Privacy Policy
Privacy Notice
All Minds Support | Students, website visitors and practitioner enquiries
This notice explains what personal information All Minds Support collects, why it is used, how it is protected and the choices and rights you have. It applies to website enquiries, prospective and current students, DSA/NMH support, and people who contact All Minds about potential practitioner work.
1. Who is responsible for your information?
All Minds Support is a sole-trader education support service based in Lancaster, UK. For the personal information covered by this notice, All Minds Support will normally act as the data controller.
Privacy enquiries can be sent to james.allminds@gmail.com. Website: allmindssupport.co.uk.
2. What information may be collected?
contact details, such as your name, email address and telephone number;
information you provide in website enquiries, emails or other correspondence;
course, university, funding and DSA/NMH information needed to arrange and administer support;
appointment, attendance, invoicing and authorised-hours information;
proportionate session notes and agreed actions relevant to the support being provided;
information about disability, health or support needs where this is necessary to provide the service;
for prospective practitioners, information about qualifications, professional memberships, experience, DBS status and availability.
3. Why is your information used?
Personal information is used only where there is a clear purpose, including to:
respond to enquiries and take steps requested before support begins;
arrange, deliver and review specialist study-skills or mentoring support;
communicate with you about appointments and practical arrangements;
evidence and administer DSA/NMH-funded support, including invoicing and audit requirements;
meet professional, safeguarding, legal, insurance and accounting obligations;
consider expressions of interest from suitably qualified practitioners and, where agreed, retain their details for possible future opportunities.
4. Lawful bases
Depending on the purpose, All Minds Support may rely on one or more lawful bases under UK data-protection law:
Contract / steps before a contract - where information is needed to respond to a request or provide an agreed service.
Legal obligation - where information must be kept or used to meet a legal requirement.
Legitimate interests - for proportionate business administration, service management, security, record-keeping and responding to professional enquiries, where those interests are not overridden by your rights.
Consent - where consent is specifically requested and is an appropriate basis for the particular use.
The lawful basis may differ according to the activity. Consent is not treated as the basis for every aspect of DSA/NMH support simply because a website contact form contains a consent checkbox.
5. Disability, health and other sensitive information
Information concerning health or disability is special category data and receives additional legal protection. All Minds Support will collect and use it only where it is necessary and proportionate for the support or another clearly identified purpose.
Before processing special category data, All Minds Support will identify and document both an appropriate Article 6 lawful basis and an applicable Article 9 condition. Where explicit consent is the appropriate Article 9 condition, it will be requested separately and clearly. Where another lawful condition applies, that condition will be documented.
6. Where information comes from
Information will usually come directly from you. Where relevant to funded support, information may also be received from organisations involved in arranging or funding your support, such as a funding body, university disability service, needs assessor or another authorised provider.
7. Who information may be shared with
Information is not sold. It may be shared only where reasonably necessary with:
your DSA funding body, university or other organisation involved in authorising, arranging, evidencing or paying for your support;
an authorised All Minds Support practitioner where they need the information to provide your support;
professional advisers, insurers, accountants or secure service providers where necessary;
safeguarding, emergency, regulatory or legal bodies where disclosure is required or justified.
Only information relevant to the particular purpose should be shared. All Minds Support does not routinely share the content of support sessions with family members, tutors or universities without an appropriate reason or your agreement.
8. How information is kept secure
All Minds Support uses reasonable technical and organisational measures appropriate to a small professional practice. These include access controls, password-protected accounts, secure devices and data minimisation. Access to student information is limited to people who need it for an authorised purpose.
No method of electronic storage or communication can be guaranteed to be completely risk-free. Security arrangements will be reviewed as the service develops, particularly before additional practitioners are given access to student information.
9. How long information is kept
Information is kept only for as long as it is reasonably needed for the purpose for which it was collected and for any relevant legal, funding, professional, insurance or accounting requirements. Different records may therefore have different retention periods.
Routine enquiries that do not lead to support will be deleted when they are no longer needed. Practitioner expressions of interest will be retained only where the individual has agreed to this and while there is a reasonable prospect of future contact. A documented retention schedule will be used as All Minds Support's direct caseload develops.
10. Your data-protection rights
Depending on the circumstances, you may have rights to:
ask for access to your personal information;
ask for inaccurate information to be corrected;
ask for information to be erased or processing to be restricted in certain circumstances;
object to certain processing;
receive certain information in a portable format;
withdraw consent where processing is based on consent.
These rights are not absolute and may depend on the lawful basis and circumstances. To make a request, contact All Minds Support using the details above.
11. Concerns and complaints
If you have a concern about how your personal information is being handled, please contact All Minds Support first so that the issue can be considered and, where possible, resolved.
You also have the right to complain to the UK Information Commissioner's Office (ICO). Current information about data-protection rights and how to raise a concern is available at ico.org.uk.
12. Changes to this notice
This notice will be reviewed as All Minds Support develops, and earlier if services, systems or legal requirements change materially. The current version will be made available on the All Minds Support website.