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Privacy Policy

Calling All Minds Privacy and Data Protection Notice 

Last Reviewed: May 2025 
Reviewed By: Victoria Sharma, Director  

 Next Review: May 2026 

 

We, Calling All Minds, are committed to protecting your personal data. This notice explains what data we collect, how we use it, and how we store it securely. If you have any questions or need further information, please contact our Data Protection Officer at hello@callingallminds.com. 

 

What Data Do We Collect? 

We may collect the following types of personal data: 

  • Website and Analytics Data: If you use our websites, your browser may send us data such as your IP address, browser type, operating system, pages visited, and timestamps. 

  • Newsletter Sign-Ups and Event Registrations: We collect your email address and information about how you signed up (e.g., via our website or an event). 

  • Participants and Learners: If you engage with our mentoring or support services, we may collect: 

  • Name, contact details (email, phone, address) 

  • Consent-based information provided by you or referring organisations (e.g., schools, funding bodies), including potentially sensitive data related to your needs or disabilities 

  • Feedback or communications shared via forms, emails, or phone 

  • Session dates, attendance, and review notes (e.g., Individual Learning Reviews) 

  • Partners and Support Staff: If you're involved in delivering services through Calling All Minds, we may store: 

  • Your name, contact details, and, where applicable, timesheets and session logs 

 

How We Use Your Data 

  • To Provide Support: Information is used to coordinate and deliver tailored mentoring, training, or group support. 

  • To Communicate: We use contact details to keep you updated or arrange sessions based on your preferences (e.g., email, phone, SMS). 

  • To Improve Our Services: We analyse feedback and usage data (in anonymised form) to evaluate and enhance our services. 

  • To Meet Legal and Operational Obligations: This includes maintaining accurate financial and service delivery records. 

Personal data will only be shared with individuals who need access to provide the agreed support, such as your mentor, trainer, or a partner organisation. Any sensitive or identifiable data will only be shared with your consent, unless required by law. 

 

How We Store and Retain Your Data 

Your data is stored securely in systems including [insert platforms, e.g., Microsoft 365, One Cloud, encrypted cloud storage]. All systems are GDPR-compliant and ensure encryption at rest and in transit. 

We only retain personal information for as long as necessary: 

  • Participant records may be kept until a person turns 21 (for minors) 

  • Financial records are retained for 7 years 

  • Session and training data is kept as long as needed for quality assurance or legal requirements 

Where possible, we anonymise or delete data earlier if no longer needed. 

 

Your Rights 

Under data protection law, you have the right to: 

  • Access the data we hold about you 

  • Request correction or erasure of your data 

  • Restrict or object to processing 

  • Withdraw consent at any time (note: this does not affect prior lawful use) 

If you would like to exercise any of these rights, please contact us at [Insert contact email]. 

 

Complaints and Contact 

We take your privacy seriously and aim to address any concerns promptly. Please email hello@callingallminds.com with any questions or concerns. 

If you’re not satisfied with our response, you can contact the UK’s Information Commissioner’s Office at ico.org.uk/livechat or call 0303 123 1113. 

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