Privacy Notice

Minds Ahead is committed to protecting your personal information and being transparent about the information we hold about you. This privacy notice will explain how our organisation uses the personal information we collect from you.


  • What information do we collect?
  • How do we collect your information?
  • How will we use your information?
  • How do we store your information?
  • Marketing
  • Lawful bases for processing
  • What are your rights and choices?
  • Subject Access Request Policy
  • What are cookies?
  • How do we use cookies?
  • What type of cookies do we use?
  • How to manage your cookies
  • Privacy information on other websites
  • Changes to our privacy notice
  • How to contact us


What Information do we collect?

We collect information in the following ways.

  • Information you give to us. This includes your name, email address, phone number, and any other personal data freely volunteered when you contact us via the website. If you contact us by phone or via social media, or meet with us in person, we will record your details to facilitate follow-up. If we request personal sensitive information (such as health information), this is to make reasonable adjustments to accommodate you (for example, for an event), otherwise we will be clear about the sensitive information we are collecting and why.
  • Information we collect through your use of our website. We collect information about how you interact with the content on our website, and your IP address to compare interest from visitors in different regions and cities. We also collect information about the device you use to browse the website, including browser type/version, and operating system.


How do we collect your information?

Most of the information we collect comes directly from you. We collect and process your information when you do the following.

  • Fill in and submit our website’s contact form.
  • Voluntarily complete a survey or provide feedback to us via phone or email.
  • Visit and use our website, through cookies and Google Analytics.
  • Meet with us in person.


How will we use your information?

We collect your information so that we can:

  • follow up on requests for information;
  • notify you of relevant news and events;
  • with your permission, put you in touch with other organisations and companies in our network for support, collaboration and services;
  • improve the website content and experience.


How do we store your information?

We are committed to storing your information securely. To prevent unauthorised access or disclosure, we have put in place physical and electronic measures to safeguard and secure it.



We will contact you with news and events if you are within our network, and have shared your contact details with us for the purpose of being contacted in this way. You can opt out of this communication at any time by replying and asking us to remove you from our mailing list, or contacting

Lawful bases for processing

This refers to the reasons why we collect and use your personal information. We explain these above in plain English but in legal terms we collect and use your personal information using the following lawful bases.

  • Performance of a contract: to provide you with products, services and information you request or that are integral to our business.
  • Legitimate interests: for legitimate business purposes. To use this lawful basis we assess both our interests and yours, to make sure that what we’re doing does not cause any unjustified privacy intrusion.
  • Consent: for optional activities where you need to give us permission or opt in.
  • Legal obligation: to comply with legal obligations (for example, relating to equality law obligations, tax, customer due diligence and so on).


What are your rights and choices?

  • The right to access – You have the right to request copies of your personal information.
  • The right to rectification – You have the right to request that we correct any information you believe is factually inaccurate, or complete any incomplete information.
  • The right to deletion – You have the right to request that we delete your personal data, under certain conditions.
  • The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.
  • The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.
  • The right to data portability – You have the right to request that we provide back to you the personal information you have provided us, under certain conditions. This right also includes us sending that information directly to a third party if you request it, and if it is technically feasible.

Our organisation must comply with the requirements of the UK data protection legislation which includes the Data Protection Act 2018 and the UK General Data Protection Regulations (GDPR) and we must be able to demonstrate compliance to the Information Commissioner’s Office (ICO).


Subject Access Request Policy

Minds Ahead commits to meet all Subject Access Requests within the 30-day time limit set within the General Data Protection Regulations. If you make a request, we have 30 days to respond to you. If you would like to make a Subject Access Request please contact us as follows.


Oral or written requests 

Subject access requests can be made in writing, electronically or verbally. 

How do we verify the requestor’s identity?

The requestor must supply valid evidence to prove their identity. 

We may verify the requestor’s identity either through a phone call where we ask questions that only the requestor will know the answers to or by requesting forms of identification.

We accept the following forms of identification:

  • Current UK Passport
  • UK Driving Licence 
  • Financial Statement issued by bank, building society or credit card company
  • Utility bill for supply of gas, electric, water or telephone landline


How to process the request

Our aim is to determine what information the requestor is asking for. If the request is not clear, or where we process a large quantity of information about an individual, the UK GDPR permits us to ask the individual to specify the information the request relates to. Where this applies, we will proceed with a request for additional information. 

We must verify whether we process the data requested. If we do not process any such data, we must inform the data subject accordingly.

No charge to comply with the request (with exceptions)

We will provide a copy of the information free of charge, as per the UK GDPR rules. However, we may charge a ‘reasonable fee’ when a request is manifestly unfounded or excessive, particularly if it is repetitive.

We may also charge a reasonable fee to comply with requests for further copies of the same information. We understand that this does not mean that we can charge for all subsequent access requests.

Excessive, manifestly unfounded or repetitive requests

Where requests are manifestly unfounded, excessive and repetitive, we may refuse to act on the request or charge a reasonable administration fee. The CEO will make a decision on this.

The CEO must provide information on our decision to the requestor in writing within 30 days and must state how they reached their decision.

Complex requests

As stated we have to respond to a Subject Access Request within 30 days. If more time is needed to respond to complex requests, an extension of another two months is permissible, provided this is communicated to the data subject in a timely manner within 30 days.

Where we decide not take action on the request of the data subject, we need to inform the data subject of this decision without delay and at the latest within 30 days of receipt of the request.


What are cookies?

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. When you visit our website, we will collect information from you automatically through cookies and similar technology.

For further information, visit

How do we use cookies?

We use cookies in a range of ways to improve your experience on our website, including the following.

  • Understanding how you use the website and embedded content.
  • For content delivery security.

We have also given permission for embedded video services like YouTube and Vimeo to set cookies on our site, so they can understand how you engage with the content they host. 

What type of cookies do we use?

There are a number of different types of cookies, however, our website uses the following.

  • Functional – we use these cookies so that we can recognise you on our website, remember your previous visits, and the preferences you made. We use a mix of first-party and third-party cookies.
  • Advertising – we use these cookies to collect information about your visit to our website, the content you viewed, information about your browser, device and your IP address.

We use the following first-party cookies.

Cookie namePurpose
cookieconsent_statusWe use this cookie to record how you engaged with our website’s cookie banner, and control whether it appears on future visits.
_gaThis cookie records our Google Analytics account information, to control where analytics information is stored.
_gidGoogle Analytics uses this cookie to distinguish between users, in the analytics information we collect.

The following third-party providers set cookies on our website.



Their privacy and cookie policies


To speed up the delivery of our website’s content to you, our host uses Cloudflare’s content delivery network. Cloudflare sets cookies to perform this securely (these are strictly necessary to function), and for their own analytics.


Google (Google Analytics)

We use these Google Analytics cookies to collect information about how you interact with our website, including how you reached it, which content you interacted with and information about the device you used, including browser type/version and operating system. We collect your IP address.  

Where we have embedded content hosted in Google Drive, Google have set cookies (e.g. _nid) which store preferences and other information, like preferred language


Google (Google Tag Manager)

We use Google Tag Manager to manage the analytics tags we deploy. This controls the analytics information we collect, and removes the last digits of your IP address, restricting our visibility of your location to region level.



We use Hotjar analytics to collect anonymised information on how you use our website, including which areas of the site you engaged with. We cannot see who you are, and after processing, no IP addresses are stored.



We use HubSpot to keeps track of the pages you visit on our website and for the chatflow tool. If you’re a visitor, this allows you to chat with a representative on the website.



Some of our partners host videos on the online video hosting site Vimeo. We use the embedded Vimeo player to display this content, which sets cookies to check whether certain features or preferences have been selected, and collect analytics information (e.g. whether a video has been played).



We use a widget from Twitter, to embed a feed of recent tweets into pages of the website. Twitter set cookies to track the usage of this widget, including language preference.



We embed videos from our official YouTube channel. YouTube set cookies on your computer but they will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode.


How to manage your cookies?

You can set your browser to not accept cookies. However, in a few cases, some of our website features may not function as a result. To learn more, visit

Privacy notices on other website

The Minds Ahead website contains links to other websites, including our partners. Our privacy notice applies only to our website, so if you click on a link to another website, you should read their privacy information.

Changes to our privacy policy

We keep our privacy notice under regular review and place any updates on this web page. This privacy notice was last reviewed on 30 October 2023.

How to contact us

If you have any questions about our privacy policy, the information we hold on you, or you would like to make a rights request, please contact us.