Last updated: 19 May 2025

1. Who We Are

Resilient Minds Midlands
resilientmindsmidlands@outlook.com
Data Controller: Jessica Truman
ICO Registration Number: TBC

2. What Personal Data We Collect

We may collect and process the following types of data:
- Parent/Guardian contact details (name, phone number, email, address)
- Child’s basic information (name, gender, age, address, school/college (if relevant), GP practice, health or support needs)
- Session notes and communication records
- Website usage data (cookies, IP address, browser type, etc.)
We do not collect more data than necessary and ensure that it is appropriate for the child-centred nature of our services.

3. How We Use Personal Data

We use the personal data we collect for the following purposes:
- To provide counselling services to children and support to parents/guardians
- To communicate with parents/guardians regarding appointments and care plans
- To maintain accurate records in accordance with legal and professional obligations
- To improve our services and ensure website functionality
- To comply with our legal and regulatory obligations

4. How We Store and Protect Data

We store personal data securely using encrypted systems and password protection. Access is restricted to authorised staff only. We retain data only for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying legal, accounting, or reporting requirements.

5. Cookies and Website Tracking

Our website uses cookies to understand how visitors use our site and to enhance user experience. You can choose to disable cookies through your browser settings, although this may affect some site functionality.
Types of cookies we use:
- Essential cookies for site security and accessibility
- Performance cookies to track site usage anonymously

6. Third-Party Services

We may use trusted third-party services to support our operations (e.g., secure online booking systems, cloud storage, or website analytics). These third parties are contractually required to safeguard personal data and act only in accordance with our instructions.

7. Safeguarding and Legal Obligations

We are committed to maintaining confidentiality and only sharing personal data when absolutely necessary. However, there are specific circumstances in which we may need to share information without your consent:

- If we believe a child or another individual is a risk of significant harm
- If we are required to do so by law, court order, or regulatory authority

- If sharing is necessary to prevent or detect a crime, or to protect someone’s life
In all such cases, we will only share the necessary information, and where appropriate and safe to do so, we will aim to discuss this with the parent or guardian beforehand. Safeguarding and legal duties always take precedence over confidentiality.

8. Your Data Protection Rights

Under UK data protection laws, you have the following rights:
- The right to access the personal data we hold about you or your child
- The right to request correction of inaccurate or incomplete data
- The right to request erasure of your data (where legally permissible)
- The right to object to or restrict data processing
- The right to data portability
- The right to withdraw consent at any time (if consent was the basis for processing)

To exercise any of these rights, please contact us at resilientmindsmidlands@outlook.com If you are not satisfied with our response, you may contact the Information Commissioner’s Office (ICO).