Terms of service

Mentis Flex is designed to offer preventative conversational support in the form of psychoeducation and does not provide healthcare or mental health services. Mentis Flex does not replace advice or treatment from a healthcare professional.  If you feel you need immediate help or are in a condition where you may endanger yourself or others, please do not use this service and instead contact the emergency number immediately: the Finnish emergency number 112, or for emergency healthcare assistance 116 117, or Mieli ry crisis number 09 2525 0111.

Mentis Flex on tarkoitettu ennaltaehkäiseväksi psykologiseksi keskustelutueksi. Mentis Flex ei tarjoa terveydenhuollon tai mielenterveyden palveluita tai neuvontaa, eikä korvaa terveysalan ammattilaiselta saatavaa neuvontaa tai hoitoa vaan auttaa psykoedukaation ja keskustelu tuen kautta. Mentis Flex ei tee terveydentilan kartoittamista tai hoidon tarpeen arviointia. Mentis Flex is myöskään tarjoa yksilöllistä terveydenhuoltoon kuuluvaa ohjausta ja neuvontaa eikä tee KANTA-merkintöjä. Jos tunnet tarvitsevasi välitöntä apua tai olet tilassa, jossa voit vaarantaa itsesi tai muita, älä käytä tätä palvelua. Ota välittömästi yhteyttä hätänumeroon (puh. 112), terveydenhuollon päivystysapuun (puh. 116 117) tai Mieli ry:n kriisipuhelimeen (puh. 09 2525 0111).

Consulting is a partnership between advisor and clients. The process involves careful analysis of the problem(s) or goals that brought you to the session with the use of questions and then collaboratively formulating a plan that is catered to your specific needs, wants, and abilities. Working with the support of your advisor you will move toward self-development and increased self-awareness as you identify and tackle the challenges in your life. In some situations a referral to another resource may be indicated. If so, your advisor will assist you with this process. Questions and feedback are welcome and encouraged.

Confidentiality and Client Rights

1. All sessions are confidential and your information will be kept strictly private. No information will be provided to anyone without your signed, informed consent. There are some important exclusions to the above: child, elder, vulnerable person welfare concerns. Imminent self-harm, danger to others, or medical emergency. Subpoena or court order.

2. A record is kept of services provided to you. All records are confidential and access to them will be granted to you if desired.

Payment and Consent to Consultancy Partnership

A payment will be applicable for each service and is required at the end of each session.

Introduction Session 60 minutes: 75€        Session 60 minutes: 81€                 Session 45 minutes: 61€

Just Chatting 30 minutes: 41€

There are options for package deals which can be found in the Fees section of the overview of the company statement which is attached to this form. Twenty four hour business days’ notice is required to cancel an appointment. Failure to provide notice within the time limit will result in being billed for the whole session fee.

Medical Disclaimer

MentisFlex provides a low-threshold mental well-being service. MentisFlex provides support and guidance for individuals suffering from life stressors such as general stress, indecisiveness, lost motivation, or loss of direction or support in life. MentisFlex does not provide healthcare services. If you have a medical emergency, please call your local emergency number immediately and consult a healthcare professional.

MENTAL HEALTH AND WELLBEING CONSULTATION

COMPANY OVERVIEW AND STATEMENT OF UNDERSTANDING

1. COMPANY AND CLIENTELE

1.1. Mentis Flex, 3282745-9 (“company”, “MentisFlex”)

1.2. Consultant/Advisor: Kata Stenman, MSc. Social and Organizational Psychology, BSc. Psychology

with Honors in Counseling and Therapies, Diploma in Applied Psychotherapy (“consultant” or “advisor”)

1.3 Client: Any legal adult and individual who is seeking support, consultancy, and psychoeducation (“client”)

2. BACKGROUND

1.1. MentisFlex is designed to offer preventative conversational support in the form of psychoeducation and does not provide healthcare or mental health services. MentisFlex does not replace advice or treatment from a healthcare professional.  If you feel you need immediate help or are in a condition where you may endanger yourself or others, please do not use this service and instead contact the emergency number immediately: the Finnish emergency number 112, or for emergency healthcare assistance 116 117, or Mieli ry crisis number 09 2525 0111. MentisFlex offers psychoeducation, support, and advice in the form of coaching for everyday challenges, stress, motivation, transitional times, and any other well-being related challenges. MentisFlex is not a legitimate health organization and has not been accredited by the Finnish Valvira. (MentisFlex ei tarjoa säänneltyjä terveydenhuoltopalveluita.)

MentisFlex on tarkoitettu ennaltaehkäiseväksi psykologiseksi keskustelutueksi. MentisFlex ei tarjoa terveydenhuollon tai mielenterveyden palveluita tai neuvontaa, eikä korvaa terveysalan ammattilaiselta saatavaa neuvontaa tai hoitoa vaan auttaa psykoedukaation ja keskustelu tuen kautta. Mentis Flex ei tee terveydentilan kartoittamista tai hoidon tarpeen arviointia. MentisFlex is myöskään tarjoa yksilöllistä terveydenhuoltoon kuuluvaa ohjausta ja neuvontaa eikä tee KANTA-merkintöjä. Jos tunnet tarvitsevasi välitöntä apua tai olet tilassa, jossa voit vaarantaa itsesi tai muita, älä käytä tätä palvelua. Ota välittömästi yhteyttä hätänumeroon (puh. 112), terveydenhuollon päivystysapuun (puh. 116 117) tai Mieli ry:n kriisipuhelimeen (puh. 09 2525 0111).

1.2 Sessions will take place via an online platform called which is in accordance with EU online safety and security measures. The company promises to remain consistent and up to date regarding online security and information processing protocols.

1.2 As a client of MentisFlex, the client understands and accepts the terms and conditions laid out within this statement of understanding.

2. CONFIDENTIALITY AND ETHICS

2.1 MentisFlex will maintain confidentiality regarding any information the client has provided regardless of whether it was written or spoken. The company promises not to sell or provide any confidential information to third parties unless written permission has been granted by the client.

2.2 The client understands that in a crisis situation the company is legally obligated to inform any necessary personnel, whether it be police or medical professionals, if the consultant deems the client a threat to themselves or others, will engage in or is engaging in illegal activity, and in order to prevent any harm to the company, the consultant, the client, and any other third party. This breach of confidentiality will be acceptable even without the client’s written or verbal permission.

2.3 MentisFlex and its advisors adhere to the ethical codes and standards of the Code of Ethics.

2.4 You, the client, expressly understand and agree that MentisFlex shall not be liable, in law or equity, to you or to any third party for any direct, or indirect, incidental, lost profits, social, consequential, punitive or exemplary damages, including but not limited to, damages of loss of profits, goodwill, use, data or other intangible losses resulting from: the use or the inability to use the services, the cost of procurement of the substitute goods and services resulting from any goods, data, information or services purchased or obtained or messages received or transactions entered into through or from the services; unauthorized access to or alteration of your transmissions or data; statements or conduct of any third party service; or any other matter relating to the Terms of Service, whether as a breach of contract, tort (including negligence whether active or passive), or any other theory of liability.

2.5 The client agrees to indemnify MentisFlex and the consultant/advisor against all claims that result from your use of the service.

3. DURATION, DATA COLLECTION, AND PRESERVATION

3.1 These statements are effective from the moment a collaborative client contract has been established and until the contract has ended.

3.2 Every other statement due to their legality, confidentiality, or other demands will remain in effect even after the termination of the collaborative contract is complete. These include any sensitive information, payment responsibilities, and any other confidential or identifiable information.

3.3 Information and data will be preserved throughout the collaborative contract and after for as long as the law demands. The company promises to uphold to all legal demands regarding information processing and preservation. The client may request to have their information removed and understands that there may be legal limitations placed on the company that could prevent them from obliging fully.

4. CLIENT RESPONSIBLITY

4.1 The client understands that the company does not offer health services and is not a health service provider. The client understands that the company or its consultants will not diagnose or comment on any already present diagnoses and that the company does not have access to the client’s medical information. The client understands that they are not eligible to receive KELA’s financial support for their sessions and will be responsible for paying for the sessions themselves.

4.2 The client understands that MentisFlex is not accredited by Valvira and is not a health service provider. The company offers well-being support and consultation in the form of psychoeducation and providing tools and support within their ethical boundaries. If the company or consultant deems the client requires more assistance than what can be provided, the client will be referred to the appropriate health professionals.

4.3 MentisFlex and its advisor and consultant are not responsible for direct or indirect damages or consequences of the client’s actions in their life. This responsibility does not apply to confidentiality requirements.

4.4 The client understands that if the consultant or company deems the client-consultant relationship maladaptive or improper, they have the right to terminate the contract immediately without requiring permission from the other party. Any remaining costs will be the client’s responsibility to pay in full.

4.5 The client understands that the relationship between consultant and client is a professional one and that the consultant is required to maintain ethical boundaries due to the safety and health of both parties. If the consultant feels their boundaries are being disrespected or that a client is behaving in an improper manner, whether behavior presents itself hostility, familiarity, or romantically, the company will terminate the contract immediately and the client will remain obligated to pay for the completed sessions.

4.6 MentisFlex shall not be liable for any direct or indirect damages resulting from the use of the service or its content. The limitation of liability does not apply to cases where limitations of liability are prohibited by law (this may be the case in some jurisdictions). However, this does not affect the limitation of liability in other cases.

5. PRODUCTS AND PRICING

5.1 The client understands and accepts that all sessions are online via video platforms or phone calls. Changes to these options will be informed on the website and via messages a month in advance. Taxes are included in the prices.

5.2 First Session 60 Minutes - Online

The first session is an introduction and assessment. The client has the opportunity to get to know the consultant and a brief questionnaire will be used to fully understand the client’s situation. Client may come in for one session and never return there is no obligation to continue on to further sessions. The session costs 75€.

5.2 Return Session 60 Minutes - Online

The client and consultant continue to collaborate and formulate an individualized action plan to support them during the different phases and challenges of their life. The session costs 84€.

5.4 Return Session 45 Minutes - Online

The client and consultant continue to collaborate and formulate an individualized action plan to support them during the different phases and challenges of their life. The session costs 65€.

6. PAYMENTS

6.1 MentisFlex will send clients invoices to complete any payment transactions. The client will pay the complete sum by the required date via their online banking. The client and consultant may decide whether the client pays in full or whether the client will split the cost into sections. Pricing can be seen the above sections. The client understands that all sessions must be cancelled 24h prior in order to avoid being charged for the whole session fee.

PRIVACY POLICY

MentisFlex, business ID 3282745-9, respects your privacy and are dedicated to protecting the privacy of persons using the services. This privacy policy describes how we process personal data, what kinds of personal data we collect, what we use it for and to whom we may disclose it to.

This privacy policy applies to the use of MentisFlex’s service where we are the controller, e.g. when an end user (hereinafter “you” or “client”) is using our services. This privacy policy applies to all processing of personal data relating to your use of the service. You are responsible for ensuring that the information you submit or share on our service does not violate others’ privacy nor our Terms of Service.

MentisFlex complies with the General Data Protection Regulation (2016/679, “GDPR”) in all processing of personal data, in conjunction with other applicable national data protection legislation. Key terms are defined in the GDPR. MentisFlex is the controller for all the personal data handled in our services: MentisFlex, Business ID 3282745-9, www.mentisflex.com.

PURPOSE AND GROUNDS FOR THE PROCESSING OF CLIENT DATA

1.1 Providing you with the service (contract or its preparation, legitimate interest). Enable video sessions between client and advisor and user relationship management (contract, legitimate interest)

1.2 Customer service and related communications: Developing and maintaining user relationships. Analyzing, grouping, reporting and other purposes related to overall customer relationship management and developing better ways to provide services. Use non-identifiable statistical data to enhance and further develop our services.

1.3 Develop our products and business (consent). Conduct surveys and opinion polls and scientific impact research. Collect and process customer feedback and other satisfaction information.

1.4 For the personal data that we process based on your consent, you can withdraw your consent at any time regarding further processing of your personal data. We will comply with such request unless there is another legitimate ground to process the data. You can withdraw your consent by contacting us at info@mentisflex.com.

2.1 We only collect such personal data from you that is relevant and necessary for the purposes described in this privacy policy. The provision of personal data is primarily necessary to provide you with the service and to fulfill the contractual and legal obligations between Mentis Flex and client, and for producing and delivering our services and managing customer and business relationships.

2.2 If you do not provide the necessary personal information, for example, the providing of the service may become impossible, the conclusion or performance of a contract or the fulfillment of legal obligations may be hindered.

2.3 Personal data may include any of the following: Contact information such as name, telephone number, email address, customer number. Services requested and used, purchase and payment information and consent and preferences.

3.1 Video and audio transfer during sessions. However, MentisFlex does not, nor does any third party, record any audio or video of the sessions held by the client and advisor. Personal data processed during sessions may include special categories of personal data (such as personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, data concerning health or data concerning a natural person's sex life or sexual orientation).

3.2 Metadata, such as timestamps, internet addresses and data source identification. The client’s own words and other user generated information Content produced by the client such as answers to surveys, exercises, and client feedback.

3.3 We may also use your anonymized personal data, i.e. data that is de-identified and no longer can be associated with any individual user and is not regarded as personal data, for internal purposes such as data analysis to further develop our products and services.

4. Your personal data is mainly collected directly from you, for example, at the time of registration or use of our service. Any notes taken during sessions will be non-traceable to the client.

5.1 We use cookies on our service, for example, to improve the service and its use. Cookies are small text files that we store on your device (phone, computer, tablet or such) and are commonly used on the Internet. Some cookies are required for the service to work, while other cookies improve your experience and make navigating the service easier. You may also block all cookies in your browser settings but this may render our service defunct or cause it to not function as intended.

5.2 By using the service and accepting the use of cookies you give us permission, in accordance with this privacy policy, to store cookies on your device. If you refuse to accept cookies, it is possible that digital services may not function as intended.

6.1 Your personal data will not be disclosed to our employees or any other party unless as expressly provided in this policy, and/or any specific legislation requiring us to do so.

6.2 Additionally, we require non-disclosure agreements with our advisors and consultants, who process personal data. They are contractually binded to this privacy policy.

6.3 By way of exception, personal data may be disclosed to authorities in situations required by law and justified situations. In the event of emergencies or other unexpected circumstances, MentisFlex may be required to disclose the personal data of registered persons in order to protect human life, health and property. In addition, MentisFlex may be required to disclose the personal data if the company is involved in legal or other dispute resolution proceedings.

6.4 If MentisFlex is acquired by another company or merges with another company, your personal data may be transferred. However, if personal data is shared, we make sure that it is used in a way that is compliant with the relevant data protection legislation.

7.1 MentisFlex does it’s best to ensure that no personal data is transferred outside the European Union (“EU”) or the European Economic Area (“EEA”). However, when service delivery requires it, for example if a client is residing outside of the EU, some personal data may be transferred outside the EU/EEA area.

8.1 We process personal data in a manner that ensures appropriate security and protection at all times, including protection against unauthorized processing and against accidental loss, destruction or damage. We use appropriate technical and organizational safeguards to ensure this.

8.2 Personal data is always processed confidentially, with diligence and in accordance with our data protection policies. MentisFlex may share links to third party websites. They are not subject to MentisFlex’s policies nor terms. Please read through their policies and terms before you use their services.

9.1 Unless you specifically ask for us to delete your personal data, MentisFlex will keep it for the duration of the client relationship and for the necessary period after the end of the client relationship. We shall, however, reserve the right to make additions or amendments to and delete your personal data. It may do so, for example, but not limited to, in a situation when it is no longer needed.

9.2 We will retain personal data for as long as is necessary for the purposes defined in this privacy policy. We might keep it longer, if some legal requirements force us to do so (for example, responsibilities and obligations under specific legislation, accounting or reporting obligations). However, even if you request a deletion, we may retain information for a longer period of time, if it is necessary, for example, to exercise a legal claim, to defend a legal claim, or to settle a similar dispute.

9.3 We will remove or anonymize the personal data 24 months after the last customer activity from you, unless you specifically request that the information be kept for the purpose of monitoring the performance of the service. We will, however, delete all personal data when it is no longer needed.

10.1 You shall have the right of access to the personal data stored concerning you and, upon request, the right to receive information in writing or in electronic form. The request for inspection must be made in accordance this privacy policy. The right to inspection may be denied on the grounds provided by law. The use of the right to inspection is, in principle, free of charge. The client understands that MentisFlex are not liable for any direct or indirect harm

10.2 You agree to provide us information that is correct and up-to-date. If you notice incorrect data, you can request for rectification to be made. You also have the right to demand correction of incorrect or inaccurate information.

10.3 You always have the right, under the applicable data protection law, to request your personal data to be erased. Subject to the conditions of data protection law, you shall have the right to request a restriction on the processing of personal data.

10.4 You have the right under the applicable data protection law to request the transfer of your personal data to another controller. You have the right to object to profiling and other processing. At the time of the claim, you must identify the specific situation on the basis of which they object to the processing. We may refuse to comply with a request on the grounds provided by law.

10.5 You have the right to object to the use of personal data for certain processing, such as direct marketing. You may grant consent to or prohibit us from doing direct marketing on a per-channel basis, including profiling for direct marketing purposes.

11.1 If the processing of personal data is based on your consent, you have the right to withdraw your consent by notifying us. This withdrawal does not affect any processing that took place before the withdrawal. If your request cannot be granted, you shall be informed in writing. We may refuse your request (such as erasure of data), due to the statutory obligation or the statutory right of a company, such as a service obligation or claim.

11.2 You are responsible for the information you provide us, and for ensuring this information is accurate. You are also responsible for ensuring that you use the service in accordance with our Terms of Service and relevant legislation, and that any information you share with us does not violate any other persons’ rights.

11.3 You should contact info@mentisflex.com for any queries related to the processing of personal data and the exercise of their rights. Where appropriate, we may ask you to specify your request in writing and, if necessary, your identity can be verified before taking any further action.

This privacy policy may need to be amended and updated. Changes may also be based on changes in legislation. We recommend that you regularly review the contents of this privacy policy. Changes will be announced on our website and substantial changes will be communicated to data subjects before changes when necessary. If you do not agree to the new changes, stop using the service.