Privacy Policy
Data Protection Policy updated March 2026
Introduction
HR Resources Limited trading as The Mindfulness Mind (including its directors and self-employed contractors) will to the best of its ability to adhere to the data protection principles of the Data Protection Act (DPA) which came into force on 25 May 2018, which are:
Personal data shall be processed fairly and lawfully.
Personal data shall be obtained only for one or more specified and lawful purposes, and shall not be further processed in any manner incompatible with that purpose or those purposes.
Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed.
Personal data shall be accurate and, where necessary, kept up to date.
Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
Personal data shall be processed in accordance with the rights of data subjects under this Act.
Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.
Personal data shall not be transferred to a country or territory unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.
Use of personal data
The records we use that contain personal data are hosted by DPA compliant software providers to support the following:
Customer Relationship Manager (CRM) software
Office Support and document storage software
Website provider
Merchant account – so you can pay in a safe and secure way
Bank account provider
Accessed by authorised external accountancy firm
These records are used solely for the purposes of administering course attendance and supporting continued engagement by individuals with the work of The Mindfulness Mind. The personal data typically includes name, address, email address, contact number, confirmation of above age 18 years and some medical information as part of a registration form including these details and anything information required to join the course or retreat, which is only accessible to Directors.
Payment card details are not accessible to any directors or contractors.
During visiting the website or booking onto a course or retreat you may be asked if you would like to join a newsletter and/ or mailing list and you will always be given the option to unsubscribe at any point either during that process or once on the mailing list.
This data will not be shared with any third party other than the Managing Director and if required self-employed contractors, who deliver the courses/retreats.
Collection of data
When an individual’s data is initially collected, e.g. via an online booking, that data is contained in Mailchimp, who manage the automated emails for The Mindfulness Mind.
Privacy Notice
The data you provide to The Mindfulness Mind will be stored securely and will be used for the purposes of administering your attendance on its courses and retreats and supporting your continued engagement with The Mindfulness Mind in accordance with our data protection policy and is in accordance with the UK Data Protection Act.
To support your engagement with us we will contact you from time to time, provided you have given consent to do so via email, with guidance to support your ongoing mindfulness practice, including details of upcoming courses, which may be of interest to you. You can opt out of receiving emails from The Mindfulness Mind at any time, by clicking the ‘Unsubscribe ’link at the bottom of our emails or by contacting admin@themindfulnessmind.co.uk
Deletion of data
At any time, you can request that your records on can be deleted by admin@themindfulnessmind.co.uk
Records will be deleted, where an individual has opted out of email communication, has not done any prerequisite courses with The Mindfulness Mind and has not made any financial transactions with The Mindfulness Mind for the previous 6 years.
Paper or electronic copies of documents held by The Mindfulness Mind, which contain personal information will be reviewed when a course ends and deleted if no longer needed for the purposes of course administration or legal compliance
Emails to and from The Mindfulness Mind course/retreat participants or other individuals making enquiries to The Mindfulness Mind will be reviewed and if no longer needed for the purposes required when data can be stored, these will be deleted after a period of 6 years.
Paper records will be destroyed by shredding or burning.
In the event that The Mindfulness Mind is legally obliged to keep hold of an individual’s data in order to comply with financial or other regulations then, on request it will delete all the information it can and inform the individual of any data which cannot been deleted and the reasons for this.
Right to a copy of information held
On request an individual will be provided with a copy of the information comprising their personal data and held by The Mindfulness Mind within 30 days of the request. All such requests should be sent via email admin@themindfulnessmind.co.uk
Information Security
Personal data is hosted by data processors, who are compliant with the new Data Protection Act:
Bank account provider (accessible by the Managing Director only)
Merchant Accounts – accessible only by the Managing Director)
CRM provider, office support provider and website provider.
Accounts provide the Managing Director and accessed by authorised external accountancy firm
The data security arrangements of these providers have been reviewed to ensure that they meet the requirements of the Data Protection Act.
The Managing Director and authorised IT contractor will review information security on an annual basis.
On receiving or making a telephone call from The Mindfulness Mind, will establish the identity of the caller before disclosing or amending any of their personal data, asking for their postcode and details of the most recent course they attended or ways to identify them from the data they have presented.
Computers will be screen locked or logged out of when are away from their desks. Desks will be cleared at the end of each day and any personal information or other sensitive information securely stored.
Care will be taken to prevent virus attacks by ensuring computers have virus protection software and undergo regular software updates and care will be taken when opening email attachments and when visiting new websites.
Contacting Our Mailing Lists
The aim is to provide you with occasional information in the form of newsletter, emails around promotions and interests areas as a way of supporting your continued engagement with The Mindfulness Mind and mindfulness and well being in general if you have consented to receive those communications. Our aim is to make these emails engaging and supportive for your ongoing mindfulness practice. These emails contain an unsubscribe button at the bottom that changes your email status, so you no longer receive emails.
Photography and Social Media
From time to time at retreats or events we may ask for permission to take photographs for the purposes of social media promotion or for uploading onto The Mindfulness Mind website. If permission is granted and any person does not want to be identified in the photograph/s then this will be honoured.
There are no rights to those photograph/s once they have been taken.
In some rare cases, recording some of the mindfulness sessions may be required and this will not include the faces or identification of anyone on that session, but merely a recording of the session which has been delivered for others to access. If this happens you will be notified in advance. Any sessions are not recorded as a general rule.
At any point, anyone involved in that recording and would like to be removed from it or any part of the recording then before it is published, you will be given advance notice and a timeline to request this, please contact admin@themindfulnessmind.co.uk
Our privacy policy clearly states that under no circumstances that any session in person or on line can recorded on their own devices or using third party software to do so, as this contravenes current GDPR regulations and The Mindfulness Mind Privacy Policy.
These policies will be reviewed annually, and any changes will be made in relation to changes in UK law at any time.