Data Policy

States of Mind/ Privacy Policy

Last updated: 21st May, 2021 

By: Beatrice Herbert is a digital platform owned by STATES OF MIND CIC. At STATES OF MIND CIC we are committed to protecting and respecting your privacy. This policy explains how any personal data we collect from you, or that you provide to us, will be used by us.

Policy Summary

We collect and process information that you enter on our website 

By submitting your data to us you are agreeing to the terms in this Privacy Policy.

We may use other companies to store your data, these are always within Europe. 

We ensure that your data is treated securely and follows this Privacy Policy. 

Personal data such as emails or telephone numbers are encrypted.

Unfortunately, the transmission of information via the internet is not completely secure. 

Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site. 

We do not sell, trade or transfer information to other people that can be used to identify you, unless we provide you with advance notice. 

Sometimes we may use anonymised data from our site and our education programme for research purposes. 

We will delete any personal data that you no longer wish us to hold except where we need to retain information for legal reasons or in the public interest (this is very rare).

Questions, comments, and feedback regarding this privacy policy are welcomed and should be addressed to 

The policy in full

The data controller:

For the purpose of the General Data Protection Regulation, the data controller is STATES OF MIND CIC, Cranleigh, Burton Street, Marnhull, DT10 1JJ

Any data protection issues or queries should be addressed to our Data Protection Officer at 

What personal information do we collect from the people that visit our website?

We may collect and process information that you enter on our website This includes the information you provide when registering for and completing our online education programme. We may also ask you for information when you report a problem with one of our services. 

The information which you provide us may include your:

Name, age, gender, e-mail address, username and any information submitted within our online education programme.

Information we collect about your device, including the type of mobile device you use, a unique device identifier (for example, your device's IMEI number, the MAC address of the device's wireless network interface, or the mobile phone number used by the device, sometimes referred to as a device ID or token), mobile network information, your mobile operating system and the type and version of mobile software which you use;

General, aggregated, demographic, and non-personal data (such as aggregated anonymous information about website usage and other forms of analytical data). It will not be linked to any of your personal data, through cookies or other means, without your consent;

If you contact us, we may keep a record of that communication;

Information which you provide to us by completing surveys or polls, and which we use for research purposes. These surveys are not compulsory;

Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, and the resources that you access.

How do we use your information?

We may use the information we collect from you when you register and when you submit your answers within the course, sign up for our newsletter, respond to a survey or marketing communication, surf the website, or use certain other site features in the following ways:

To personalise your experience and to allow us to deliver the type of content and products in which you are most interested;

To improve our services to make it better for you;

To follow up with you when necessary (email inquiries);

For the purpose of conducting fully anonymised academic research;

What is anonymisation?

All personal data that is submitted within the platform is anonymised.

Anonymisation is a technique which prevents individuals from being identified from a data set whilst still being useful for research and analysis. Since the data is no longer personal data it is not governed by data protection law nor held in confidence so it can be used without legal restrictions though STATES OF MIND CIC ensure that all use of such data is for important and ethically acceptable purposes.

What is the legal basis for processing the data?

We are only allowed to use your personal information when certain conditions apply. We typically rely on the following conditions:

  1. You have taken out a Contract with us. 

This mainly applies to our staff, our business partners or someone who has chosen to order or buy something from our website. 

  1. We have a Legitimate Interest. 

We might use your information because we (or a company that we work with) have a legitimate interest in doing so. For example, we need to use information about how you use the online education programme to improve it. We also use some information about you to understand how effective States of Mind is at helping to improve young people’s wellbeing. We take your right to privacy very seriously, so we only rely on legitimate interest when we think the way we are using your data doesn’t significantly impact your privacy or would be expected by you, or there is a compelling reason to do so. 

  1. You have given your Consent. 

When registering for access to you will be asked for your consent for us to collect your data. We collect your data to enable the personalisation of the platform and all personal data that is submitted is anonymised when it is saved on the platform.

Occasionally, we will ask for consent to use your information for specific purposes, for example to complete a wellbeing review.

 If we do, we’ll make sure you can revoke your consent in our services or through your device permissions. 

Even if we’re not relying on consent to use your information, we may ask you for permission to access data like gender and location. States of Mind is a preventative service therefore we are exempt from needing parental consent for any age of a child.

  1. Legal obligation. We may be required to use your personal information to comply with the law. 

How long will we hold your data?

Data collected via the website is stored until you ask us to delete it or it becomes clear that you will not be accessing the website again. Personal data collected via other means such as the website or social media will be stored only for as long it is still needed. We do create anonymised data sets and will keep these indefinitely for research and service evaluation purposes.

Your right to object

You have the right to object to our use of your identifiable information. With many types of data, we’ve provided you with the ability to remove it from public view or simply delete it if you don’t want us processing it anymore. If there are other types of information you don’t agree with us processing please contact us on

How do we protect your information?

We store your data in password protected and encrypted files. 

All information you provide to us is stored on our secure servers. Data that can be used to identify you such as your name and email address is encrypted both in storage and in transit. Personal data is never shared with other users or 3rd parties without your consent. 

Only members of our safeguarding team can access your personal data. Any request to access this data is logged by the system.

Unfortunately, the transmission of information via the internet is not completely secure although it is very rare for transmissions to be compromised. We will do our best to protect your personal data but we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.  Once we have received your information, we will use strict procedures and security features to prevent unauthorised access.

Do we use 'cookies'?

We may use cookies on the States of Mind and website.

We do not use cookies for tracking purposes.

We, along with other companies such as Google use first-party cookies (such as the Google Analytics cookies) and third-party cookies (such as the DoubleClick cookie) or other third-party identifiers together to improve the user experience.

You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser settings. Since each browser is a little different, look at your browser's Help Menu to learn the correct way to modify your cookies. If you turn cookies off some features that make your site experience more efficient will be disabled and my not function properly. However, you will still be able to place orders.

Third-party disclosure

We do not sell, trade, or transfer information that can be used to identify to anyone other than our website and app hosting partners and other parties who assist us in operating our website and app, conducting our business or serving our users. We ensure that our partners keep this information confidential and secure. If exceptionally we wish to vary from this commitment we will contact you and ask for your consent before proceeding.

We may also release information when required by law or when it is necessary to enforce our site policies or protect ours, yours or others' rights, property or safety.

We may disclose data obtained from our website to academic institutions and research bodies for research purposes. However, we ensure that any such data is anonymised before it is transferred and that any recipients of this data adhere to adequate standards of ethics, data security and privacy. Anonymised visitor information may also be provided to other parties for marketing, advertising, or other uses.

Access to information

Data Protection law gives you the right to access information held about you. Please contact info@statesofmind for more information.

Our Policies Concerning Children

We are committed to complying with GDPR and the United States' Children Online Privacy Protection Act (COPPA). is a preventative service therefore we are exempt from needing parental consent for a child of any age. 

How does our site handle Do Not Track signals? does not currently respond to browser “Do Not Track” signals sent from web browsers on our app or our site.

Changes to our privacy policy

We will occasionally update this Privacy Policy to reflect changes in our practices and services. When we post changes to this Privacy Policy, we will revise the "Last Updated" date at the top of this Privacy Policy and the revised Privacy Policy will come into effect on the date it was posted to our site or our app or as otherwise notified by us. If we make any material changes in the way we collect, use, and/or share your personal information, we will notify you by prominently posting notice of the changes on our website and, where appropriate, notifying you by email. We recommend that you check this page from time to time to inform yourself of any changes in this Privacy Policy. By continuing to use after we have posted a revised Privacy Policy you acknowledge that you have consented to the revised Privacy Policy.

Contacting Us

Questions, comments and feedback regarding this privacy policy are welcomed and should be addressed to