Privacy Policy and Accessibility Statement

Privacy Policy

Tend VR cares about your privacy and wants you to be familiar with how we collect, use and disclose information. This Privacy Policy sets out how Tend VR Ltd (“Tend VR”) uses and protects any information you give to us when you use our services, visit our website or where you contact us.

Our contact details (the Controller)

Name: Tend VR Limited

Address: Studio 307 Netil Corner, 89-115 Mare Street, London, E8 4RU, UK

E-mail: support@tend-vr.com

The type of personal information we collect, where relevant

We currently collect and process the following information, where relevant:

Personal identifiers, contacts and characteristics (for example, name and contact details and addresses)
Employee data
Website user statistics
Certain personal data regarding your well-being, including physical or mental health conditions, as well as biometric data (for example, physical and behavioural characteristics) and this will be provided if you are a user of our services or if you are engaged as a study participant. This type of personal information is identified under data protection laws as being ‘special category data’
Agreements we enter into details
Details provided to us by you in communications with Tend VR, its agents, contractors and employees.
Usage data and data sent via VR headsets

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

To send information to
to send VR headsets to
to assess viability of your participation in studies/research and to conduct the subsequent research/study
to receive the benefit of our services, such as the use of our VR headsets and software
to enter into a business transaction with

We also receive personal information indirectly, from the following sources in the following scenarios:

If you’re introduced to us by someone else, we’ll get some basic personal information about you from them when they introduce you to us and as necessary to provide the service.
Basic information from our third party partners for business purposes or for the purposes of one of our studies/research or where we are providing our services to the business for you to receive the benefit of.
publicly available directories and information (e.g. telephone directory, social media, internet, news articles)
publicly accessible sources (e.g. the electoral registers, also known as the electoral roll)

We use the information that you have given us in order to:

enter into business with you
send a product/service
assess for study/research purposes
for, administering and managing your account and services
updating your records
to test and improve the performance of our products, services and internal processes
for management and audit of our business operations including accounting
to undertake analysis and develop statistics
To deal with requests from you to exercise your rights under data protection laws
When you request that we share your personal information with someone else, such as to your accountants, lawyers or other professional advisers
Where you’re a customer to send you information about products and services which we believe you may be interested in and/or to participate in our customer satisfaction surveys, where you have asked to opt-in to such communications

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time however please note that if you do, we may not be able to provide our services to you following this. You can do this by contacting hello@tend-vr.com (e.g. personal information, employee data, study data, details provided by you)

(b) We have a contractual obligation (e.g. agreements we enter into)

(d) We have a vital interest

(e) We need it to perform a public task

(f) We have a legitimate interest (e.g. study/research data, website user stats, usage and other data sent via VR headsets)

A further condition for processing is required when processing special category data, as these require additional controls for further protection. The condition will differ dependent on the circumstances but might include processing where we have your explicit consent to use the personal data. Where your explicit consent is required (for example, if you are inputting any information about your well-being when using our services), you will be given the opportunity to provide your consent, and we will also provide accessibility to this privacy policy.

Sharing your personal information with others

To be able to successfully manage our relationship with you, we will share your information with the Tend VR teams that need to access it to perform their job.

We may also share this information with our trusted third parties, such as ‘Our Partners’ as listed on the Tend VR website, our contractors, agents and Professional Advisors. We have privacy agreements in place with all our trusted third parties. All our data processors must certify that data subjects’ rights will be guaranteed according to applicable privacy laws.

How we store your personal information

We take the protection of your personal data very seriously and for this reason, keep your information securely stored by implementing appropriate security measures, controls and technical and organisational measures to prevent your information from destruction, loss, or any form of unauthorised or malicious access.

We limit the access to your data to authorised entities and personnel. We make sure to appropriately train our staff, and all those involved in the processing of your personal information are subject to the duty of confidentiality.

Our trusted third parties will only process your personal data in accordance with our strict instructions and ensuring the correct exercise of data protection rights. Personal information will be kept confidential and appropriate security measures to safeguard your data are enforced.

We keep your basic information only for as long as we need it for the purposes above but generally for as long as our relationship with you. Should you end your relationship with us, your data will be deleted after 3 years, except where there is a legal obligation to hold the data for longer (e.g. for financial purposes) in which case the data will be held to the regulatory maximum. We will then dispose of your information by secure deletion and deletion of back ups. All data is held in encrypted servers that meet UK GDPR obligations on security/location.

Your marketing preferences

Where we have consent, we may contact our customers by post, phone, email and other electronic means about products and services which we believe you may be interested in. We won’t do this if you haven’t given us your consent and opted in and you can withdraw your consent or opt out at any time at any time by contacting us on the details above.

We may use cookies and other similar technologies on our website. Cookies are small text files that may be stored on your computer or mobile device when you visit a website. These technologies may do different things, such as letting you navigate between web pages efficiently and remembering your preferences.

You can choose to decline all non-essential cookies via the cookie banner on our website. If you accept cookies, but later wish to withdraw consent, you can do so via your browser settings. If you decline cookies, please note that some parts of our website may not function properly.

Your data protection rights

Under certain circumstances, you may request to exercise your data protection rights. To do this, you may contact us at the email address below and when doing so, please state your request clearly and the personal information you are concerned about. We may need to verify your identity by requesting a form of ID, or we may need clarification or further information before fulfilling your request.

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

Please note that these rights are not absolute, therefore we may not be able to fulfil your request and may continue to process your personal information to the extent required or otherwise permitted by law, in particular in connection with exercising and defending our legal rights or meeting our legal and regulatory obligations.

You are not required to pay any charge for exercising your rights, however we may charge a reasonable fee if your request for access is clearly unfounded or excessive. If you make a request, we have one month to respond to you.

It's also important that the information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.

Please contact us at hello@tend-vr.com if you wish to make a request or ask us to update your information.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at Data Protection Officer, Tend VR Ltd, Studio 307 Netil Corner, 89-115 Mare Street, London, E8 4RU, UK

If you still wish to file a complaint, you can also contact the ICO: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, UK

Helpline number: 0303 123 1113 ICO Website: https://www.ico.org.uk

Changes to this Privacy Policy

We reserve the right to update this privacy notice at any time, and we will notify you if we make any substantial changes. We may also notify you in other ways from time to time about the processing of your personal information.

Accessibility statement for Tend VR-MBI

This accessibility statement applies to the Tend VR-MBI virtual reality application (delivered via Meta Quest 3 headset) and the Tend VR-MBI companion mobile application. It does not apply to the Tend Mental Health website, which has a separate accessibility statement.

This application is developed and maintained by Tend VR Ltd. We want as many people as possible to be able to use the Tend VR-MBI programme. Our programme is designed to support people with depression and/or anxiety through a mindfulness-based intervention delivered in virtual reality, supplemented by a companion mobile application for daily practice.

What you should be able to do

The Tend VR-MBI programme has been designed with the following accessibility considerations:

The VR programme is designed to be used in a seated position, reducing the risk of falls and motion-related discomfort
Session content is delivered primarily through audio narration (voiceover), reducing dependence on visual text
The companion mobile application uses standard platform controls on iOS and Android, supporting native accessibility features such as dynamic text sizing
Written support materials are available in multiple formats, including video and written communication
Training and onboarding materials are provided to users and to clinical staff supporting users, to assist with initial headset setup and orientation
AbilityNet has advice on making your device easier to use if you have a disability

Inherent limitations of VR as a delivery medium

Virtual reality technology has inherent accessibility constraints that differ from those of conventional websites and mobile applications. The Tend VR-MBI programme is delivered through a head-mounted VR headset (Meta Quest 3) and requires the use of Touch controllers for interaction. This means:

The user must be able to wear a head-mounted display and use handheld controllers
The VR application cannot currently be operated by screen reader software, speech recognition software, or switch access devices
Colour, contrast and font size settings within the VR environment cannot currently be adjusted by the user independently of the application design but this is planned for future updates in 2026
The programme requires the ability to engage with audio content; captions are available for all voiceover content within the VR environment

Clinical eligibility screening

Before use, all prospective users undergo a clinical eligibility screening process (conducted by the referring clinician or research team) which includes assessment of the following, relevant to safe and accessible use:

Whether the individual has photosensitive epilepsy (excluded from participation)
Whether the individual experiences very severe motion sickness
Whether the individual has been assessed by a falls team or is very unsteady on their feet
Whether the individual has serious sight problems that may affect VR use
Whether the individual is able to sit for 30–40 minutes without interruption

This screening process is designed to ensure that VR is a suitable and safe delivery medium for each individual before they are offered the programme. Where VR is not suitable, the referring clinician should consider alternative intervention options.

Technical information about this application’s accessibility

Tend VR Ltd is committed to making its mobile application accessible, in accordance with the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018.

Compliance status

The Tend VR-MBI companion mobile application is working towards compliance with the Web Content Accessibility Guidelines version 2.2 AA standard. The VR application is delivered through a non-standard rendering environment (Meta Quest 3 headset) to which WCAG criteria do not straightforwardly apply; however, we have applied WCAG principles where technically feasible.

The companion mobile application is not yet fully compliant with the WCAG 2.2 AA standard, due to the non-compliances and exemptions listed below.

Non-accessible content

The content listed below is non-accessible for the following reasons.

VR application:

Users cannot currently adjust text size, colour contrast, or spacing within the VR environment independently. This is likely to fail WCAG 2.2 success criteria 1.4.3 (contrast — minimum), 1.4.4 (resize text), and 1.4.12 (text spacing).

Disproportionate burden

We are not currently claiming that any accessibility issues represent a disproportionate burden.

Content that is not within the scope of the accessibility regulations

The following content is not within scope of the accessibility regulations:

The VR application runs on a Meta Quest 3 headset, which is a consumer electronic device manufactured by Meta Platforms, Inc. Hardware accessibility features of the headset (such as interpupillary distance adjustment, strap fit, and controller ergonomics) are determined by the hardware manufacturer and are outside Tend VR Ltd’s control.
Third-party platform software (Meta Quest operating system, firmware updates) is outside the scope of this statement.

Feedback and contact information

If you find any accessibility problems not listed on this page, or if you think we are not meeting accessibility requirements, please contact us:

E-mail: support@tend-vr.com

Post: Tend VR Ltd, Studio 307 Netil Corner, 89–115 Mare Street, London, E8 4RU, UK

If you need information about the Tend VR-MBI programme in a different format (such as large print, easy read, audio recording, or braille), please contact us using the details above. We will consider your request and respond within 14 working days.

Enforcement procedure

The Equality and Human Rights Commission (EHRC) is responsible for enforcing the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018 (the ‘accessibility regulations’). If you are not satisfied with how we respond to your complaint, contact the Equality Advisory and Support Service (EASS).

What we are doing to improve accessibility

Tend VR Ltd is committed to continually improving the accessibility of the Tend VR-MBI programme. Our current plans include:

Conducting a formal WCAG 2.2 AA assessment of the companion mobile application
Continuing to engage our Lived Experience Advisory Panel (LEAP) and PPIE consultant in user acceptance testing, including testing with users who have accessibility needs
Reviewing this statement at least annually and following any substantial update to the application

Preparation of this accessibility statement

This statement was prepared on 06/02/26. It was last reviewed on 06/02/26.

TEND VR

​​Privacy Policy and Accessibility Statement

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