entrepreneurs under no. 0001205338, REGON: 54324420400000, NIP: 7252361439, share capital PLN 250,000, as the entity making the Application available and providing services electronically through it.

To ensure proper data protection, the Controller has appointed a Data Protection Officer. For all matters relating to the processing of personal data and the exercise of your rights, you can contact the Data Protection Officer at: gdpr@helpclinic.com.

II. Scope of collected personal data

The Controller processes the data you provide while using the Service, including within the Newsletter subscription feature, the contact form and the Specialist application form (including the data contained in an attached CV).

III. Purpose, legal basis and scope of processing

1. Delivery of the Service's electronic services

If you are a User using our Service's functions, we process your data to perform the Agreement for the relevant electronic service [legal basis: Art. 6(1)(b) GDPR]. We may contact you at the email address or phone number provided to the extent necessary to perform the service.

If you have sent us an enquiry via the contact form, we process the data provided in the form to respond to your enquiry; depending on the content, the purpose may also be to take action at your request before concluding an agreement [legal basis: Art. 6(1)(b) and (f) GDPR]. We process the data until your enquiry is handled or until you raise a justified objection.

If you have ordered our Newsletter, we process your first name, last name and email address to send informational and promotional materials about our activities or the Application by email, based on your consent [legal basis: Art. 6(1)(a) GDPR and the rules on sending commercial information]. Direct marketing of the Controller's products and services is additionally based on the Controller's legitimate interest [Art. 6(1)(f) GDPR].

We may also process your personal data for complaint handling and for establishing, asserting or defending against claims related to a given Agreement, including for evidential and archival purposes [legal basis: Art. 6(1)(c) and (f) GDPR].

Providing personal data is voluntary, but failure to do so will make it impossible to conclude or properly perform a given Agreement (e.g. sending the Newsletter or replying to your contact-form enquiry).

2. Reviewing a Specialist application (recruitment for cooperation)

If you are a Specialist (a psychologist or psychotherapist) and have submitted an application through the therapist form, we process the data you provide — first and last name, email address, phone number, specialization, the content of your message and, if you attach it, the data contained in your CV — in order to review your application and carry out the recruitment process for cooperation. The legal basis is your consent [Art. 6(1)(a) GDPR] and taking steps at your request before a possible cooperation agreement is concluded [Art. 6(1)(b) GDPR]; assessing your application and getting back to you is also our legitimate interest [Art. 6(1)(f) GDPR]. Providing the data is voluntary but necessary to review your application — attaching a CV is optional. We process recruitment data for the duration of the qualification process; afterwards we delete it or — if you give separate consent — keep it for future recruitment processes until you withdraw that consent. You can withdraw consent at any time by writing to gdpr@helpclinic.com.

3. Fulfilment of data-protection obligations

If you decide to exercise the rights referred to in section VI, we will process your data to fulfil the Controller's legal obligations [legal basis: Art. 6(1)(c) GDPR]. For this purpose we may process your name and contact details (email address, postal address, phone number — depending on what you provide). Providing these data is voluntary but necessary to properly exercise your rights.

The Controller does not make automated decisions or carry out profiling based on your personal data.

IV. Retention period

We process personal data for no longer than necessary to achieve the relevant purpose, i.e.:

• until the Agreement or Service is performed / expires, or the Controller's legal obligation is fulfilled;
• until consent is withdrawn — where consent is the legal basis (in particular data obtained in connection with the Newsletter subscription);
• until an objection is raised — where data are processed on the basis of the Controller's legitimate interests;

— provided that personal data may be processed until the relevant limitation period for claims related to the Agreement or Service expires; they may be processed for longer only where required or permitted by law.

V. Recipients of personal data

Your personal data may be shared, to the extent necessary, with entities supporting the Controller's day-to-day operations and the delivery of services, such as: authorised staff or contractors of the Controller; postal and courier providers; processors acting on the Controller's behalf (accounting or advisory services; hosting, email and other electronic communications, database and IT systems support; providers of web analytics tools, including Google; legal services). Your data may also be shared with state authorities where binding legal provisions so require.

We do not intend to transfer personal data to a third country or to international organisations.

VI. Your rights

You have the right to:

• access your personal data, including obtaining a copy;
• rectify your personal data;
• erase your personal data, subject to exceptions laid down by law;
• restrict the processing of your personal data;
• data portability — to receive your data in a structured, commonly used, machine-readable format and transmit it to another controller;
• withdraw consent to the extent data are processed on that basis; withdrawal does not affect the lawfulness of processing carried out before withdrawal;
• object to the processing of your personal data, including profiling, where the Controller relies on legitimate interest;
• lodge a complaint with the President of the Personal Data Protection Office (ul. Stawki 2, 00-193 Warsaw, Poland, uodo.gov.pl) if you believe the processing infringes the GDPR.

Not all of the above rights apply to every legal basis — this depends on the type and basis of processing. To exercise these rights, contact the Data Protection Officer at the email address given in section I.

VII. Cookies and analytics tools

To provide services through the Service and ensure their quality, we use cookies or similar technologies. Cookies are digital data, in particular small text files, saved on your device (e.g. laptop, tablet, smartphone) while you use the Service.

The Service automatically collects via cookies such data as: device type, operating system and unique device identifiers. This also enables collection of information about how and when you use the Service, including the pages you visit.

Cookies used in the Service primarily ensure its correct operation, including maintaining your session. If you give separate consent to install other types of cookies, they will also be used for analytics or functional purposes. See our Cookie Policy for details.

Types of cookies

• session (temporary) — remain in your browser / device until disabled, the application is closed, or you log out;
• persistent — remain in your browser / device until you delete them;
• first-party — come directly from the Controller;
• third-party — come from providers of analytics tools.

Right to withdraw consent

You can withdraw consent to cookies other than necessary ones (i.e. analytics and functional) at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

Managing cookie settings

You can manage your consents, including withdrawing them, at any time using the "Cookie settings" feature. You can also check and change privacy settings in your browser at any time. Information on deleting and blocking cookies is available in the help pages of Chrome, Firefox, Safari, Edge and Opera.

Note that limiting or deleting cookies may cause some Service features to malfunction or result in the loss of some saved information (e.g. preferences).

Analytics tools

The Service may use cookies from analytics tools such as Google Analytics (provider: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland) and Posthog. These files are used to analyse how the Service is used and to create statistics and reports. The information collected is not intended to identify the person using the Service. Providing data processed via cookies other than necessary ones is voluntary, and not doing so carries no negative consequences. No automated decisions or profiling are made based on this data. We do not transfer the data outside the European Economic Area.

VIII. Contact

Questions about privacy? Write to gdpr@helpclinic.com.

This is an unofficial translation. The Polish version is legally binding.

Last updated: 30 March 2026.

Dear Participant, by using our "HelpClinic" web application (the "Application") you entrust personal data to us. We assure you that we use your data in accordance with Regulation (EU) 2016/679 (GDPR). Below we explain what data we collect and what we use it for.

Definitions

• Participant — a natural person at least 18 years old with full legal capacity, using services provided through the Application.
• Account — the Participant's personal panel available after registration, enabling use of all Application services and storage of personal data.
• Personal data — data concerning the Participant stored in or linked to the Account: name, age, email, phone number, Profile data, information on planned or used Application services, and other information obtained in connection with the services.
• Profile data — the Participant's personal data collected while using Consultations and other Application services, including survey, interview and test results, the course and results of using Support tools, and the course and results of Consultations.
• AI Model — an artificial-intelligence model trained using source materials, including Profile data shared by Participants, to develop the Application.
• Training database — a database containing Profile data stripped of data identifying the Participant, serving as source data for training the AI Model. It is owned by the Controller.
• Policy — this document.

I. Data controller

The controller is "HelpClinic" sp. z o.o., registered office in Łódź, ul. Ogrodowa 8, 91-062 Łódź, KRS no. 0001205338, REGON: 54324420400000, NIP: 7252361439, as the entity making the Application available and providing services electronically through it. The Controller has appointed a Data Protection Officer, contactable for all data-processing matters at: gdpr@helpclinic.com.

II. Scope of collected personal data

The Controller processes the identification and contact data needed to register the Account, the data you provide during Consultations with Specialists and other Application services, data stored in the Account, and information about planned or used Application services.

III. Purpose, legal basis and scope of processing

1. Account registration and delivery of services available after registration

If you use the Application's services and have registered an Account, we process your data to perform the Agreement for the relevant electronic service [Art. 6(1)(b) GDPR]. For Account registration we process your name, email and age; for a Subscription agreement and Consultation booking — also your phone number and payment data. Within the Account we process Profile data provided for a given service (e.g. Questionnaire data, survey/test results in Support tools, data entered in the AI Chat or Gamification, and Profile data given to a Specialist during a Consultation).

Because Profile data and information about Application services may include special categories of data under Art. 9 GDPR (e.g. health data), we process them on the basis of your explicit consent [Art. 9(2)(a) GDPR]. Where such information is recorded in documentation kept by a Specialist in line with the rules governing the psychologist / psychotherapist profession, we also process it to fulfil the statutory obligation to keep that documentation [Art. 6(1)(c) GDPR].

If you ordered the Newsletter, we process your name and email to send informational and promotional materials based on your consent [Art. 6(1)(a) GDPR] and the Controller's legitimate interest [Art. 6(1)(f) GDPR]. We may also process your data for complaints, claims and accounting documentation [Art. 6(1)(c) and (f) GDPR], and in special situations to protect your vital interests [Art. 6(1)(d) GDPR].

2. Profiling

Profiling examines what kind of support you seek, which materials interest you and which Specialist you are looking for, in order to suggest suitable Application services and Consultations. No automated decisions are made through this profiling. You always have access to all features, services, Consultations and Specialists — even where we recommend specific services, you can always decide otherwise.

3. Use of personal data in the Application development project

If you choose to take part in the Application development project and consent, we may use information from your Profile data — including from Consultations and information on their course and results — to build the Training database and then train the AI Model, to improve the Application's features and Specialists' services [Art. 9(2)(a) GDPR]. Your consent is voluntary; if not given, your data will be used only for the purposes in sections 1 and 2.

The Controller does not intend to track your personal experiences or life situation. Your Profile data will therefore be moved to a separate Training database without data that directly identifies you (such as name, email, phone number). You may withdraw consent at any time via your Account or by email to gdpr@helpclinic.com; withdrawal does not affect the lawfulness of prior processing.

4. Fulfilment of data-protection obligations

If you exercise the rights referred to in section VI, we will process your data to fulfil the Controller's legal obligations [Art. 6(1)(c) GDPR].

IV. Retention period

We process personal data for no longer than necessary: until the Agreement or Service is performed/expires (including until you delete your Account) or a legal obligation is fulfilled; until consent is withdrawn (in particular Profile data within the development project); until an objection is raised (legitimate interests); for the period required for accounting documentation or documentation kept by a Specialist. Data may be processed until the relevant limitation period for claims expires.

V. Recipients of personal data

Your personal data may be shared, to the extent necessary, with: authorised staff or contractors; banks and payment-intermediation providers; postal and courier providers; processors acting on the Controller's behalf (accounting and advisory services; hosting, email, database and IT-systems support; web-analytics providers including Google; legal services). Your Profile data (without directly identifying data) may be shared with entities performing tasks related to training the AI Model and storing or analysing the Training database. We do not transfer data outside the European Economic Area.

VI. Your rights

You have the right to: access your personal data (including a copy); rectification; erasure (subject to legal exceptions); restriction of processing; data portability; withdrawal of consent; objection to processing based on legitimate interest; and to lodge a complaint with the President of the Personal Data Protection Office (ul. Stawki 2, 00-193 Warsaw, uodo.gov.pl). Not all rights apply to every legal basis. To exercise these rights, contact the Data Protection Officer at the email in section I.

VII. Cookies and analytics tools

To provide services through the Application we use cookies or similar technologies. The Application automatically collects via cookies such data as device type, operating system and unique device identifiers, and information on how and when you use the Application. Cookies primarily ensure correct operation, including maintaining your login session; with separate consent they are also used for analytics or functional purposes.

Types of cookies

• session (temporary) — remain until the app is closed or you log out;
• persistent — remain until you delete them;
• first-party — come directly from the Controller;
• third-party — come from analytics-tool providers.

You can withdraw consent to non-essential cookies at any time via the "Cookie settings" feature in the Application. Sharing data processed through non-essential cookies is voluntary and carries no negative consequences; no automated decisions or profiling are made on this basis and data is not transferred outside the EEA. The Application uses Google Analytics (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland) and Posthog; the information collected is not intended to identify the user.

VIII. Contact

Questions about privacy? Write to: gdpr@helpclinic.com.