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PRIVACY POLICY

Mindset Counts

Last updated: 12 February 2026

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Mindset Counts (“we”, “us”, “our”) is committed to protecting the privacy and personal data of parents, carers, and children who use our services. This Privacy Policy explains how we collect, use, store, and protect personal information in line with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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1. Who we are

Mindset Counts provides online tutoring and digital learning resources for primary-aged children across the UK.

Contact email: info@mindsetcounts.co.uk

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2. The personal data we collect

Parent / carer data

  • First and last name

  • Email address

  • Phone number

  • Newsletter preferences (if opted in)

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Child data

  • Preferred first name

  • Age

  • School year group

  • Learning information shared by parents (e.g. focus areas, confidence goals)

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

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3. How we collect data

We collect data through:

  • Website and booking forms (via Wix)

  • Online tutoring sessions (via Zoom)

  • Communication by email

  • Shared progress documents

  • Session notes and summaries

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4. How we use personal data

We use personal data to:

  • Deliver online tutoring sessions

  • Communicate with parents/carers

  • Plan and reflect on learning

  • Track progress and outcomes

  • Provide digital products

  • Send newsletters (only where consent is given)

  • Meet safeguarding and legal obligations

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Our lawful basis for processing personal data is parental consent and the legitimate interests of delivering educational services safely and effectively.

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5. AI-assisted session summaries

Mindset Counts uses AI-assisted tools to generate clear transcript-style written summaries of online tutoring sessions. These summaries are shared with parents or carers to provide transparency about what took place during the session and to support follow-up learning.

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

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Session materials created during online tutoring sessions, such as downloaded Zoom whiteboards, may also be shared with parents or carers to show what was worked on during the session and to support transparency and continuity.

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Parents must provide explicit consent for this processing.

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6. 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

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Parents are responsible for maintaining the privacy of shared documents once access is granted.

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7. Third-party services

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

  • Wix – website, forms, payments

  • Zoom – live online tutoring sessions

  • Google Sheets – progress tracking shared with parents

  • Email services – communication and newsletters

  • Payment providers via Wix – secure payment processing

  • Affiliate providers (Amazon Associates) – commission tracking

  • AI-assisted tools – used to support the creation of session summaries shared with parents

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

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8. Children’s data & parental consent

Our services are designed for children, but all data is provided and consented to by parents or carers. Parents have the right to access, correct, or request deletion of their child’s data at any time. We take particular care when handling children’s data and aim to be transparent and proportionate at all times.

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9. Data storage & retention

Data is stored securely, and access is limited to Mindset Counts only. Session notes, summaries, and shared materials are retained only while tutoring continues, or for a reasonable period afterwards, and can be deleted earlier on request. Personal data is kept only for as long as necessary to deliver services or meet legal obligations.

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10. 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 ICO

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11. Contact & complaints

If you have questions about this policy or your data, please contact:

info@mindsetcounts.co.uk

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You may also complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

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