Privacy Notice
Moving MindSpace Privacy Notice
Version 1.1 | Reviewed and approved 07/10/2026
1. Who We Are
Moving MindSpace provides personalised support and services for children, young people, families, carers and professionals. We are committed to protecting your privacy and handling personal information lawfully, fairly and securely.
Data Protection Officer: Charlene Rolls
Email: charlene.rolls@movingmindspace.com
ICO Registration Number: ZC099895
2. What Information We Collect
Depending on your relationship with Moving MindSpace, we may collect information such as:
your name, contact details and date of birth;
information about education, SEND, health, wellbeing and support needs;
safeguarding and risk information where relevant;
records of mentoring, counselling, progress, engagement and communications;
information provided by parents/carers, commissioners, schools, Local Authorities or other professionals involved in support;
staff, contractor or volunteer information where applicable; and
website enquiries and information you choose to provide through forms or email.
3. Why We Use Your Information
We use personal information where necessary to:
provide and coordinate our services;
understand individual needs and support agreed outcomes;
keep children, young people and others safe;
communicate with families, commissioners and relevant professionals;
meet legal, safeguarding, contractual and regulatory responsibilities;
manage our workforce and organisational operations; and
monitor and improve the quality and safety of our services.
4. Our Lawful Basis
We only process personal information where we have an appropriate lawful basis under UK data-protection law. Depending on the purpose, this may include consent, contract, legal obligation, vital interests, public task or legitimate interests. Where we process special category information, such as health information, we also identify an appropriate condition under Article 9 UK GDPR and/or the Data Protection Act 2018.
5. Who We May Share Information With
Where necessary and lawful, information may be shared with:
parents or carers where appropriate;
schools, education settings and commissioners;
Local Authorities and safeguarding services;
health and social care professionals;
other professionals or agencies involved in support;
regulators, insurers, legal advisers or statutory bodies where required.
We only share information where there is a lawful and necessary reason. Safeguarding information may be shared without consent where this is necessary to protect a child, young person or another person from harm or to meet a legal obligation.
6. How We Keep Information Safe
Moving MindSpace uses appropriate organisational and technical measures to protect personal information. Electronic information is managed through secure systems, including Microsoft 365, with restricted access based on role and business need. Password protection, secure transfer methods and two-factor authentication are used where available. Only authorised personnel who require information for their role should have access to it.
7. How Long We Keep Your Information
We keep personal information only for as long as necessary. Detailed retention periods are set out in the Moving MindSpace Record Retention Schedule. Key periods include:
Retention periods may be extended where required because of ongoing safeguarding concerns, legal proceedings, regulatory investigation or another lawful requirement. At the end of the applicable period, information will be securely deleted or destroyed in accordance with our Record Retention Schedule.
8. Professionals and Partner Organisations
For professionals and partner organisations, contact details and related records are processed for purposes such as service coordination, safeguarding, commissioning, contractual administration and professional communication. Information will only be used and shared where there is an appropriate lawful basis and a legitimate need.
9. Your Rights
Depending on the circumstances, you may have rights including the right to:
access a copy of your personal data;
ask for inaccurate information to be corrected;
request deletion where the law allows;
request restriction of processing;
object to certain processing;
withdraw consent where consent is the lawful basis; and
request data portability where applicable.
To make a request, email charlene.rolls@movingmindspace.com. Requests will be handled in accordance with applicable UK GDPR requirements and timescales.
10. If You Have a Concern or Complaint
If you are concerned about how Moving MindSpace uses your personal information, please contact our Data Protection Officer, Charlene Rolls, at charlene.rolls@movingmindspace.com. You also have the right to raise a concern with the Information Commissioner's Office (ICO).
11. Cookies and Website Use
Our website may use cookies and limited analytics information to support functionality, accessibility and user experience. Cookie choices will be managed in accordance with applicable privacy requirements. Information you provide through forms or email will be handled in accordance with this Privacy Notice.
With your permission, we use Google Analytics 4 to measure page visits and successful enquiry submissions using pseudonymous identifiers and technical visit information. We do not send your enquiry text, name, email address or telephone number to Analytics. Analytics remains off until you accept it, and you can change your choice through “Cookie settings”. See our Cookie Information and how Google uses information from sites that use its services.
12. Your Information – A Guide for Young People
We collect some information about you so that we can support you and help keep you safe. We keep this information private and only share it when there is a good reason, for example with people involved in supporting you or if we are worried that you or someone else may not be safe.
You can ask us what information we have about you, and we will explain things in a way that works for you. If you have questions or worries about your information, you can speak to your mentor or another trusted member of the Moving MindSpace team, or email charlene.rolls@movingmindspace.com.
13. Changes to This Privacy Notice
We will review this Privacy Notice at least annually and sooner if there are significant changes to data-protection law, our services, systems or the way we use personal information.
14. Document Control
Record category | Retention period
Safeguarding records and child-protection concerns | Until the child reaches 25 years of age
Case files / service-user records | 7 years after case closure
Incident reports | 7 years
Risk assessments | 7 years after last review
Missing and disengaged records | 7 years after case closure
Allegations against staff records | Until normal retirement age or 10 years after case closure, whichever is longer
Low-level concerns records | Duration of engagement + 2 years
Staff and contractor personnel files | 6 years after end of engagement
Recruitment records – successful candidates | Duration of engagement + 6 years
Recruitment records – unsuccessful candidates | 6 months
Training and CPD records | Duration of engagement + 3 years
Supervision records | Duration of engagement + 6 years
Complaints records | 6 years after closure
Data-breach logs | 6 years
Governance records | Minimum 6 years
Financial records | 6 years
Approved by | The Directors of Moving MindSpace
Data Protection Officer | Charlene Rolls
Version | 1.1
Review / approval date | 07/10/2026
Next review | 07/10/2027
Linked documents | Data Protection & GDPR Policy; Record Retention Schedule