Privacy Notice
Last updated: September 2026
The Re:Minds Group CIC respects your privacy and takes the protection of personal information seriously.
Families often share sensitive information with us when asking for advice, support or access to our services. We understand the trust involved and aim to use personal information fairly, lawfully, securely and only where it is needed.
This Privacy Notice explains what information we collect, why we use it, how long we keep it, who we may share it with and your rights under data protection law.
1. Who we are
The Re:Minds Group CIC is a Community Interest Company registered in England and Wales.
Company number: 12546722
Registered office:
Room 6
St James Road Methodist Church
St James Road
Shirley
Southampton
SO15 5HE
For data protection purposes, The Re:Minds Group CIC is the data controller where we decide how and why personal information is used.
For questions about this Privacy Notice or the way we use personal information, please contact:
Please use “Data Protection” in the subject line where possible.
2. What personal information we collect
The information we collect depends on your relationship with Re:Minds and the services you use.
We may collect your name, address, email address, telephone number and other contact information.
We may record information about the support, courses, groups, clinics or other Re:Minds services you have enquired about or used.
Where relevant to the support being provided, we may also collect information about your family circumstances and information about a child or young person you care for.
This may include their name, age or date of birth, education, additional needs, disability, neurodivergence, mental health, physical health, SEND needs and information about services or professionals involved with the family.
We may retain correspondence with you, including emails and records of advice or support provided.
We may also collect information provided through forms, course registrations, referrals, feedback, evaluations or surveys.
If you subscribe to our newsletter, we will hold the contact information and preferences needed to send it to you.
If you make a donation, we may receive information about your donation from the organisation processing it.
Our website may also collect technical information through cookies and similar technologies. More information about this is available in our Cookie Notice.
3. How we collect information
Most personal information is provided directly by you.
You may provide information when you contact Re:Minds, request one to one support, complete a course or service form, register for an activity, attend a clinic, join a service, provide feedback, subscribe to our newsletter or otherwise communicate with us.
We use Google Forms for some course registrations and administrative purposes.
We also use paper forms where appropriate. Where information from a paper form needs to become part of a person's Re:Minds record, the information may be uploaded to CharityLog. Once we are satisfied that it has been transferred correctly and the original paper record is no longer required, the paper record is securely destroyed.
We may sometimes receive information from another organisation or professional, for example where you have asked them to make a referral, have agreed to information being shared, or there is another lawful reason for the information to be provided to us.
4. Why we use personal information
We use personal information where it is necessary to operate Re:Minds and provide our services.
This includes responding to enquiries, providing information and advice, delivering one to one support, arranging courses, workshops and groups, managing registrations and referrals, arranging advice clinics, maintaining appropriate records, communicating with families and professionals, monitoring and evaluating services, improving what we provide, meeting funding or commissioning requirements, handling donations, responding to complaints, maintaining security and meeting safeguarding, legal and regulatory responsibilities.
We only use personal information for purposes that are compatible with the reason it was collected unless the law permits or requires another use.
5. Our lawful bases
Data protection law requires us to identify a lawful basis for using personal information.
Depending on the circumstances, Re:Minds may rely on consent where you have actively agreed to a particular use of your information.
We may rely on legitimate interests where the processing is reasonably necessary to operate Re:Minds, provide support, maintain appropriate service records, communicate with people using our services, improve those services or protect the organisation and the people we support. Where we rely on legitimate interests, we consider whether our interests are overridden by your rights and interests.
We may rely on contract where processing is necessary to provide a service you have requested or to take steps at your request before entering into an agreement.
We may rely on legal obligation where processing is necessary for us to comply with the law.
In exceptional situations, we may rely on vital interests where using or sharing information is necessary to protect someone's life.
For our newsletter and other optional electronic marketing sent to individual subscribers, we normally rely on consent.
6. Health information and other special category data
Some information processed by Re:Minds is classed as special category personal data and receives additional protection under data protection law.
This includes information about physical or mental health, disability and other health related information.
Re:Minds will only process this information where we have both a lawful basis under Article 6 of the UK GDPR and an additional condition permitting the use of special category information under Article 9.
Depending on the circumstances, this may include your explicit consent.
Where the legal requirements are met, we may also process special category information where it is necessary for reasons of substantial public interest under Article 9(2)(g) of the UK GDPR and an applicable condition in Schedule 1 of the Data Protection Act 2018.
This may include the condition relating to support for individuals with a particular disability or medical condition where the statutory requirements for that condition are satisfied.
For safeguarding matters, the condition relating to safeguarding children and individuals at risk may apply where the legal requirements are satisfied.
In a genuine emergency, other legal conditions may apply where information needs to be used to protect someone's vital interests.
We will not collect or use sensitive information simply because it might be useful in the future. It must be relevant to a genuine purpose.
7. Information about children and young people
A significant part of Re:Minds' work involves supporting parents and carers of children and young people.
We may therefore hold information about a child or young person even where our primary relationship is with their parent or carer.
We recognise that children's personal information requires particular protection.
We aim to collect only information that is relevant and proportionate to the service, support or safeguarding purpose involved.
Where appropriate, we will take account of the child's or young person's age, understanding, rights and best interests when deciding how their information should be used.
8. CharityLog
Re:Minds uses CharityLog as its principal system for managing records relating to people and families using our services.
Relevant contact information, service information, correspondence, support records, referral information and other information needed to provide or record our services may be stored within CharityLog.
Access is restricted to staff or other authorised people who require access for their role.
We do not give people access to CharityLog merely because they work or volunteer with Re:minds.
9. Google Forms and paper records
We use Google Forms for some course registrations, enquiries and related administration.
When you complete one of these forms, information is processed using Google's services.
We aim to ask only for information reasonably necessary for the particular course or activity.
Where information collected through a Google Form needs to form part of an individual's continuing Re:Minds record, relevant information may be transferred to CharityLog.
Information remaining within Google Forms should be deleted when it is no longer reasonably required for the purpose for which it was collected.
Where paper forms need to form part of a person's record, they may be securely uploaded to CharityLog. Once the transfer has been checked and the original is no longer required, the paper copy will be securely destroyed.
10. Social media support and monitoring
Re:Minds provides information, advice and support through social media, including Facebook.
People may contact us directly, comment on posts, participate in groups or post anonymously where the platform allows this.
Where a person receiving support through social media is already known to Re:Minds and has an existing CharityLog record, we may record relevant details of the contact, the issue raised and the information, advice or support provided as part of their existing Re:Minds support record.
We only record information that is relevant and necessary for providing or maintaining an appropriate record of that support.
Where the person is not already known to Re:Minds, or where a post is anonymous, we may still record the contact on CharityLog for service monitoring, evaluation and reporting to our commissioners.
In these circumstances, we record the general nature of the issue or enquiry and the information, advice or response provided. We do not record the person's name, Facebook profile, username or other identifying details where these are not required.
We also aim to avoid including unnecessary information about the person's circumstances that could identify them or their family.
Where someone posts anonymously and Re:Minds does not know their identity, we do not attempt to identify them for the purpose of recording or monitoring the support provided.
Information supplied to commissioners for service monitoring and reporting will normally be anonymised or aggregated so that individual people and families cannot be identified.
There may be circumstances where information needs to be recorded or handled differently, for example where there is a safeguarding concern, a serious risk of harm, a complaint or another legal reason to retain or share information. In those circumstances, we will only record or share information that is necessary and lawful.
Facebook and other social media platforms also process information when people use their services. Their processing is governed by their own privacy information and settings.
11. Who we share personal information with
We do not sell personal information.
We may share information where this is necessary, proportionate and lawful.
Depending on the circumstances, this may include health, education, SEND or other professionals involved in providing support.
It may include professionals delivering a clinic or service with Re:Minds, such as specialist health professionals or legal advisers, where information is needed to arrange or provide that service.
We may share information with commissioners or funders where this is required for legitimate monitoring, reporting or contractual purposes. Wherever reasonably possible, reporting information is anonymised or aggregated so that individual families cannot be identified.
We use organisations that provide systems and services to us, including CharityLog, Google, Wix and providers of email, communications and information technology services. These organisations may process personal information on our behalf.
We may also disclose information where required by law, in connection with safeguarding, to protect someone's vital interests, to establish or defend legal rights, or where another lawful basis for disclosure applies.
We will not routinely disclose identifiable information to another organisation merely because that organisation works with Re:Minds.
12. Working with other organisations
Some Re:Minds activities are delivered with external professionals or partner organisations.
In some circumstances, an external organisation may act as a separate data controller because it decides independently how and why it uses personal information.
Where this is relevant to a particular service, we will provide appropriate information about the arrangement or direct you to the organisation's own privacy information.
13. Newsletter and other updates
We send newsletters and similar updates to people who have chosen to subscribe.
Many subscribers are professionals, although other people may also subscribe.
Where we rely on consent, subscribing is optional and you can withdraw that consent at any time.
Every electronic marketing message will provide a straightforward way to unsubscribe.
If you unsubscribe, we will stop sending you the relevant marketing communications.
We may retain a minimal suppression record containing information such as your email address and the fact that you opted out. This is not for continuing to contact you. It helps us make sure that your decision is respected and that you are not accidentally added back to a mailing list.
Emails that are necessary to administer a service you are using, such as information about a course for which you have registered, are service communications rather than optional marketing.
14. Donations
Donations promoted through the Re:Minds website may be processed and administered by the National Funding Scheme, operating as DONATE.
Information you provide directly to a payment or donation provider is also subject to that provider's privacy arrangements.
Where Re:Minds receives personal information about a donation, we may use it to administer the donation, maintain appropriate financial records, communicate with donors where appropriate and comply with our legal obligations.
15. Our website, cookies and external services
Our website is hosted using Wix.
The website uses cookies and similar technologies. Some are necessary for the website to work correctly. Other technologies may require your consent before they are used.
You can manage your choices through the cookie controls on our website.
More information is available in our Cookie Notice.
Our website may also contain content or links involving external providers such as YouTube, Facebook and other organisations.
When you use an external service, that organisation may process personal information under its own privacy arrangements.
16. Use of services based outside the UK
Re:Minds does not routinely send personal information overseas.
However, some of the technology providers we use, including Wix and Google, operate internationally. This means that some information may be processed or accessed outside the United Kingdom as part of providing their services.
Where this happens, we use established service providers that are required to have appropriate protections in place for personal information in accordance with UK data protection law.
Our main CharityLog records are hosted in the United Kingdom.
You can contact us if you would like more information about how a particular service provider processes personal information.
17. How long we keep information
We do not keep identifiable personal information indefinitely or simply because it might be useful one day.
For core records relating to people and families who use Re:Minds services and which are held within CharityLog, our normal retention period is seven years following the person's or family's last meaningful contact with Re:Minds.
If a person or family returns to Re:Minds or continues receiving support, the retention period will normally run from the most recent meaningful contact.
The seven year period supports continuity where families return to Re:Minds and allows us to maintain an appropriate history of the advice, support and services we have provided.
It also enables us, where necessary, to deal appropriately with safeguarding matters, complaints, insurance issues, legal matters, commissioning requirements and questions about services previously provided.
Not every piece of information will be kept for seven years.
Temporary administrative information, duplicate records and information that no longer serves a genuine purpose should be deleted sooner.
Google Form responses used for course or administrative purposes will be kept only for as long as reasonably necessary for that purpose. Where relevant information has been transferred into CharityLog, the original form information should be deleted when it is no longer needed.
Paper records that have been securely transferred to CharityLog will normally be securely destroyed once the transfer has been checked and the original is no longer required.
Newsletter information will normally be retained while you remain subscribed. If you unsubscribe, we may retain a minimal suppression record so that we can respect your decision.
Financial records will be kept for the periods required by applicable accounting, tax or other legal requirements.
Some information may need to be kept for longer than the normal period where there is a specific and documented safeguarding, legal, regulatory, insurance, contractual, commissioning or other legitimate reason.
At the end of the relevant retention period, information will be reviewed and securely deleted, destroyed or anonymised unless there is a justified reason for retaining it for longer.
18. Keeping personal information secure
We take reasonable technical and organisational measures to protect personal information against accidental loss, destruction, misuse, alteration, unauthorised access or disclosure.
Access to personal information is limited according to role and need.
Staff and volunteers who handle personal information are expected to maintain confidentiality and follow Re:Minds policies and procedures.
Where appropriate, we use access controls and other security measures within the systems we use.
19. Do you have to provide information to us?
You are not generally required to provide personal information to Re:Minds.
However, we may need certain information in order to provide a particular service, respond to an enquiry, register you for a course or arrange support safely and appropriately.
If you choose not to provide information that is reasonably necessary for a service, we may not be able to provide that service or may be limited in the support we can offer.
We will not ask for sensitive information merely as a condition of accessing a service where that information is not genuinely required.
20. Your data protection rights
Depending on the circumstances and the lawful basis being used, you may have the right to ask for access to personal information we hold about you.
You may have the right to have inaccurate information corrected.
You may have the right to ask for personal information to be erased.
You may have the right to ask us to restrict how information is used.
You may have the right to object to processing based on legitimate interests.
You have an absolute right to object to personal information being used for direct marketing.
Where processing is based on consent, you have the right to withdraw your consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.
In some circumstances you may also have a right to data portability.
These rights do not all apply in every situation.
To exercise a data protection right, please contact:
We may need to take reasonable steps to confirm your identity before providing personal information or acting on a request.
21. Automated decision making
Re:Minds does not use personal information to make decisions about individuals solely by automated means where those decisions produce legal or similarly significant effects.
22. Data protection concerns and complaints
If you are concerned about how Re:Minds has collected, used, stored, shared, retained or protected personal information, please contact us.
Email: info@reminds.org.uk
Please use “Data Protection Complaint” in the subject line where possible.
We will acknowledge receipt of a data protection complaint within 30 days.
We will take appropriate steps to investigate the complaint without undue delay, keep you informed of progress where appropriate and tell you the outcome.
If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office, the UK's independent data protection regulator.
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
23. Changes to this Privacy Notice
We will review this Privacy Notice periodically and when our services, systems or legal responsibilities change.
The current version will be published on the Re:Minds website and the date at the top of the notice will show when it was last updated.