PRIVACY POLICY

Mindset Counts

Last updated: April 2026

1. Who we are

Mindset Counts (“we”, “us”, “our”) provides online tutoring and digital learning resources for primary-aged children.

We are committed to protecting the privacy and personal data of parents, carers, and children in line with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact email: info@mindsetcounts.co.uk

2. The personal data we collect

Parent / carer data

First and last name
Email address
Phone number
Newsletter preferences (if opted in)

Child data

Preferred first name
Age
School year group
Learning information shared by parents (e.g. focus areas, confidence goals, or information to support participation in group sessions)

We do not intentionally collect full dates of birth or medical diagnoses.

Address information may be collected where required for booking and secure payment processing through our website provider (Wix). This information is not used as part of teaching or learning and is only processed as necessary to deliver our services.

3. How we collect data

We collect personal data through:

Website and booking forms (via Wix)
Purchases of digital products
Online tutoring sessions (via Zoom)
Communication by email
Shared progress documents
Session notes and summaries

4. How we use personal data

We use personal data to:

Deliver online tutoring sessions
Provide digital products and downloads
Communicate with parents and carers
Plan and reflect on learning
Track progress and outcomes
Provide access to digital resources or future app-based services
Send newsletters (only where consent is given)
Meet safeguarding and legal obligations
Provide group-based learning sessions (such as reading clubs) and share relevant session summaries to support participation and continuity

5. Lawful basis for processing

We process personal data under the following lawful bases:

Consent – for newsletters, child data, and AI-assisted summaries
Contract – to deliver tutoring sessions and digital products
Legitimate interests – to run and improve our services safely and effectively

6. AI-assisted session summaries

Mindset Counts may use AI-assisted tools to create clear, written summaries of sessions.

For 1:1 tutoring, these may be more detailed summaries of what was covered.

For group sessions (such as reading clubs), summaries are shorter and focused on key discussion points. These may be shared with parents to support understanding and help children stay up to date if a session is missed.

AI tools are used to support communication and clarity only. They are not used to assess children or make automated decisions.

Session materials (such as Zoom whiteboards or discussion notes) may also be shared with parents where appropriate.

AI-assisted summaries are only used where explicit parental consent has been provided.

7. Shared progress documents (Google Sheets)

Learning outcomes may be recorded in a secure Google Sheet shared only with the child’s parent or carer.

Each child has their own document
Access is restricted to specific email addresses
Parents may request edits or deletion at any time

Once access is granted, parents are responsible for maintaining the privacy of shared documents.

8. Digital products and downloads

When purchasing digital products, we collect the information necessary to process your order and provide access to your download.

Digital files are delivered electronically via email or secure download links
We do not store payment details directly
Digital products are intended for personal use within a single household

9. Third-party services

We use trusted third-party providers to deliver our services:

Wix – website, forms, and payments
Zoom – live online tutoring sessions
Google Sheets – progress tracking
Email services – communication and newsletters
Payment providers via Wix – secure payment processing (we do not store card details)
Affiliate providers (Amazon Associates) – commission tracking
AI-assisted tools – creation of session summaries

These providers only process personal data as necessary to deliver their services.

10. Children’s data and parental consent

Our services are designed for children, but all personal data is provided and consented to by parents or carers.

Parents have the right to:

Access their child’s data
Correct inaccuracies
Request deletion at any time

We take particular care to handle children’s data responsibly, proportionately, and transparently.

11. Data storage and retention

Personal data is stored securely, and access is limited to Mindset Counts.

Data is retained only as long as necessary to deliver services
Session notes and materials may be kept for a reasonable period after tutoring ends
Data can be deleted earlier upon request

12. Your rights

Parents and carers have the right to:

Access personal data
Correct inaccurate data
Request deletion
Withdraw consent
Object to processing
Lodge a complaint with the Information Commissioner’s Office (ICO)

13. Cookies

Our website uses cookies to ensure it functions properly and to improve user experience.

This may include:

Essential website cookies
Analytics cookies
Affiliate tracking cookies

You can manage cookie preferences through your browser settings.

14. International data transfers

Some of our service providers (such as Wix, Zoom, and Google) may process data outside the UK.

Where this occurs, appropriate safeguards are in place to ensure data is protected in line with UK GDPR requirements.

15. Contact and complaints

If you have any questions about this Privacy Policy or your data, please contact:

info@mindsetcounts.co.uk

You also have the right to complain to the Information Commissioner’s Office (ICO): https://www.ico.org.uk