PRIVACY POLICY

Mind Tamers®

Last Updated: 1st November 2025

1. INTRODUCTION

Margaret Sinclair, trading as Mind Tamers® ("I," "me," "my," "we") is committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains how I collect, use, store, and protect your personal information when you:

Visit my website (www.mindtamers.co.uk)

Apply for or participate in my programmes (including EMPOWERED: The Breakthrough Intensive)

Contact me via email, phone, or other communication channels

I am the data controller responsible for your personal data.

This Privacy Policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. INFORMATION I COLLECT

A) Information You Provide Directly

When you apply for a programme, book a discovery call, or contact me, I collect:

Contact Information: Name, email address, phone number, location (city/country)

Business Information: Business name, description, revenue, years in business

Application/Inquiry Details: Information you provide in application forms, questionnaires, or during discovery calls (e.g., your challenges, goals, readiness for the programme)

Payment Information: Payment details necessary to process your investment (processed securely through third-party payment providers)

Session Notes: Notes from our sessions to track progress and provide continuity of care

Communication Records: Emails, voice messages (Voxer), or other correspondence related to our work together

B) Information Collected Automatically (Website)

When you visit my website, I may collect:

Technical Data: IP address, browser type, device information, operating system

Usage Data: Pages visited, time spent on site, referring website

Cookies: Small files stored on your device (see Section 10 below)

3. HOW I USE YOUR INFORMATION

I use your personal data for the following purposes:

Legitimate Business Purposes:

To assess your application and determine if my programme is suitable for you

To deliver the Programme

(scheduling, session delivery, support between sessions)

To communicate with you about the Programme

(reminders, updates, follow-ups)

To process payments

To maintain records for professional and legal compliance

To improve my services

With Your Consent:

To send you marketing communications (newsletters, updates, offers) - you can unsubscribe at any time

To use testimonials or case studies (anonymised or attributed) for marketing purposes

Legal Obligations:

To comply with UK law, including tax, accounting, and professional regulations

To respond to legal requests or protect my legal rights

4. LEGAL BASIS FOR PROCESSING YOUR DATA

Under UK GDPR, I process your personal data based on:

Contract Performance: Processing necessary to deliver the Programme you've enrolled in

Legitimate Interests: Operating my business, improving services, protecting my legal rights

Consent: Marketing communications, use of testimonials (you can withdraw consent at any time)

Legal Obligation: Compliance with UK tax, accounting, and professional requirements

5. HOW LONG I KEEP YOUR DATA

I retain your personal data only as long as necessary for the purposes outlined above, or as required by UK law.

Typical Retention Periods:

Client Records (session notes, correspondence): 7 years from the end of our working relationship (standard practice for therapeutic and coaching work in the UK)

Financial Records (invoices, payment details): 6 years (HMRC requirement for sole traders)

Marketing Contacts: Until you unsubscribe or request deletion

Website Data: Varies by type (see Section 10 - Cookies)

After these periods, your data will be securely deleted or anonymised.

6. WHO I SHARE YOUR DATA WITH

I do not sell or rent your personal data to third parties.

I may share your data with:

Service Providers (Data Processors):

Email providers (e.g., Gmail, email marketing platforms) - to communicate with you

Payment processors (e.g., Stripe, PayPal, bank) - to process payments securely

Website hosting providers (e.g., Go High Level) - to host my website and forms

Cloud storage providers (e.g., Google Drive, Dropbox) - to store session notes and records securely

Scheduling tools (e.g., Google) - to manage appointments

All third-party providers are required to protect your data and use it only for the purposes I specify.

Legal Requirements:

I may disclose your data if required by UK law, court order, or to protect my legal rights or the safety of others.

7. INTERNATIONAL TRANSFERS

Some of the third-party services I use (e.g., email providers, cloud storage) may store data outside the UK/EEA.

I ensure that:

Transfers are made to countries with adequate data protection laws, OR

Appropriate safeguards are in place (e.g., Standard Contractual Clauses, provider certifications)

Your data is always protected to UK GDPR standards, regardless of location.

8. YOUR RIGHTS UNDER UK GDPR

You have the following rights regarding your personal data:

Right of Access

Request a copy of the personal data I hold about you.

Right to Rectification

Request correction of inaccurate or incomplete data.

Right to Erasure ("Right to be Forgotten")

Request deletion of your data (subject to legal obligations, e.g., financial record retention).

Right to Restrict Processing

Request that I limit how I use your data in certain circumstances.

Right to Data Portability

Request a copy of your data in a structured, commonly used format.

Right to Object

Object to processing based on legitimate interests or for marketing purposes.

Right to Withdraw Consent

Withdraw consent for marketing or testimonial use at any time (does not affect prior processing).

To exercise any of these rights, contact me at: [email protected]

I will respond within one month of your request.

9. DATA SECURITY

I take data security seriously and implement appropriate measures to protect your personal data, including:

Secure storage: Password-protected devices, encrypted cloud storage

Limited access: Only I have access to your personal data (no staff or third parties unless necessary and authorised)

Secure communication: Encrypted email and secure messaging platforms

Regular backups: To prevent data loss

However, no method of transmission or storage is 100% secure. While I take all reasonable precautions, I cannot guarantee absolute security.

If a data breach occurs that poses a risk to your rights, I will notify you and the ICO (Information Commissioner's Office) as required by UK law.

10. COOKIES & WEBSITE TRACKING

What Are Cookies?

Cookies are small text files stored on your device when you visit a website.

How I Use Cookies:

Essential Cookies (Strictly Necessary):

Required for the website to function (e.g., security, session management)

You cannot disable these without affecting website functionality.

Analytics Cookies (Optional):

Help me understand how visitors use my website (e.g., Google Analytics)

Used to improve user experience

You can opt out of these (see below)

Marketing Cookies (Optional):

Used to show relevant content or ads based on your interests

You can opt out of these (see below)

Managing Cookies:

You can control cookies through your browser settings:

Accept all cookies

Reject non-essential cookies

Delete cookies after visiting

Disabling cookies may affect website functionality.

For more information on managing cookies, visit: www.aboutcookies.org

11. THIRD-PARTY LINKS

My website may contain links to third-party websites (e.g., social media, resources).

I am not responsible for the privacy practices of third-party sites. Please review their privacy policies before providing any personal data.

12. CHILDREN'S PRIVACY

My services are not intended for individuals under 18 years of age.

I do not knowingly collect personal data from children. If I become aware that a child's data has been collected, I will delete it promptly.

13. CHANGES TO THIS PRIVACY POLICY

I may update this Privacy Policy from time to time to reflect changes in my practices or legal requirements.

Any changes will be posted on this page with an updated "Last Updated" date.

If significant changes are made, I will notify you via email (if you are a client or on my mailing list).

Continued use of my services after changes constitutes acceptance of the updated Privacy Policy.

14. CONTACT & COMPLAINTS

Questions or Concerns?

If you have any questions about this Privacy Policy or how I handle your data, please contact me:

Margaret Sinclair, Mind Tamers®
Email: [email protected]
Website: www.mindtamers.co.uk

Right to Complain:

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

ICO Contact:
Website: www.ico.org.uk
Phone: 0303 123 1113
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF