Privacy & Fair Usage Policy
Privacy Summary
Last updated: 11 August 2026
Who we are:
Mindful Benefits is a trading name of Mindful Wealth Limited (company ref 12136543), registered at 57a Broadway, Leigh-on-Sea, Essex, England, SS9 1PE. ICO registration: ZB202942.
What we collect: your name, contact details, and information you share with us during sessions, courses, or 1-1s.
Why: to deliver the support you've booked, and to improve our service.
What we share with your employer:
anonymised, high-level usage only . "17 one-to-ones completed this month."
Never your name or what you discussed. This helps your employer see the service is valued, so they can keep funding it.
If you want financial advice:
with your consent, we'll pass your details to a trusted third party - for example, pension or mortgage advice. We'll only do this if you ask us to and
agree. Once shared, your data is covered by that third party's own privacy policy. The same applies if you wish for us to feed back or contact your Employer.
Other tools we use:
course hosting, email, and similar providers may store data outside the UK. Where this happens, we require recognised safeguards to protect it to UK standards, reviewed at least yearly.
When we'd share more without asking:
only if we believe you're at serious risk of harm — the same principle as counselling confidentiality. This is rare, but as a financial wellbeing service we may speak with people in vulnerable situations, so it's right to be upfront about it.
How long we keep data: 5 years from the end of your employer's contract with us.
Your rights: you can ask to see, correct, or delete your data at any time, or complain to the ICO if you're unhappy with how we've handled it.
Contact us: hello@mindfulbenefits.co.uk for anything privacy-related.
Full Privacy Policy
Last updated: 11 August 2026
1. Who we are Mindful Benefits is a trading name of Mindful Wealth Limited, registered in England and Wales (company ref 12136543), registered office 57a Broadway, Leigh-on-Sea, Essex, England, SS9 1PE. ICO registration number: ZB202942. We are the data controller for the personal data described below, and the point of contact for any privacy queries or complaints.
2. What we collect
- Contact details (name, email, employer)
- Session, event, and course activity (bookings, attendance)
- Anything you share with us during 1-1s or Deep Dives
3. Why we use it, and our legal basis
- To deliver the service you've booked — performance of a contract
- To report anonymised usage to your employer — legitimate interests (keeping the service funded)
- To pass your details to a trusted third party for financial advice (e.g. pension, mortgage) — consent, given separately by you and withdrawable at any time
- Where you're at serious risk of harm — vital interests (UK GDPR Art. 6(1)(d)), alongside the safeguarding condition in the Data Protection Act 2018
4. Who we share it with
- Your employer: anonymised, aggregate figures only (e.g. attendance and booking numbers). Never content or identity unless you specifically instruct us to.
- Financial advice partners: only with your explicit consent, and only for the purpose you've agreed to (e.g. a pension or mortgage referral). Once we've made the introduction, that partner becomes responsible for your data under their own privacy policy — we'd encourage you to read it before proceeding.
- Service providers: we use tools such as course hosting and email platforms (e.g. FreshLearn, Mailchimp) to run our service. Some of these may store or process data outside the UK. Where this happens, we require providers to use recognised safeguards, such as Standard Contractual Clauses, to protect your data to UK standards. We review these arrangements at least yearly.
- Authorities: only where we believe you're at serious risk of harm to yourself or others, or where we're legally required to.
- We do not sell your data.
5. How long we keep it 5 years from the end of your employer's contract with us.
6. Automated decision-making and use of AI We do not use automated decision-making that produces legal or similarly significant effects about you without human involvement. We may use systems or AI tools to help with administrative tasks — for example, scheduling or grouping bookings — but a person remains responsible for anything that affects the support you receive.
7. Your rights Under UK GDPR you can ask us to:
- Access the data we hold about you
- Correct or delete it
- Restrict or object to how we use it
- Move it elsewhere (portability)
- Withdraw consent at any time, where consent is the basis we rely on (e.g. financial advice referrals)
Contact hello@mindfulbenefits.co.uk to exercise any of these, or to unsubscribe from event invites or updates - unsubscribe links are also included directly in our emails.
8. Making a complaint If you're unhappy with how we've handled your data, contact us at hello@mindfulbenefits.co.uk. We'll acknowledge your complaint within 5 working days and provide a full response within 6 weeks. You can also complain to the ICO at any time.
9. Security We use appropriate technical and organisational measures to protect your data, including device and data encryption, and access controls limiting who can view it.
10. If you don't provide your data Some information (such as your name and employer) is needed to book sessions or courses. Without it, we may not be able to deliver the service.
11. Changes to this policy We'll update this page if anything changes, and note the date at the top.
12. Contact hello@mindfulbenefits.co.uk / 57a Broadway, Leigh-on-Sea, Essex, England, SS9 1PE
Mindful Benefits – Fair Usage Policy
This policy ensures fair support across all employees. We keep it flexible so we can work with you, not against you.
Our Fair Usage Principles
1. Complete your current support before starting a new one
Finish your current session or information request before booking something else. If your situation changes and you need to switch, just let us know — we can help you pivot.
2. Response times
If we're waiting for your response, update, or decision as part of your plan, we'll try to contact you three times. If we don't hear back, we'll close the conversation. You can restart by starting the process again e.g. booking a new 1-1.
3. Cancellations and no-shows
If you need to cancel or reschedule, give at least 24 hours notice. Last-minute cancellations mean we can't offer your slot to someone else. If you cancel with less than 24 hours notice three times, or miss three sessions in a row, we'll close the conversation. You can restart by starting the process again e.g. booking a new 1-1.
4. Respect goes both ways
We'll treat you with respect, and we ask for the same in return. Abuse or harassment will result in suspension of your access.
5. Monthly limits on some support
Some support has a monthly limit to make sure we can help everyone fairly. If we reach capacity and you need to book, we'll contact you to rearrange as soon as possible.
If you have any questions about these policies, please email us at hello@mindfulbenefits.co.uk
Last updated: 11 August 2026
