Privacy Policy

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Last updated: 15/10/2026

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At Mind Crew, we respect your privacy and are committed to protecting the personal information of the children, families, schools and professionals who use our programme.

This Privacy Policy explains how we collect, use, store and protect personal information through our website, school membership services and wellbeing questionnaires.

We recognise that information relating to children's emotional wellbeing requires particular care and protection.

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1. Who We Are

Mind Crew is a school-based wellbeing programme designed to support children's emotional awareness, resilience, confidence, self-worth and relationships.

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Website: www.mindcrew.co.uk

Data protection contact: mindcrew@yahoo.com
Organisation responsible: 

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Mind Crew works with participating schools to deliver and evaluate the programme.

The respective data protection responsibilities of Mind Crew and participating schools are established through their agreed data protection arrangements.

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2. Information We Collect

Depending on how you interact with Mind Crew, we may collect:

Website and membership information

• Names and contact details.

• School names and professional contact information.

• Account and membership details.

• Purchase, billing and transaction information.

• Website usage and technical information.

Wellbeing questionnaire information

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Mind Crew uses questionnaires completed by children, parents and teachers before and after the programme.

These questionnaires explore areas including:

• Emotional awareness and regulation.

• Confidence and self-worth.

• Resilience and coping skills.

• Friendships and relationships.

• Personal development and wellbeing.

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Children are assigned unique reference codes so their initial and final questionnaire responses can be compared.

The participating school retains the information linking each reference code to an individual child.

Mind Crew does not routinely require children's names for programme evaluation.

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3. How We Use Your Information

We use personal information to:

• Manage school purchases and memberships.

• Provide access to Mind Crew materials and training.

• Administer wellbeing questionnaires.

• Monitor children's progress throughout the programme.

• Evaluate the effectiveness of Mind Crew.

• Produce individual and group progress reports.

• Provide customer support and programme updates.

• Meet applicable legal and safeguarding obligations.

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Questionnaire results are intended to support wellbeing understanding and programme evaluation. They are not intended to provide a clinical diagnosis.

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4. Children's Privacy and Confidentiality

Protecting children's personal information is particularly important to Mind Crew.

Each participating child is assigned a unique reference code.

This allows questionnaire responses to be compared without routinely including children's names in Mind Crew's evaluation records.

The school retains the confidential record linking reference codes to individual children.

Although reference codes reduce direct identification, coded questionnaire responses remain personal information where a child can be identified.

Mind Crew and participating schools must apply appropriate confidentiality and security safeguards when handling this information.

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5. Access to Questionnaire Results

Questionnaires may be accessed through QR codes or direct links provided by participating schools.

Teachers completing questionnaires do not automatically receive access to other questionnaire responses.

Individual results and progress reports are intended to be accessible only to authorised Mind Crew personnel and designated staff at the relevant school.

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Reports may include:

• Individual progress comparisons identified by reference codes.

• Group progress graphs.

• Overall programme evaluation findings.

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Access to individual school reports must be restricted to authorised users from that school.

Information relating to one school must not be made available to another participating school.

Access arrangements are subject to appropriate technical permissions and security controls.

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6. Lawful Basis for Processing

Mind Crew processes personal information only where an appropriate lawful basis applies under UK data protection legislation.

The lawful basis may differ depending on the activity, such as administering school memberships, providing programme services or evaluating wellbeing outcomes.

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Before publication, Mind Crew and participating schools must confirm and document the applicable UK GDPR Article 6 lawful bases for each relevant processing activity.

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Where questionnaire responses constitute special category information, such as information concerning mental health, an additional condition under Article 9 of the UK GDPR must also be established.

The appropriate conditions and responsibilities must be documented before collecting this information.

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7. Sharing Information

We share personal information only where necessary and lawful.

This may include sharing with:

• Authorised personnel at participating schools.

• Website hosting and form service providers.

• Payment processing providers.

• Email and membership management services.

• Relevant authorities where disclosure is legally required.

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We do not sell children's questionnaire information or use it for targeted advertising.

Individual children's responses will not be published as promotional material.

Any wider reporting or promotional use of evaluation findings will use appropriately anonymised information, with safeguards against identifying individual children.

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8. Data Storage and Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

These measures include restricting access to authorised users, using unique reference codes where appropriate and limiting the information collected to what is necessary.

Questionnaire responses collected through Wix Forms are handled using the website's configured data storage and access arrangements.

Payment transactions are processed through the relevant payment providers. Mind Crew does not intentionally collect or store full payment card details.

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9. Data Retention

Personal information is retained only for as long as necessary for the purposes for which it was collected, subject to applicable legal requirements.

School membership and financial records may be retained for appropriate administrative, contractual and legal purposes.

Questionnaire responses and individual progress records will be retained for [insert agreed retention period], after which they will be securely deleted or anonymised as appropriate.

The retention arrangements will be agreed with participating schools and reviewed periodically.

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10. Marketing Communications

Where permitted by law, we may send schools information about Mind Crew services, resources and programme developments.

Where consent is required, marketing communications will only be sent with appropriate consent.

Recipients can unsubscribe from marketing emails at any time.

Children's questionnaire information will not be used for marketing purposes.

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11. Cookies

Our website may use essential cookies to support functionality, account access and security.

Additional cookies may be used for analytics or other purposes where permitted by law and subject to any required consent.

Visitors can review their cookie preferences through the website's cookie controls, where available.

Further information should be provided in our Cookie Policy.

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12. Your Data Protection Rights

Depending on the circumstances, individuals may have rights to:

• Access their personal information.

• Request correction of inaccurate information.

• Request deletion of personal information.

• Restrict or object to certain processing.

• Withdraw consent where processing relies on consent.

• Request data portability where applicable.

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These rights are subject to the conditions and exemptions established by data protection legislation.

Parents and carers may contact their child's school or Mind Crew with questions about the handling of questionnaire information.

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13. International Data Transfers

Where service providers process personal information outside the UK, appropriate international data transfer safeguards must be established where required.

Information about relevant service providers and transfer arrangements can be requested using the contact details below.

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14. Changes to This Policy

We may update this Privacy Policy to reflect changes in our programme, website, services or legal obligations.

The latest version will be available on the Mind Crew website.

Where changes materially affect how children's information is used, appropriate information will be provided to participating schools and affected individuals.

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15. Contact Us

For questions about this Privacy Policy or the handling of personal information, please contact:

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Mind Crew
Email: mindcrew@yahoo.com
Website: www.mindcrew.co.uk

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If you are dissatisfied with how your personal information has been handled, you may also raise a complaint with the Information Commissioner's Office (ICO).

ICO website: www.ico.org.uk