Privacy Policy

Introduction to our Privacy Policy 

Mylen Limited (t/a Mentoring Minds Tutors) (“Mentoring Minds”) is a company registered in England and Wales (registration number 15559840) the address of our registered office is Suite A 82 James Carter Road, Mildenhall, Suffolk, United Kingdom, IP28 7DE. 

Policy Aims 

Mentoring Minds is committed to being transparent about how it collects and uses the personal data of its students and parents and to meeting its data protection obligations. This policy sets out the organisation’s commitment to data protection, and individual rights and obligations in relation to personal data. 

Mentoring Minds is committed to complying with data protection legislation and good practice including: 

• Processing personal information only where this is strictly necessary for legitimate organisational purposes 
• Collecting only the minimum personal information required for these purposes and not processing excessive personal information 
• Providing clear information to individuals about how their personal information will be used and by whom 
• Only processing relevant and adequate personal information 
• Processing personal information fairly and lawfully 
• Maintaining an inventory of the categories of personal information processed by Mentoring Minds 
• Keeping personal information accurate and, where necessary, up to date 
• Retaining personal information only for as long as is necessary for legal or regulatory reasons or, for legitimate organisational purposes 
• Respecting individuals’ rights in relation to their personal information, including their right of subject access 
• Keeping all personal information secure 

Responsibilities under the General Data Protection Regulation (GDPR) 

• Mentoring Minds is a Data Controller and occasionally a processor under the GDPR. 
• If you have any questions about this privacy notice or how we handle your personal information please contact mentoringmindstutors@gmail.com. 
• Compliance with data protection legislation is the responsibility of all at Mentoring Minds who process personal information.

The Kind of information we hold about you: 

As a tuition provider, Mentoring Minds is responsible for the personal information it handles in order to deliver our service. This information is only used for delivering tuition and for safeguarding purposes. 

When you express interest in Mentoring Minds and you confirm you would like to benefit from Mentoring Minds tuition, we will collect and process the following data from you: 

• your name 
• your address
• email address which will be used to send you a confirmation email 
• contact telephone numbers which will be used to communicate with you about the lessons
• your child’s name, age, school and reason for interest in tuition 
• your child’s medical conditions, allergies, special education needs and any other information about their neurological condition

You should notify Mentoring Minds of any changes in circumstances to enable personal records to be updated accordingly. 

How we will use information about you 

We need the above categories of information primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases we may use your personal information to pursue legitimate interests, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below. 

• For the purpose of delivering tuition and for improving that tuition service; 
• To safeguard students' health and welfare and provide appropriate pastoral care;  
• For the purposes of management planning and forecasting, research and statistical analysis  
• To carry out or cooperate with any complaints
• Where otherwise reasonably necessary for Mentoring Minds’ purposes, including to obtain appropriate professional advice and insurance.  
• To enable relevant authorities to monitor our performance and to intervene or assist with incidents as appropriate.  
• To escalate and investigate safeguarding concerns.  

In addition, we will on occasion need to process special category personal data in accordance with rights or duties imposed on it by law, including as regards safeguarding, or from time to time by explicit consent where required. These reasons will include: 

• To safeguard students’ welfare and provide appropriate pastoral (and where necessary, medical) care, and to take appropriate action in the event of an emergency, incident or accident, including by disclosing details of an individual's medical condition or other relevant information where it is in the individual's interests to do so: for example for medical advice, for social protection, safeguarding, and cooperation with police or social services;  
• To provide educational services in the context of any special educational needs of a student 

Who will your personal information be shared with? 

For the most part, personal data collected by us will remain us, and will be processed by appropriate individuals only in accordance with access protocols (i.e. on a ‘need to know’ basis). 

Occasionally, we will need to share personal information relating to students and parents with third parties, such as: 

• Your data may be shared with our service providers (for example, suppliers who develop or host our services) in which case we will require them to implement appropriate technical and organisational measures to meet the requirements of applicable law. 

Access to sensitive data 

Particularly strict rules of access apply in the context of “special category” data, most notably: medical records

Upon termination of the lessons your data will be stored safely and securely. We will retain your personal data for a minimum of 2 years and a maximum of 3 years following cancellation of your studentship to comply with relevant safeguarding bodies regulations. 

Medical data: We need to process such information to comply with statutory duties and to keep students and others safe, but Mentoring Minds will ensure only authorised staff can access information on a need‐to‐know basis. Express consent will be sought where appropriate. 

However, a certain amount of any SEND member’s relevant information will need to be provided to staff more widely in the context of providing the necessary care and education that the student requires. 

How long we keep personal data 

Data protection principles 

All processing of personal data is done in accordance with the following data protection principles of the Regulation, and Mentoring Minds’ policies and procedures are designed to ensure compliance with them. These are: 

1. Personal data must be processed lawfully, fairly and transparently 

The GDPR introduces the requirement for transparency whereby the controller has transparent and easily accessible policies relating to the processing of personal data and the exercise of individuals’ “rights and freedoms”. Information must be communicated to the data subject in an intelligible form using clear and plain language. 

The specific information that must be provided to the data subject must as a minimum include: 

• the purposes of the processing for which the personal data are intended as well as the legal basis for the processing 
• the period for which the personal data will be stored 
• the existence of the rights to request access, rectification, erasure or to object to the processing 
• the categories of personal data concerned 
• the recipients or categories of recipients of the personal data, where applicable 
• any further information necessary to guarantee fair processing 

2. Personal data can only be collected for specified, explicit and legitimate purposes 

Data obtained for specified purposes 

3. Data subjects’ rights 

Data subjects have the following rights regarding data processing, and the data that is recorded about them: 

• To make subject access requests regarding the nature of information held and to whom it has been disclosed. 
• To prevent processing likely to cause damage or distress. 
• To prevent processing for purposes of direct marketing. 
• To be informed about the mechanics of automated decision‐taking process that will significantly affect them. 
• Not to have significant decisions that will affect them taken solely by automated process. 
• To sue for compensation if they suffer damage by any contravention of the GDPR. 
• To take action to rectify, block, erased, including the right to be forgotten, or destroy inaccurate data. 
• The right for personal data to be provided to them in a structured, commonly used and machine‐readable format, and the right to have that data transmitted to another controller. 
• The right to object to any automated profiling without consent. 

4. Right to be forgotten 

Data Subjects who wish to exercise their right to be forgotten can request this by contacting mentoringmindstutors@gmail.com.  

5.Complaints 

Data Subjects who wish to complain to Mentoring Minds about how their personal information has been processed may lodge their complaint directly by email to mentoringmindstutors@gmail.com.

6.Consent 

Mentoring Minds understands ‘consent’ to mean that it has been explicitly and freely given, specific, informed and unambiguous indication of the data subject’s wishes by which they by statement, or by a clear affirmative action, signifies agreement to the processing of personal data relating to them. The consent of the data subject can be withdrawn at any time. 

7.Security of data 

All Employees are responsible for ensuring that any personal data which Mentoring Minds holds and for which they are responsible, is kept securely and is not under any conditions disclosed to any third party unless that third party has been specifically authorised to receive that information and has entered into a confidentiality agreement. Manual records may not be left where they can be accessed by unauthorised personnel and may not be removed without explicit authorisation. As soon as manual records are no longer required for day‐to‐day studentship support, they should be archived. 

8.Rights of access to data 

Data subjects have the right to access any personal data (i.e. data about them) which is held in electronic format and manual records which form part of a relevant filing system.
To obtain a copy of the personal information we hold about you, please email mentoringmindstutors@gmail.com 

If you would like to contact us about any aspect of this Privacy Policy, please email mentoringmindstutors@gmail.com