PRIVACY POLICY

(GDPR-compliant for UK schools and staff surveys)

Last updated: 18th November 2025

MindMaps Education (“we”, “us”, “our”) is committed to protecting your privacy.
This Privacy Policy explains how we collect, use, store, and protect your data.

1. Who We Are

MindMaps Education
Email: [email protected]
Website: www.mindmapscoaching.com

We are the data controller for all personal data processed through our surveys, website, and Services.

2. Data We Collect

A. Anonymous Survey Data

(For staff, SLT, parent, and pupil surveys)

role in school

school name and postcode

workload perception

wellbeing indicators

experiences in school

free-text responses

No names or personal identifiers are collected unless explicitly stated.

B. Information Provided by Schools

When a school signs up or contacts us, we may collect:

contact name

role

email address

telephone number (optional)

school name and address

communication preferences

C. Website & Platform Data

cookies

analytics (page views, device type, browser)

IP address (used only for security/analytics)

3. Legal Basis for Processing (GDPR)

We rely on the following legal bases:

Legitimate Interests

providing wellbeing reports

improving our services

sending relevant updates to participating schools

developing tools and resources from aggregated insights

Consent

when subscribing to newsletters or marketing

when registering for events or CPD

Contract

when accessing paid courses, services, or platform features

4. How We Use Your Data

We use survey and contact data to:

prepare anonymised school reports

analyse wellbeing trends

benchmark national patterns

develop wellbeing resources and CPD

send updates, if opted-in

manage event or training bookings

improve our platform and tools

Survey data is always used in aggregated, anonymised form.

5. How Long We Keep Data

Survey responses: 2–5 years, anonymised

Contact details: until the user unsubscribes or requests deletion

CPD training records: up to 6 years

Cookies: based on browser settings

6. Data Sharing

We do not sell your data.

We may share data with service providers who help us operate, such as:

Google Workspace

email service platforms

analytics providers

cloud hosting services

webinar platforms

All providers operate under GDPR-compliant agreements.

7. International Transfers

Some data may be processed outside the UK (e.g., Google, AWS).
Where this happens, we rely on GDPR Standard Contractual Clauses to ensure adequate protection.

8. Data Security

We take appropriate technical and organisational measures, including:

encrypted storage

secure cloud servers

access restrictions

strong authentication controls

regular security monitoring

9. Your Rights (GDPR)

You have the right to:

access your data

rectify inaccuracies

request deletion

restrict processing

object to processing

withdraw consent at any time

lodge a complaint with the ICO

For any request, email [email protected]

10. Cookies & Tracking

We use cookies to:

analyse website traffic

remember user preferences

improve user experience

You can disable cookies through your browser settings at any time.

11. Changes to This Policy

We may update this Privacy Policy.
Changes will be posted on this page with an updated date.

12. Contact Us

If you have questions about this Privacy Policy or your data rights, contact:
[email protected]