Privacy Policy

1. About This Privacy Policy

Mindful Futures for Children is committed to protecting your privacy and handling personal information carefully, fairly and transparently.

 

This Privacy Policy explains how personal information is collected, used, stored and shared when you:

• Visit this website

• Contact Mindful Futures for Children

• Make an enquiry about support

• Arrange a consultation

• Engage Mindful Futures for Children to provide services

• Communicate with Mindful Futures for Children as a parent, carer, school, local authority, case manager or other professional

 

Because Mindful Futures for Children provides emotional wellbeing support to children, some of the information processed may relate to children and may include sensitive information about their health, wellbeing, neurodiversity or personal circumstances.

 

Children's personal information requires particular protection and is handled with additional care.

 

For the purposes of UK data protection law, Mindful Futures for Children will normally act as the data controller for personal information where it determines why and how that information is processed.

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In some professional arrangements, such as services commissioned by another organisation, the respective data protection roles may differ and will be determined as part of that arrangement.

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2. The Information We May Collect

The personal information collected will depend upon your relationship with Mindful Futures for Children and the services being discussed or provided.

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Information about parents, carers and professionals may include:

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• Name

• Email address

• Telephone number

• Organisation

• Professional role

• Relationship to the child

• Correspondence and communications

• Appointment and consultation information

• Information provided within enquiries

• Billing or payment information where applicable

 

Information about children may include:

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Where reasonably necessary, this could include:

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• Name

• Age or date of birth

• Parent or carer details

• Educational setting

• Information about emotional wellbeing

• Behavioural or emotional difficulties

• Additional or special educational needs

• Neurodiversity

• Relevant disabilities or health information

• Information about trauma or adverse experiences

• School attendance or difficulties accessing education

• Relevant family or social circumstances

• Support already being received

• Information supplied by parents, carers, schools, case managers, local authorities or other professionals

• Notes, assessments, progress information and records created while providing support

Only information reasonably necessary for the relevant purpose will be collected.

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The ICO specifically requires organisations to consider data minimisation and the additional protection required when handling children's information.

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3. Special Category Personal Information

Some information handled by Mindful Futures for Children may be classed as special category data under UK GDPR.

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This can include information concerning a person's:

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• Physical or mental health

• Disability

• Racial or ethnic origin

• Religious or philosophical beliefs

• Genetic information

• Biometric information used for identification

• Sex life or sexual orientation

 

Health information is particularly relevant to some of the children Mindful Futures for Children supports.

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Where special category information is processed, Mindful Futures for Children will identify both an appropriate lawful basis under Article 6 UK GDPR and an appropriate condition under Article 9 UK GDPR and the Data Protection Act 2018 where required.

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Special category information will not be collected simply because it may be useful. It will only be processed where there is an appropriate reason and legal basis to do so.

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4. How We Collect Personal Information

Information may be collected:

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• Directly from you through the website contact form

• During telephone, email or other communications

• During an initial consultation

• During sessions or programmes

• From a parent or carer

• From a school or educational setting

• From a local authority

• From a case manager

• From a solicitor or legal representative

• From rehabilitation or healthcare professionals

• From another professional involved in a child's care or support

• Through website technology, where applicable

 

Where information is received from another organisation or professional, they are responsible for ensuring they have an appropriate lawful basis for sharing that information.

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5. Why We Use Personal Information

Personal information may be used to:

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• Respond to enquiries

• Arrange consultations

• Understand a child's circumstances and support needs

• Determine whether Mindful Futures for Children is an appropriate service

• Plan and provide individualised support

• Monitor progress and outcomes

• Maintain appropriate records

• Communicate with parents and carers

• Work collaboratively with schools and professionals

• Provide reports where agreed and appropriate

• Support safeguarding responsibilities

• Manage appointments and administration

• Process payments and maintain financial records

• Meet contractual obligations

• Meet legal, regulatory, safeguarding, insurance and professional obligations

• Establish, exercise or defend legal claims where necessary

• Maintain the security and operation of the website and business systems

 

Personal information will not be used for purposes incompatible with those for which it was collected unless there is an appropriate lawful basis for doing so.

 

6. Our Lawful Bases for Processing

Under UK GDPR, there must be a lawful basis for processing personal information.

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Depending upon the circumstances, Mindful Futures for Children may rely upon:

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Contract

 

Where processing is necessary to provide services you have requested or to take steps at your request before entering into an agreement.

 

Legitimate Interests

Where processing is necessary for the legitimate interests of Mindful Futures for Children or another person, provided those interests are not overridden by the individual's rights and freedoms.

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Extra care will be taken where the information relates to children.

 

Legal Obligation

Where information must be processed to comply with a legal requirement.

 

Consent

Where consent is the appropriate basis, you will be clearly informed what you are consenting to.

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Where processing relies upon consent, you have the right to withdraw that consent.

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Vital Interests

In limited circumstances, information may be processed where necessary to protect someone's life.

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Recognised Legitimate Interests

UK data protection law now also includes recognised legitimate interests as a separate lawful basis for certain specified public-interest purposes.

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One recognised legitimate interest relates to safeguarding vulnerable individuals, which can include children. Where this basis is appropriate, Mindful Futures for Children may process information where necessary to safeguard a child or another vulnerable person.

 

Where children's information is involved, their interests and additional need for protection will continue to be carefully considered. Where special-category information is involved, an appropriate Article 9 condition must also apply.

 

The appropriate lawful basis will depend upon the reason the information is being processed.

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7. Children's Personal Information

Protecting children's information is particularly important to Mindful Futures for Children.

 

Children merit specific protection under UK data protection law, and their needs and best interests will be considered when decisions are made about the use of their personal information.

 

Mindful Futures for Children will:

• Only collect information that is reasonably necessary

• Use children's information only for appropriate and specified purposes

• Take additional care when handling sensitive information

• Limit access to those who reasonably need the information

• Consider the child's age, understanding and best interests

• Provide privacy information in an appropriate and understandable way where information is collected directly from a child

• Maintain appropriate security around children's records

• Avoid using children's personal information for unrelated marketing purposes

 

Where services are commissioned or arranged by a parent, carer, school, local authority, case manager or other professional, the appropriate authority and data protection arrangements will be established as necessary.

 

8. Safeguarding and Confidentiality

Mindful Futures for Children takes safeguarding seriously.

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Information shared during support will be treated respectfully and confidentially. However, confidentiality cannot always be absolute.

 

If information gives rise to concerns that a child or another person may be at risk of harm, Mindful Futures for Children may need to share relevant information with appropriate organisations or professionals.

 

This could include:

• Safeguarding teams

• Local authorities

• Schools

• Healthcare professionals

• Police or emergency services

• Case managers

• Other professionals responsible for protecting or supporting the child

 

Only information reasonably necessary for the safeguarding purpose will be shared.

UK GDPR now expressly recognises safeguarding a vulnerable individual as one of the purposes potentially falling within the recognised legitimate interest lawful basis.

 

9. Sharing Personal Information

Mindful Futures for Children does not sell personal information.

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Information may be shared where reasonably necessary and lawful with organisations including:

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• Schools and educational settings

• Local authorities

• Case managers

• Solicitors and legal professionals

• Rehabilitation professionals

• Healthcare professionals

• Safeguarding services

• Other professionals involved in a child's care

• Accountants or professional advisers

• Insurers

• IT, website, email, cloud-storage and administrative service providers

 

Where another organisation processes personal information on behalf of Mindful Futures for Children, appropriate data protection arrangements will be used where required.

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Information may also be disclosed where required or permitted by law.

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10. Website and Third-Party Providers

The Mindful Futures for Children website is built and hosted using Wix.

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Wix and other technology providers used by Mindful Futures for Children may process information required to host, secure and operate the website and its functionality.

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Other third-party systems may be used for purposes such as:

• Email

• Appointment management

• Cloud storage

• Accounting

• Website analytics

• Communication

• Administration

 

The providers actually used by Mindful Futures for Children should be kept under review and appropriate data protection arrangements put in place.

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11. International Transfers

Some technology providers may store or process personal information outside the United Kingdom.

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Where personal information is transferred outside the UK, Mindful Futures for Children will ensure that an appropriate mechanism or safeguard required under UK data protection law is in place where necessary.

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This may include transfers to countries recognised as providing adequate protection or the use of approved contractual safeguards.

 

12. How Long We Keep Personal Information

Personal information will not be kept indefinitely.

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Information will be retained only for as long as reasonably necessary for:

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• Providing services

• Safeguarding

• Professional record keeping

• Insurance requirements

• Legal or regulatory obligations

• Financial and tax requirements

• Establishing, exercising or defending legal claims

 

Different types of records may therefore have different retention periods.

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Records relating to children may need to be retained for longer periods than ordinary business correspondence because of safeguarding, professional, insurance or legal requirements.

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When information is no longer required, it will be securely deleted, destroyed or anonymised as appropriate.

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13. Keeping Personal Information Secure

Appropriate technical and organisational measures are used to protect personal information against:

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• Unauthorised access

• Accidental loss

• Disclosure

• Alteration

• Destruction

• Misuse

 

Access to children's and other sensitive information will be restricted to people who reasonably require it.

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Where third-party systems are used, reasonable steps will be taken to use reputable providers and appropriate security arrangements.

 

No method of electronic storage or transmission can be guaranteed to be completely secure.

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14. Your Data Protection Rights

Depending upon the circumstances, UK data protection law may give you the right to:

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• Be informed about how your information is used

• Request access to personal information held about you

• Request correction of inaccurate or incomplete information

• Request deletion of information in certain circumstances

• Request restriction of processing

• Object to certain processing

• Request transfer of your information in certain circumstances

• Withdraw consent where consent is relied upon

• Raise concerns about how your information is being handled

 

Not all rights apply in every situation.

 

Where a request concerns information about a child, Mindful Futures for Children will consider who is entitled to exercise the relevant rights, taking account of the child's age, understanding and circumstances.

 

To exercise a data protection right, contact:

hello@mindfulfuturesforchildren.co.uk

 

15. Data Protection Complaints

If you are unhappy with how Mindful Futures for Children has collected, used or protected personal information, you have the right to make a data protection complaint.

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Please contact:

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Mindful Futures for Children
07854222345

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info@mindfulfuturesforchildren.com

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Your complaint will be acknowledged within 30 days.

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Mindful Futures for Children will consider the complaint appropriately and provide a response without undue delay, explaining the outcome and, where appropriate, any action taken.

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You also have the right to raise a concern with the Information Commissioner's Office (ICO).

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The DUAA introduced a new legal duty requiring organisations to facilitate data-protection complaints, acknowledge complaints within 30 days, investigate them appropriately and communicate the outcome. This requirement has applied since 19 June 2026.

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Information Commissioner's Office

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16. Marketing

Submitting an enquiry through the website will not automatically subscribe you to marketing emails.

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Where Mindful Futures for Children wishes to send electronic marketing and consent is required, you will be given a separate opportunity to opt in.

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You can unsubscribe from marketing communications at any time.

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Information relating to a child will not be used for unrelated direct marketing.

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17. Cookies and Website Analytics

This website may use cookies and similar technologies to:

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• Make the website function correctly

• Maintain security

• Remember preferences

• Understand website usage

• Provide analytics

• Support additional functionality

 

Where consent is legally required for a cookie or similar technology, it will not be used until the appropriate consent has been obtained.

 

Some cookies may be permitted without consent under current UK law where the applicable requirements and safeguards are satisfied.

 

More information is available within the website's Cookie Policy and cookie settings.

 

18. Changes to This Privacy Policy

This Privacy Policy will be reviewed regularly and may be updated where there are changes to:

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• The services provided

• The information collected

• Technology or service providers

• Data protection legislation

• ICO guidance

 

The current version will always be published on this website.

 

The ICO recommends reviewing privacy notices at least annually and sooner following significant changes.

 

19. Contact Mindful Futures for Children

For questions about this Privacy Policy, your personal information, exercising your data protection rights or making a data protection complaint, please contact:

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Mindful Futures for Children

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Telephone: 07854222345
Email: info@mindfulfuturesforchildren.com
Website: www.mindfulfuturesforchildren.com