Psychologist Terms

Version 1.4 of November 11, 2026 (replaces version 1.3)

For accounts created from 12 November 2026, this document applies from the conclusion of the agreement. For existing accounts, it applies from 30 November 2026.

These Terms set out the rules for using MasterMind Planner as a psychologist and the psychologist's obligations toward athlete-clients who have granted them access to their data.

1. Definitions

• App - MasterMind Planner, whose data controller is MasterMind Agata Jasińska.
• Psychologist - a user using the App in the role of a psychologist.
• Client - an athlete-user who has paired their account with the Psychologist and granted them specific permissions.
• Client Data - the Client's personal and training data to which the Psychologist has gained access as a result of pairing.
• GDPR - Regulation (EU) 2016/679 of the European Parliament and of the Council.

2. Psychologist as a separate data controller

• The Psychologist independently determines the purposes and means of processing Client Data within their professional practice.
• The App Administrator (MasterMind Agata Jasińska) has no access to Client Data processed by the Psychologist outside the App and is not responsible for how the Psychologist uses it.
• The Psychologist and the App Administrator are not joint controllers within the meaning of Art. 26 GDPR - each bears independent responsibility for processing within their own scope.

3. Psychologist obligations

By using the App and accepting these Terms, the Psychologist undertakes that they will:

3.1 GDPR compliance

Process Client Data in accordance with the GDPR and national data protection law, including:

• ensuring a legal basis for regular processing (Art. 6 GDPR - the Client's consent, a contract, legitimate interest)
• if Client Data includes special category data (in particular data concerning health, mental wellbeing, emotional state or mental functioning), also ensuring an appropriate condition for processing under Art. 9 GDPR - in particular the Client's explicit consent (Art. 9(2)(a)) or another appropriate basis provided by law
• fulfilling the information obligation towards the Client (Art. 13 GDPR) in the form of the Psychologist's own information clause - informing the Client of their identity, purposes of processing, legal bases, retention periods and rights under the GDPR. The App's information clause does not replace the Psychologist's clause.
• implementing appropriate technical and organisational measures (Art. 32 GDPR) protecting Client Data
• defining and applying a retention policy for their own copies of Client Data (deletion once the purpose has ceased)
• handling the Client's requests under GDPR rights (access, rectification, erasure, restriction, objection, portability) - within the deadlines of Art. 12 GDPR
• assessing the obligation to keep a record of processing activities (Art. 30 GDPR). In practice, if they regularly process Client Data including special category data, keeping the record is mandatory - the exception for smaller entities does not apply
• applying the principle of data minimisation - collecting and storing only data necessary for the purpose of cooperation with the specific Client

3.2 Purpose of processing

Use Client Data only for providing psychological services to that specific Client. Use is prohibited for:

• their own or third parties' marketing purposes
• scientific research without the Client's separate consent
• aggregated, statistical or comparative analyses without an appropriate legal basis and without prior anonymisation or another GDPR-compliant safeguard
• commercial purposes (sale, sharing, making available to platforms)
• training or public presentations without the Client's written consent

3.3 Legal basis for working with the Client

The Psychologist has a legal basis for working with a given Client that is independent of the consent in the App (an agreement for psychological services, a cooperation contract with the psychologist, etc.). Consent to sharing data in the App does not replace consent to the provision of psychological services.

3.4 Responsibility for data outside the App

Data that the Psychologist exports, copies, displays on screen and saves in external systems (notes in the cloud, email, paper, CRM, etc.) is processed by the Psychologist under their sole responsibility. In particular:

• screenshots
• printouts
• text extracts
• exports to other tools
• handwritten notes during sessions

The App has no technical control over these copies. Their retention, security and the Client's rights are handled by the Psychologist in accordance with the GDPR.

3.5 Professional confidentiality

The Psychologist undertakes to maintain professional confidentiality arising from applicable law, professional ethics, agreements with the Client and standards of psychological services. In particular (by way of example, not exhaustively):

• the Code of Ethics of the Polish Psychological Association
• the Act of 8 June 2001 on the profession of psychologist and the professional self-government of psychologists - to the extent its provisions apply
• general standards of psychological confidentiality

3.6 Access depends solely on the Client's decision

The Psychologist acknowledges that:

• access to Client Data results solely from the consent given by the Client and the permissions enabled (8 read + 2 write permissions — including a SEPARATE, independent „Mental exercises” permission: enabling „Mental training” does not share exercises)
• the Client may revoke access at any time - fully or partially
• revocation of access takes effect without delay on the App side; renewed access requires the Client's renewed decision and appropriate pairing or enabling of permissions
• the Psychologist may not exert undue pressure on the Client or demand access to data disproportionate to the purpose of cooperation. The Psychologist may honestly indicate which data is needed to provide a specific service, but the final decision on sharing data in the App belongs to the Client
• the Psychologist may not demand that the Client enable specific permissions or extend their scope in a way that violates the principle that consent is freely given (Art. 7 GDPR)

3.7 Security of the Psychologist's account

The Psychologist undertakes to:

• use a strong password for the Google account or Apple ID linked to the App
• enable two-step verification (2FA) on the Google account or Apple ID
• not share their account with third parties
• use a screen lock (PIN, password, biometrics) on every device on which they are signed in to the App
• not use the App on other people's or public devices (e.g. library or hotel computers)
• avoid using the App on open, unsecured Wi-Fi networks (e.g. in cafés, hotels, airports); if needed, use mobile data or a trusted network
• keep the device's operating system and browser up to date
• immediately report to the App Administrator a break-in or loss of access to the account (e.g. account takeover by a third party, a lost/stolen device with an active session) - contact: focusarena.dev@gmail.com

3.8 No abuse

The Psychologist will not:

• attempt to access data of users who have not paired with them
• use the Firebase (REST) API beyond normal use of the App
• attempt to bypass the Client's permission restrictions
• influence other users in order to gain access to their data

3.9 Reporting personal data breaches

In the event of a breach of Client Data on the Psychologist's side (e.g. leak of notes, loss of a device, break-in):

• The Psychologist will assess the breach in accordance with Art. 33 and Art. 34 GDPR.
• If the breach is likely to result in a risk to the rights or freedoms of natural persons, the Psychologist will notify the President of the Personal Data Protection Office (UODO) without undue delay and, where feasible, not later than 72 hours after becoming aware of it (Art. 33 GDPR).
• If the breach is likely to result in a high risk to the Client's rights or freedoms, the Psychologist will notify the Client without undue delay (Art. 34 GDPR).
• Regardless of the above, the Psychologist will immediately inform the App Administrator of any breach that has any connection with the App or with the Psychologist's account in the App (e.g. a leak through the Google account or Apple ID used for sign-in) - contact: focusarena.dev@gmail.com.

The App Administrator is not a party to proceedings concerning breaches on the Psychologist's side, but cooperates with the Psychologist in establishing the source of the breach if it is connected with the App.

3.10 No excessive data

The Psychologist will not enter into the App (notes, exercises, surveys, tasks, descriptions):

• excessive data, disproportionate to the purpose of cooperation with the Client
• data of third parties (the Client's family members, acquaintances, etc.) without their own consent and legal basis
• information unrelated to the purpose of cooperation with the Client
• data obtained from the Client outside the App without the Client's consent to entering it into the App

4. End of cooperation with the Client

• The Client may disconnect the Psychologist in the App at any time - the result is an immediate loss of access.
• The Psychologist may disconnect the Client from their side (the Disconnect athlete function). The Client then receives an entry about it in the in-app notification inbox.
• The Psychologist cannot delete the Client's account or have it deleted, including by contacting the App Administrator. Only the Client decides on deleting their account (Privacy Policy, section 6). The Psychologist may end the cooperation by disconnecting the Client.
• After disconnection the App automatically deletes: on the Client's side - exercise recommendations, assigned exercises, the auto-survey configuration, surveys assigned by the Psychologist, the psychologist activity log and pairing data; on the Psychologist's side - the Client's entry in the client list, survey assignments concerning the Client and entries about the Client in the Psychologist's notification inbox (e.g. about pairing, a completed survey, the Client's upcoming competitions).
• The Psychologist's notes about the Client are not deleted on disconnection. They remain in the App under the Psychologist's responsibility as controller (retention, handling the Client's access or erasure requests). They are not deleted when the Client deletes their account either - they remain for the Psychologist to decide. The App Administrator processes them on the Psychologist's behalf under Annex No. 1 (section 16).
• The Client's survey answers remain on the Client's account and are not accessible to the Psychologist after disconnection.
• Data the Psychologist downloaded or saved outside the App is subject to GDPR obligations on their side (retention, right to erasure, right of access) - the Psychologist handles Clients' requests independently.

5. Deleting the Psychologist's account

Deleting the Psychologist's account in the App results in:

• disconnection of all currently paired Clients
• deletion of the Psychologist's profile, survey templates, exercise templates, routine templates, notes, tasks and the link to the active invite code; the code can no longer be used to connect with the deleted account, and the code record (with the Psychologist's name) is deleted after it expires (Privacy Policy, section 6.1)
• deletion of the Psychologist account activation marker (which contains an email address) and technical counters (notifications and invite code attempts)
• deletion of the Firebase Authentication account - how deletion proceeds, also with Sign in with Apple and when the sign-in account cannot be deleted right away, is described in the Privacy Policy (section 6)
• retention of consent logs, pseudonymised after 30 days (in accordance with the privacy policy)

Clients' data remains on their accounts and is not deleted.

Deleting the Psychologist's account in the App does not release the Psychologist from obligations regarding Client Data that they previously downloaded, copied, exported or recorded outside the App (own notes, exports, screenshots, copies in other systems). Such data remains subject to GDPR obligations on the Psychologist's side as a separate controller.

6. Limitation of the App's liability

MasterMind Planner provides a technical tool supporting the Psychologist's work with the Client. The App Administrator is not liable for:

• the way the Psychologist uses Client Data
• the content and course of the psychological or training relationship
• the consequences of decisions made by the Psychologist
• the effects of exporting, copying or further processing Client Data outside the App

The above does not exclude the App Administrator's liability for areas for which it is responsible under mandatory provisions of law, in particular for the security and lawfulness of data processing to the extent it acts as a data controller or processor.

7. Licence limits and plan

The Psychologist is assigned a plan (founder / starter / professional / team) with a maximum number of active clients. Once the limit is reached, new pairings are blocked until an existing Client is disconnected or the plan is changed.

8. Acceptance of the Terms

Acceptance of these Terms is a prerequisite for using psychologist features in the App (in particular generating invite codes and assigning surveys/exercises). The acceptance is recorded in the database under psychologists/{uid}/termsAccepted together with the Terms version and a timestamp.

9. Changes to the Terms

Material changes to the Terms are announced in the App at least 14 days in advance. The Psychologist is required to accept the updated Terms again in order to continue using psychologist features.

Changes in version 1.4: sign-in with Apple ID included: account security obligations (3.7), breach example (3.9) and technical measures in the annex (16.3); version date and effective-date rules - for new accounts from the conclusion of the agreement, for existing accounts on a date announced separately (header); the name of the disconnection function as in the App ("Disconnect athlete"), the disconnection entry in the Client's inbox and deletion of entries about the Client from the Psychologist's inbox (4); the invite code and how the Psychologist's account is deleted (5); the data processing agreement concluded by accepting version 1.3 or later of these Terms (16); the English text aligned with the Polish text; “psychologist” instead of “sport psychologist” (introduction, 1); avoiding open Wi-Fi networks (3.7); the Psychologist cannot delete the Client's account or have it deleted (4); consequence of an objection to a change of sub-processor (16.4).

Earlier versions of these Terms are available on request: rodo@agata-mastermind.com.

10. Final provisions

Governed by Polish law. Unless mandatory provisions of law provide otherwise, the court with jurisdiction over the App Administrator's seat shall have jurisdiction. GDPR and applicable national law apply to matters not regulated herein.

11. Contact

App Administrator: MasterMind Agata Jasińska, Al. Dwudziestolatków 4a/93, 02-157 Warsaw, Poland

Email: rodo@agata-mastermind.com

Technical support: focusarena.dev@gmail.com

12. Psychologist's qualifications

By accepting these Terms, Psychologist declares that:

• holds qualifications, authorisations, experience or professional training required to provide services offered to Clients via the App
• will not present themselves to Clients in a misleading manner regarding competencies, diplomas, certificates or membership in professional organisations
• upon the App Administrator's request will produce documents confirming qualifications (psychology master's diploma, specialisation certificates, PTP / AASP membership number, other applicable)

The App Administrator may at any time request such documents. Failure to produce them within reasonable time, or justified doubts about the truthfulness of declarations, may result in suspension or revocation of access to psychologist features (see section 15).

13. The App is not a medical device

14. Reaction to crisis situations

If Psychologist obtains (via the App or otherwise) information indicating direct threat to life or health of Client, third party or Psychologist themselves:

• Psychologist is responsible for taking actions consistent with law, ethics and professional standards (e.g. contacting emergency number 112, referral to ER, notifying services)
• The App does not replace crisis intervention procedures and its features (notes, surveys, exercises) must not be treated as a crisis-response mechanism
• Psychologist will inform Client from the start of cooperation that in crisis situations Client should contact emergency services (112) or a psychological support line (e.g. 116 123, the helpline for adults in emotional crisis)

15. Suspension and revocation of access

The App Administrator may temporarily suspend or permanently revoke Psychologist's access to psychologist features in case of:

• justified suspicion of breach of these Terms
• account or Client Data security breach
• justified Client or other user complaint
• request of authorised public authority (court, prosecutor, supervisory authority)
• lack of required qualifications or refusal to confirm them (section 12)
• conduct threatening Clients' rights or safety
• misleading Clients about competencies

Decision on suspension or revocation is communicated to Psychologist electronically, with reasons where feasible (unless reasons would compromise Clients' rights or legal obligations). The Psychologist may submit a written appeal within 14 days of receiving the decision to the App Administrator's email address.

16. Annex No. 1 - processing of personal data in the Psychologist's notes

For the Psychologist's notes about Clients, the Psychologist is the controller and the App Administrator is the processor (Art. 28 GDPR). The data processing agreement consists of the standard contractual clauses of Commission Implementing Decision (EU) 2021/915 of 4 June 2021 (official text), Clauses 1-10 as officially worded, with these choices: Clause 1(a) - option 1 (GDPR); Clause 7.7 - option 2 (general written authorisation, list in 16.4); Clause 8(c)(4) and Clause 9 - option 1. Clause 5 does not apply. The agreement is concluded by accepting version 1.3 or later of these Terms in the App (the version and time of acceptance are recorded, with evidence in the consent log).

16.1 Parties (Annex I)

• Controller: the Psychologist - name and email address from the App account.
• Processor: the App Administrator (details in section 11). Contact person: Agata Jasińska (email in section 11).

16.2 Description of processing (Annex II)

• Data subjects: the Psychologist's Clients (current and former).
• Personal data: the Client's identifier in the App, the Client's name stored with the note, note content (up to 5000 characters), session date, creation date, review date. Content may include data concerning health; only the Psychologist has access to the notes (database rules), the Client does not see them.
• Nature and purpose: storing, displaying, editing, deleting and exporting notes and review-date reminders - so that the Psychologist can keep records of the cooperation with the Client in the App.
• Duration: until the Psychologist's last note is deleted or the agreement ends (16.5).

16.3 Technical and organisational measures (Annex III)

The measures described in the Privacy Policy (section 8), in particular: encryption in transit and at rest, database rules limiting access to notes to their author only, data structure validation, Google or Apple account authentication, consent and administrative action logs, backups and a restore procedure, data export and deletion, privileged access only for authorised persons bound by confidentiality.

16.4 Sub-processors (Annex IV)

• Technical processor (the App Administrator's IT service provider; contact in section 11) - maintaining the infrastructure, database and server functions.
• Google Ireland Limited (Firebase / Google Cloud) - database, server functions and backups in the europe-west1 region (Belgium); push notifications without note content; crash reports.

The App Administrator informs the Psychologist of any intended addition or replacement of a sub-processor at least 30 days in advance; the Psychologist may object. If the Psychologist does not accept the change, they may, before it takes effect, terminate the agreement with immediate effect and delete their account (section 5).

16.5 Additional provisions

• Review. After the cooperation ends, the Psychologist chooses a specific review date for the Client's notes; a review date is not a deletion date - after it the App reminds the Psychologist, who deletes the notes or sets a new date. Retention period: The Psychologist determines and documents the retention period of the notes or the criteria for determining it, taking into account the purpose of processing and applicable law. They set a review date at which they assess whether further storage is still necessary. They delete data that is no longer needed. The App does not impose a single period on all psychologists and does not delete notes automatically.
• Deletion of the Client's account is not an instruction to delete the notes; they remain for the Psychologist to decide.
• Client requests concerning the notes that reach the App Administrator are forwarded to the Psychologist without delay, no later than 7 days after receipt, stating the date on which the request was originally received; the App Administrator does not respond to them itself.
• Breaches concerning the notes are notified to the Psychologist without undue delay after the breach is discovered; the first notification may be preliminary, with information supplemented later.
• Notes made before the Annex and lack of acceptance. The Annex also covers notes existing on the day it is concluded. Lack of acceptance blocks creating and editing notes. Access to existing notes serves to review, export and delete them while the cooperation is being ended, on the applicable contractual basis. An explicit refusal starts the procedure for ending the notes service: agreeing on the return or deletion of the data in accordance with the agreement. It does not mean indefinite storage in read-only mode. The App deletes nothing automatically.
• End. Return of data - export in the App. When the Psychologist's account is deleted, their notes are deleted from the database, and from backups once those expire (Privacy Policy, section 6.1). Confirmation of deletion - at least in documentary form.