Privacy Policy

Effective date: October 2025


Introduction


Growing Young Minds (“GYM”, “we”, “us”) is committed to protecting your personal data
and respecting your privacy. We comply with the UK General Data Protection Regulation (UK
GDPR) and the Data Protection Act 2018.
We are committed to transparency in how we handle your data and to upholding your rights
as a user of our services. This policy explains what data we collect, why we collect it, how we
use it, and the rights you have.


What Data Do We Collect and How?


We only collect data that is necessary to provide our services (data minimisation).
We collect information through:

  • Online forms (e.g. ClassForKids, Calendly, Stripe subscription checkouts)
  • Direct registration on our website or in person
  • Communications via email, phone, or messaging

The types of personal data we may collect include:
Parent/guardian and child’s names
Address and contact details (email, telephone number)

  • Date of birth
  • Subscription account details (purchase history, payment status, login information)
  • Emergency contact details
  • Allergies or medical information (only where necessary for your child’s safety)
  • Website usage data (via cookies and analytics)

You have the right to withhold certain information. However, please note that if you choose
not to provide some details (e.g. medical information), this may limit our ability to ensure
your child’s safety.
Consent for children’s data: Where we process data relating to children, we obtain explicit
consent from a parent or guardian.


Why Do We Collect Data? (Legal Basis)


We use your personal data for the following purposes:

Purpose  -  Legal Basis

  • To provide tuition lessons and online subscription services - Contractual necessity
  • To manage your subscription (including payments, renewals, and cancellations) - Contractual
    necessity
  • To communicate with you about lessons, resources, or your subscription - Legitimate interest
  • To keep children safe and respond in emergencies -  Vital interests
  • To comply with safeguarding, tax, and accounting obligations - Legal obligation
  • To send you updates or marketing information about other services (where you have opted in) - Consent

You can withdraw consent for marketing communications at any time by clicking “unsubscribe” in an email or by contacting us directly at contact@gyminds.co.uk 


Who Do We Share Data With?

  • We may share your personal data with:
    ď‚· Service providers (e.g. ClassForKids, Calendly, Stripe, Kajbai, Google Workspace) to process payments, manage subscriptions, and store data. We have data processing
    agreements in place with these providers to ensure compliance with UK GDPR.
  • Regulatory or legal authorities where required by law.
  • Business transfers if GYM is sold, merged, or acquired.

We do not sell your personal data to third parties.


How Long Do We Keep Data?

We only keep personal data for as long as necessary, based on legal, safeguarding, and
operational needs. Examples:

  • Lesson registration data: deleted 2 years after a child leaves tuition
  • Subscription account and payment records: kept while active, and up to 6 years after
    cancellation (for financial/legal compliance)
  • Safeguarding and child protection records: retained in line with statutory
    requirements (see Data Retention Policy)


Retention periods are determined by legal obligations, statutory guidance, and our
operational requirements, with a strong commitment to data minimisation. Data is securely
deleted or destroyed once no longer needed.


Your Rights


Under UK GDPR, you have the right to:

  • Access the data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data (“right to be forgotten”) when no longer required
  • Restrict or object to certain processing activities
  • Request transfer of your data (data portability)
  • Withdraw consent at any time (for marketing or optional data uses)


To exercise your rights, contact us at contact@gyminds.co.uk. We will provide a clear form
or process to handle your request.


Cookies and Tracking


We use cookies and analytics (e.g. Google Analytics) to monitor website usage and improve
services.

  • What are cookies? Cookies are small files stored on your device to remember your
    preferences and improve your browsing experience.

You can manage cookie preferences in your browser. Blocking cookies may limit site
functionality. For more detail, see our Cookie Policy.


Security

We take appropriate technical and organisational measures to protect your personal data, including:

  • Encryption of data where possible
  • Password protection and access controls
  • Secure deletion of data when no longer required
  • Requiring third-party providers to maintain strong security standards
  • Regular reviews and updates of our security practices to address new risks


Changes to This Privacy Policy


We may update this policy from time to time. If changes are material, we will notify you:

  • By email (to the address associated with your account)
  • With a prominent notice on our website

We encourage you to check this policy periodically for the latest version.
Contact Information


If you have questions about this policy or your data, please contact us:
contact@gyminds.co.uk
Growing Young Minds, Milton Road, London, CR4 2DT