Privacy Policy

This privacy policy sets out how Emotionally Healthy Minds uses and protects any information collected by Emotionally Healthy Minds through use of this website or other communications.

At Emotionally Healthy Minds CIC, we aim to always protect your data and privacy. This is in line with the GDPR (General Data Protection Regulation), Data Protection Act 2018, which controls how your personal information is used by businesses.

Our policy sets out the online and face to face practices we use with regards to how your information is collected and used.

To make this policy easy to find, it is available on our website, or if you have requested a copy, when visiting our premises.

Please read the following carefully. If any changes are made to this policy, we will notify you by updating this policy via our website.

What Information Do We Collect?

We may collect and process the following data about you in the following ways:

Information that you provide by filling in the contact form on our website.
If you contact us (by letter, email or WhatsApp), we may keep a record of that correspondence.
Details of any invoices or receipts we provide you regarding tutoring, coaching, counselling, training or consultancy sessions.
Any payments or transactions you provide us with regards to tutoring, coaching, counselling, training or consultancy sessions.
Details of your visits to Emotionally Healthy Mind’s sites.
Information you may provide us with regarding emergency contact phone numbers or addresses.
Mobile phone numbers given to provide tutoring, coaching and counselling information via texting or on messaging platforms such as WhatsApp.
Information about your child/student or yourself with regards to tutoring, coaching and counselling sessions.
Email addresses deemed necessary for access onto online platforms such as Zoom.

How We Use Your Information

We use your data for the following purposes:

Your name and address: When you put forward a query on our website or if you wish to comment on our blogs.
Email address: This may be to send you the following: confirmation of a session, sending invoices, sending receipts, for the delivery of online sessions via Zoom or on other online platforms.
We would also use your email address to send you blog updates if you have requested to opt in to receive this information or updates regarding any unforeseen situation with regards to sessions either face to face or online.
Your phone number: To send you texts or messages via WhatsApp regarding sessions. We may also use your number to contact you if there are any queries about a session for your child/student. We will never use your phone number for any other purpose.

We will not share your information with any outside parties or other companies.

Newsletter And Marketing Material

At Emotionally Healthy Minds, we want to make sure that we only contact you if you want to hear from us. Ticking the box to opt-in or adding your email address to our newsletter request form or feedback form will mean that you are signed up to receive our emails.

If you have previously agreed to us using your personal information for direct marketing purposes and communications, you may change your mind at any time by writing to us or emailing us at admin@emotionallyhealthyminds.com.

How Your Data Is Stored

At Emotionally Healthy Minds, only data that is deemed necessary and essential to our business will be stored. We will ensure that all stored data is protected from unauthorised access and data breaches.

Where And What Is Stored

We are committed to ensuring that your information is managed and stored securely. To prevent unauthorised access or disclosure, we have put in place the following procedures for storing your data:

Paper records: All our paper records are stored on site and will be kept in our filing cabinet which is secure and locked daily when not in use.
Portable electronic devices (e.g. laptops, tablets): all portable electronic devices are password protected and any information stored on these devices are stored on hard drives that are encrypted.
Cloud based management and payment systems: all data contained on these systems is only accessible to relevant staff, is password protected and accessed on secure electronic devices.
Papers containing personal data/emergency contact information (for example student and client lists): paperwork containing personal data will not be left unattended and in sight at any time to other clients or students.
Display of students work: any display of a student’s work shown within the learning area or on social media will only show the student’s first name, or initials, or the initials of their surname. If student’s work is displayed on any social media website, written and verbal permission will be sought from the parent/client (or the student if over the age of 13 years old) to ensure that Emotionally Healthy Minds have their consent to do this.

Links To Other Websites

Our website contains links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide while visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

How We Use School and Organisation Contact Details

We may collect and use the professional contact details of school staff where we have delivered training, discussed services or visited your organisation. We process this information under our legitimate interests to communicate about the activity you engaged with and to provide relevant follow up information.

We only use professional contact details for communications that are relevant to your role or to services previously discussed. You can ask us to stop contacting you at any time by replying to any email or by contacting us at admin@emotionallyhealthyminds.com.

We do not share school staff contact details with third parties for marketing purposes.

Last updated: April 2026.