The privacy of your personal information is extremely important to us. At MindingKids we follow strict procedures to ensure your data is secure and is processed in line with the General Data Protection Regulation (GDPR).
This privacy notice provides you with details of how we collect and process your personal data through your use of our website including any information you may provide when you purchase a product, subscribe to our membership service, sign up to our newsletter, leave a review or request assistance via our contact form.
MindingKids is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. By continuing to browse our website you shall be deemed to have fully accepted and agreed to the information set out in this privacy notice and our terms and conditions.
Please be aware that MindingKids cannot be responsible for the privacy of any information you reveal or post on social media platforms or the data management of third party websites who may refer to or stock list our products. We encourage you to read the privacy notice of any other websites you use or visit.
The data we collect and how we use it
In order to make our products and services available to you, we may collect, process and store the following types of data:
- Communication Data that includes any communication that you send to us whether that be through the contact form on our website, through email, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and, where necessary, for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.
- Customer Data that includes data relating to any purchases of resources, memberships and/or services such as your name, title, billing address, delivery address email address, phone number, contact details, purchase details and your card details. We process this data to supply the goods and/or services you have purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.
- User Data that includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back-ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.
- Technical Data that includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system (Google Analytics). We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.
- Marketing Data that includes data about your preferences in receiving marketing from us and your communication preferences. We process this data to enable you to partake in our promotions, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful ground for this processing is our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy.
- We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you (including Facebook adverts or other display advertisements) and to measure or understand the effectiveness of the advertising we serve you. Our lawful ground for this processing is legitimate interests which is to grow our business. We may also use such data to send other marketing communications to you. Our lawful ground for this processing is either consent or legitimate interests (namely to grow our business).
We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.
Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.
We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.
We may process your personal data without your knowledge or consent where this is required or permitted by law.
How we collect personal data about you
We may receive data from third parties such as analytics and search information providers such as Google based outside the EU, advertising networks such as Facebook based outside the EU, our payment service provider Stripe based outside the EU, and providers of technical and delivery services.
Disclosing Personal Information
In order to carry out our business and make our products and services available to you we may share your personal data with the following parties:
- Service providers who provide IT, system administration and website development services.
- Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
- Government bodies, HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities.
- Third parties to whom we sell, transfer, or merge parts of our business or our assets.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our terms and in-line with the requirements set out in the GDPR.
We will never share your data with third parties for marketing purposes unless we have procured your express consent to do so.
We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. All services or individuals that have access to information (for example our IT specialists, system administrators and website developers) must sign a data sharing agreement and agree to use any data shared in accordance with GDPR law before access to any information is granted. Personal data may only be processed under our instructions and must be kept confidential.
We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.
We will retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
For example, we are obliged for tax purposes and as evidence to HMRC to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for a minimum of six years after they stop being customers.
We may also keep records of correspondence as evidence for any of any requested work carried out, for example the customisation of resources or special requests.
You can find further information regarding data retention and deletion in our Data Retention & Deletion Policy.
MindingKids App Users
By making use of our web app (either via a platinum membership subscription or the free trial) then our responsibility becomes that of a data processor for any information you upload. We will ensure any data you enter is stored securely but we cannot be held responsible for the content of this data. As an app user, you are the data controller for any information you upload and should provide all parents and families with our App Information Sheet to ensure they are informed and can be confident that any information about their child is held securely.
Any information uploaded to the app will be stored until it is either deleted by the app user or erased after a subscription has been inactive for a period of 18 months. App users can, if they wish, create their own back-ups of any information via the app’s download data function. This may be important for example where safeguarding information requires to be retained for legal purposes. Again as data controllers of this information, app users are responsible for the secure storage and retention of any data they download.
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Your Legal Rights & Access Requests
Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.
You can read more about these rights on the ICO website here.
If you wish to exercise any of the rights set out above, please email us at firstname.lastname@example.org
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
Our Contact Information
Changes to Privacy Notice
This privacy notice will be reviewed regularly and updated as necessary to reflect any changes to data collection or processing methods.