Privacy Policy

1. Introduction

Stable Minds CIC is committed to protecting your privacy and personal data. We understand that sharing personal information—particularly in relation to wellbeing and mental health—is a matter of trust, and we take that responsibility seriously.

This Privacy Policy explains how we collect, use, store, and protect your personal data, and outlines your rights under data protection law.

Stable Minds CIC is the Data Controller for the purposes of the UK General Data Protection Regulation (UK GDPR).

2. Legal Basis

This Privacy Policy is prepared in accordance with:

• The UK General Data Protection Regulation (UK GDPR)
• The Data Protection Act 2018

By using our website or engaging with our services, you acknowledge that your personal data will be processed in line with this policy.

3. What Personal Data We Collect

We may collect and process the following personal data:

• Name
• Date of birth
• Email address
• Telephone number
• Postal address
• Information you provide when contacting us
• Feedback or enquiries you submit
• Technical data relating to website use (such as IP address, browser type, and cookies)

In some circumstances, we may also process special category data, including information relating to mental health or safeguarding, where this is necessary and lawful.

4. How We Use Your Personal Data

We use personal data to:

• Respond to enquiries and requests for information
• Deliver and administer our services
• Manage bookings, referrals, and communications
• Administer charitable activities and projects
• Process donations and Gift Aid claims
• Monitor and evaluate services and outcomes
• Comply with safeguarding and legal obligations
• Improve our website and services

We do not sell your data or share it for third-party marketing purposes.

5. Lawful Bases for Processing

We process personal data under one or more of the following lawful bases:

• Consent — where you have explicitly agreed (e.g. marketing communications)
• Contract — where processing is necessary to deliver services you request
• Legal obligation — where required by law (e.g. safeguarding, financial records)
• Legitimate interests — where processing supports our charitable objectives and does not override your rights
• Vital interests — where processing is necessary to protect life or prevent serious harm

Where we process special category data, we do so in line with UK GDPR requirements, safeguarding duties, and professional ethical standards.

6. Sharing Your Information

We only share personal data where necessary and lawful, including:

• With trusted contractors and service providers (e.g. IT systems, payment processors)
• With payroll providers (for staff and contractors)
• With HM Revenue & Customs for Gift Aid purposes
• With safeguarding or statutory authorities where required by law or to prevent harm

All third parties are required to handle your data securely and lawfully.

7. Data Retention

We retain personal data only for as long as necessary for the purpose it was collected. Retention periods are determined by:

• Legal and regulatory requirements
• Safeguarding obligations
• Professional and ethical standards
• Financial and audit requirements

Data is securely deleted or destroyed when no longer required.

8. Data Security & Confidentiality

We take appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, or disclosure.

While we take every reasonable step to protect data transmitted via the internet, no method of transmission is entirely secure. You share information with us at your own risk.

9. Cookies

Our website may use cookies to improve functionality and user experience. Cookies are small text files placed on your device.

You can choose to accept or decline cookies through your browser settings. Declining cookies may affect how the website functions.

10. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request erasure of data in certain circumstances
• Restrict processing
• Object to processing
• Request data portability

To exercise your rights, please contact us using the details below.

11. How to Contact Us

12. Complaints

If you are unhappy with how we handle your personal data, you have the right to make a complaint.

You can contact us directly using the details above, or raise a concern with the Information Commissioner's Office (ICO):