Centred Minds Consulting Ltd
Privacy Notice
Last updated: 23 September 2026
About this Privacy Notice
This Privacy Notice explains how Centred Minds Consulting Ltd collects, uses, stores and protects personal information when you use our website, contact us, use our services, attend our workshops or programmes, or otherwise interact with us as a client, participant, organisation or professional contact.
We aim to handle personal information fairly, lawfully and transparently in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This notice applies across our business. It is intended to be our master Privacy Notice rather than a separate website-only privacy policy.
1. Who we are
Centred Minds Consulting Ltd is a limited company providing psychology-informed wellbeing and burnout prevention services, including workshops, programmes and individual support.
For the purposes of UK data protection law, Centred Minds Consulting Ltd is the data controller for the personal information we process in connection with our website, enquiries, services and business activities.
Contact details
Centred Minds Consulting Ltd
24 Lammas Street
Carmarthen
SA31 3AL
Email: admin@centredminds.com
2. What personal information we collect
The personal information we collect will depend on how you interact with Centred Minds Consulting Ltd. This may include:
Your name and contact details, such as your email address, telephone number and postal address.
Your organisation, job title or role where relevant to our work with you.
Information you provide when making an enquiry, requesting follow-up or communicating with us.
Information needed to arrange, deliver and administer workshops, programmes and individual support.
Contract, booking and payment information.
Information about attendance and participation in our services.
Information you choose to provide about your wellbeing, health, personal circumstances, work circumstances or support needs where this is relevant to the service being provided.
Information provided through feedback, evaluations, complaints or other communications.
Information relating to safeguarding or safety where this is necessary and lawful.
Your marketing preferences and records of consent or objections.
Technical information about your use of our website, where applicable, including information collected through cookies and similar technologies.
We only seek information that is relevant to the purpose for which we are collecting it. We ask you not to provide unnecessary sensitive or confidential information through general website enquiry forms or other channels that are not intended for that purpose.
3. How we collect personal information
Centred Minds Consulting Ltd may collect personal information:
Directly from you, for example when you contact us, complete a form, make a booking, enter into an agreement or use our services.
From your organisation or commissioning body where they arrange or fund a service for you.
From another person or professional where this is necessary and lawful, for example in relation to safeguarding or service administration.
Automatically when you use our website, through cookies and similar technologies where applicable.
From service providers who support our business, where they process information on our behalf and in accordance with our instructions.
We will normally collect personal information directly from you. Where we receive information about you from another person, organisation or service provider, we will only use it where there is a lawful basis to do so.
4. How we use personal information
Centred Minds Consulting Ltd may use personal information to:
Respond to enquiries and requests for information or follow-up.
Provide, arrange and manage our services.
Arrange and administer workshops, programmes and individual support.
Communicate with clients, participants, organisations and professional contacts in relation to our services.
Manage bookings, contracts, payments and business records.
Obtain feedback about our services and use this to review and improve them.
Maintain appropriate records for business, legal, safeguarding and insurance purposes.
Deal with complaints, concerns and enquiries.
Meet our legal and regulatory obligations.
Protect the safety and wellbeing of individuals where necessary and lawful.
Manage, maintain and protect our website, systems and business.
Send marketing communications where we are legally permitted to do so and, where required, you have given consent.
Establish, exercise or defend legal claims where necessary.
5. Lawful bases for using personal information
Centred Minds Consulting Ltd will only use personal information where we have a lawful basis to do so. The lawful basis we rely on will depend on the purpose for which we are using the information and the circumstances in which it was collected.
The lawful bases we may rely on include:
Contract – where processing is necessary to enter into or perform a contract with you, or to take steps at your request before entering into a contract.
Legitimate interests – where processing is necessary for a legitimate interest pursued by Centred Minds Consulting Ltd or a third party, and that interest is not overridden by your rights and interests. Where we rely on legitimate interests, we will consider whether the processing is necessary, proportionate and reasonably expected. When we rely on legitimate interests, these may include responding to enquiries, administering and improving our services, managing our business relationships, maintaining appropriate business records, and protecting the security and proper operation of our business.
Legal obligation – where we need to process personal information to comply with a legal obligation.
Consent – where we have asked for and obtained your consent to use your personal information for a specific purpose.
We will determine and document the appropriate lawful basis before processing personal information for a particular purpose. Different lawful bases may apply to different types of processing.
Where we rely on consent, you can withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
6. Health, wellbeing and other special category information
Some of the services provided by Centred Minds Consulting Ltd may involve information about an individual's health, wellbeing or personal circumstances. Depending on the nature of the information, this may constitute special category personal data under UK data protection law.
Where Centred Minds Consulting Ltd processes special category data, we will ensure that we have:
a lawful basis under Article 6 of the UK GDPR; and
an appropriate condition under Article 9 of the UK GDPR, together with any additional requirements that apply under the Data Protection Act 2018.
We will only collect and use special category information where it is relevant and necessary for the purpose for which it is being processed. We will not ask for more information than we reasonably need.
Where appropriate, we may ask for your explicit consent to process particular special category information. Where we rely on consent, it will be specific to the purpose for which the information is being processed and you can withdraw your consent at any time.
Choosing not to provide information that is not necessary for a service will not affect your ability to access that service. However, if information is reasonably necessary to provide a service safely and appropriately, not providing it may affect our ability to provide that service.
7. Safeguarding and safety
Centred Minds Consulting Ltd takes safeguarding and the safety and wellbeing of individuals seriously.
Where we have a safeguarding or safety concern, we may need to use or share relevant personal information where this is necessary and lawful to protect an individual from harm or to meet a legal or other applicable obligation.
We will consider the circumstances carefully and aim to share only information that is necessary and proportionate for the purpose. We will take account of confidentiality and the rights and interests of the individual when deciding whether information should be shared.
Where special category information is involved, we will also ensure that an appropriate condition for processing that information applies.
Further information about how Centred Minds Consulting Ltd manages safeguarding is set out in our Safeguarding Policy.
8. Who we may share personal information with
Centred Minds Consulting Ltd does not sell or rent personal information.
Depending on the circumstances and the service being provided, we may share relevant personal information with:
Members of the Centred Minds Consulting Ltd team where they need the information to carry out their role.
Organisations that commission or fund our services, where this is necessary to arrange or deliver the service and where there is a lawful basis for sharing the information.
Service providers who process information on our behalf, such as providers of website hosting, email, IT, payment processing, accounting, administration or other business services.
Professional advisers and insurers, where reasonably necessary for the management and protection of our business.
Regulators, public authorities or law enforcement bodies, where we are legally required or permitted to share information.
Other individuals or organisations where you have asked us to share your information or where another lawful basis for sharing applies.
We will only share personal information where there is a lawful basis to do so and will aim to share only the information that is necessary and relevant for the particular purpose.
Where another organisation processes personal information on behalf of Centred Minds Consulting Ltd, we will take appropriate steps to ensure that the processing is carried out securely and in accordance with applicable data protection requirements.
9. Corporate clients and participant information
Where an organisation commissions a workshop, programme or other service from Centred Minds Consulting Ltd, we may receive or process personal information about employees, members, volunteers or other participants.
Depending on the circumstances, Centred Minds Consulting Ltd may act as a data controller, data processor or, where applicable, a joint controller in relation to particular processing activities. This depends on who determines the purposes for which the personal information is used and how it is processed.
Where an organisation provides us with participant information, we will use that information only for the purposes agreed with the organisation and in accordance with applicable data protection law.
Where Centred Minds Consulting Ltd is acting as a processor on behalf of an organisation, we will process the relevant personal information in accordance with the organisation's documented instructions and the terms of the applicable agreement. Where we are acting as a controller, we will process the information in accordance with our own lawful purposes and responsibilities.
We will not normally provide an organisation with confidential personal information disclosed to us in an individual support context unless:
you have authorised us to do so;
disclosure is necessary for safeguarding or safety;
we are legally required or permitted to disclose it; or
another lawful basis for disclosure applies.
Where appropriate, the respective responsibilities of Centred Minds Consulting Ltd and the organisation commissioning the service will be clarified as part of the service arrangements.
10. How long we keep personal information
Centred Minds Consulting Ltd will keep personal information only for as long as reasonably necessary for the purposes for which it was collected.
The length of time we keep information will depend on the type of information and why we need it. We may need to retain information for reasons including:
providing and managing services;
maintaining appropriate business and financial records;
meeting legal, accounting, regulatory or insurance requirements;
dealing with complaints, concerns or disputes;
safeguarding and safety purposes; and
establishing, exercising or defending legal claims.
Our usual retention periods are as follows:
Enquiries that do not become clients: up to 12 months after our last contact.
Individual client records: up to 7 years after the end of our working relationship.
Organisational client and project records: up to 7 years after the end of the working relationship.
Workshop and event attendee information: up to 2 years after the workshop or event.
Workshop evaluations and feedback: up to 2 years, although feedback may be anonymised and retained for longer for service improvement.
Marketing information: until consent is withdrawn or we determine that the information is no longer required for marketing purposes.
Financial and accounting records: for the period required by applicable legal and accounting requirements.
These are our usual retention periods and may vary where we have a legal, regulatory, insurance or other legitimate reason to retain information for longer.
Where we do not have a specific retention period, we will use appropriate criteria to determine how long the information should be retained, taking account of the purpose for which it was collected, the nature and sensitivity of the information, our legal and business requirements, and the rights and interests of individuals.
We will regularly review the personal information we hold and will securely delete or anonymise information when it is no longer needed.
Our internal retention arrangements will set out appropriate retention periods for different categories of information where this is reasonably practicable.
11. How we protect personal information
Centred Minds Consulting Ltd takes the security of personal information seriously and uses appropriate technical and organisational measures to protect it against unauthorised access, loss, misuse, alteration, disclosure or destruction.
The measures we use will depend on the nature and sensitivity of the information we process and the risks involved. These may include appropriate access controls, secure passwords, device and system security, staff confidentiality, secure storage, appropriate arrangements with service providers, and secure disposal of information.
Where appropriate to the risks involved, we may use measures such as encryption, access restrictions, backups and other security controls.
We regularly review our information security arrangements and will take reasonable steps to address identified risks and improve our measures where necessary.
No method of storing or transmitting information can be guaranteed to be completely secure. However, we will take appropriate and proportionate steps to protect personal information in accordance with applicable data protection requirements.
12. International transfers
Some of the service providers used by Centred Minds Consulting Ltd may process personal information outside the United Kingdom or may use service providers or subprocessors located outside the United Kingdom.
Where personal information is transferred to an organisation outside the UK and the transfer is subject to the UK GDPR's international transfer rules, appropriate safeguards will be put in place in accordance with applicable data protection law.
These safeguards may include a UK adequacy regulation, appropriate contractual safeguards such as the UK International Data Transfer Agreement or UK Addendum, or another lawful transfer mechanism where applicable.
Centred Minds Consulting Ltd will take reasonable steps to understand where personal information is processed by relevant service providers and to ensure that appropriate arrangements are in place for any restricted transfers for which we are responsible.
Further information about international transfers may also be available in the privacy notices and data protection information provided by the relevant service providers.
13. Cookies and similar technologies
Our website may use cookies and similar technologies to enable the website to function, remember preferences, understand how the website is used and, where applicable, support other website functions.
Some cookies or similar technologies may be strictly necessary for the website to operate. Other cookies may be used for purposes such as analytics or other non-essential functions.
Where consent is required, Centred Minds Consulting Ltd will ask for consent before using non-essential cookies or similar technologies. You can change or withdraw your preferences where the relevant cookie controls allow you to do so.
Further information about the cookies and similar technologies used on our website, including what they do and how you can manage your preferences, is provided in our separate Cookie Notice and through our cookie settings, where applicable.
14. Third-party websites
Our website may contain links to websites, platforms or services operated by third parties.
Centred Minds Consulting Ltd is not responsible for the privacy practices, content or security of third-party websites or services. If you follow a link to another website, we recommend that you review its privacy notice before providing any personal information.
15. Your data protection rights
Depending on the circumstances and subject to applicable legal conditions and exemptions, you may have the right to:
ask for a copy of the personal information we hold about you;
ask us to correct inaccurate or incomplete information;
ask us to erase personal information in certain circumstances;
ask us to restrict how we use your information in certain circumstances;
object to certain types of processing, including processing based on legitimate interests;
withdraw consent where we are relying on your consent;
request the transfer of certain personal information to you or another organisation where the right to data portability applies; and
complain to the Information Commissioner's Office (ICO).
These rights are not absolute and some legal conditions and exemptions may apply.
If you wish to exercise a right or ask a question about how we use your personal information, please contact us using the details in Section 19. We may need to verify your identity before responding to your request.
16. Automated decision-making and profiling
Centred Minds Consulting Ltd does not currently use automated decision-making or profiling that produces legal effects or similarly significant effects on individuals.
17. Marketing
Centred Minds Consulting Ltd may use personal information to communicate with you about our services, events, resources or other relevant information where we are legally permitted to do so.
Where consent is required, we will ask for consent separately. You do not have to agree to receive marketing in order to use our services or request follow-up.
You can withdraw your consent or object to direct marketing at any time by contacting us at admin@centredminds.com or, where available, using the unsubscribe option in a marketing communication.
We will comply with applicable data protection and electronic marketing rules when sending direct marketing communications.
18. Complaints
If you have concerns about how Centred Minds Consulting Ltd has handled your personal information, please contact us first so that we can investigate and try to resolve your concern.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection.
Further information about the ICO and how to make a complaint is available on the ICO's website.
19. Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect changes to our services, how we process personal information, our systems or applicable legal requirements.
The latest version will be made available on our website and will show the date it was last updated.
20. Contact us
If you have any questions about this Privacy Notice, want to exercise a data protection right, or have a concern about how we use your personal information, please contact:
Centred Minds Consulting Ltd
24 Lammas Street
Carmarthen
SA31 3AL
Email: admin@centredminds.com