RISE MINDS – PRIVACY POLICY
Version: 1.0
Date: May 2026
Review date: May 2027
Policy owner: Kleber Srbek Rodrigues Shaw, trading as Rise Minds
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1. WHO WE ARE
Rise Minds is a sole trader tutoring service providing personalised emotional and social learning support for neurodivergent children aged 6–11. Rise Minds is operated by Kleber Srbek Rodrigues Shaw, based in London, UK.
Contact: info@risemminds.co.uk
Rise Minds is registered with the Information Commissioner's Office (ICO) as a data controller.
[ICO Registration Number: ZC147692 upon registration at ico.org.uk]
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2. WHAT PERSONAL DATA WE COLLECT
We collect and hold the following personal data in order to deliver our services:
About parents and carers:
- Full name
- Email address
- Phone number
- Home address (for contractual and correspondence purposes)
- Payment records
About children (Students):
- First name and surname
- Date of birth
- School year group
- Any relevant information about their learning, emotional, learning or behavioural needs shared by the parent or carer
- Session notes and progress records
We do not collect or store sensitive medical or diagnostic data unless it is voluntarily shared by the parent or carer as part of supporting the child's needs.
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3. HOW WE COLLECT YOUR DATA
We collect data in the following ways:
- Directly from you when you contact us via email or our website
- Through the completion and signing of our Service Agreement
- During sessions, through observation and notes made by the Tutor
- Through progress update communications
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4. WHY WE USE YOUR DATA (LEGAL BASIS)
We process personal data on the following legal grounds under UK GDPR:
Contractual necessity — to provide the services set out in the Service Agreement (e.g., scheduling sessions, processing payments, sending progress updates).
Legitimate interests — to maintain accurate session notes and records that allow us to deliver effective, personalised support.
Legal obligation — to retain financial records and to fulfil safeguarding duties where required by law.
Consent — where you have specifically given permission for us to use your data in a particular way (e.g., sharing a testimonial or photograph).
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5. HOW WE STORE YOUR DATA
All personal data is stored securely using the following:
- Google Workspace (Google Drive and Gmail), protected by a secure password and two-factor authentication
- Session notes are stored digitally in a private, access-restricted folder
- Physical documents (if any) are kept securely and not left accessible to others
We do not store card or bank details. Payments are managed through bank transfer or a secure third-party payment platform.
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6. WHO WE SHARE YOUR DATA WITH
We do not sell, rent, or share your personal data with third parties for marketing purposes.
Data may be shared in the following limited circumstances only:
- With a relevant authority (e.g., local authority children's services, police) if we have a safeguarding concern and are required to report it by law
- With our accountant or bookkeeper for tax and financial record purposes (limited to financial data only)
- As required by HMRC or another regulatory body
Any third party who receives data from Rise Minds is required to handle it securely and in line with UK GDPR.
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7. HOW LONG WE KEEP YOUR DATA
Please refer to the Rise Minds Data Retention Policy for full details of retention periods.
In summary:
- Client and Student records: retained for 3 years after the end of the service agreement
- Financial and payment records: retained for 7 years (HMRC requirement)
- Safeguarding records: retained for a minimum of 7 years, or until the child reaches 25 years of age (whichever is later)
When data is no longer needed, it is securely deleted or destroyed.
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8. YOUR RIGHTS
Under UK GDPR, you have the following rights:
Right of access — you can request a copy of the personal data we hold about you or your child.
Right to rectification — you can ask us to correct any data that is inaccurate or incomplete.
Right to erasure — you can ask us to delete your data, subject to any legal obligations to retain it.
Right to restrict processing — you can ask us to limit how we use your data in certain circumstances.
Right to data portability — you can request your data in a commonly used, machine-readable format.
Right to object — you can object to us processing your data where we rely on legitimate interests as our legal basis.
To exercise any of these rights, please contact us at kleber.srbek@hotmail.com. We will respond within one calendar month.
If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office at ico.org.uk.
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9. COOKIES AND WEBSITE DATA
If Rise Minds operates a website, it may use cookies to understand how visitors use the site and to improve the user experience. Details of cookie use will be provided via a cookie notice on the website.
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10. CHANGES TO THIS POLICY
This policy may be updated from time to time to reflect changes in our services or in data protection law. The most current version will always be available on request and, where applicable, on our website.
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11. CONTACT
If you have any questions about this policy or how we handle your data, please get in touch:
Rise Minds
Kleber Srbek Rodrigues Shaw
Email: kleber.srbek@hotmail.com
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This policy was last reviewed: May 2026