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Privacy Policy

Art in Mind's privacy policy 

Who are we?

Art in Mind is a charity (registered charity number 1165326) established in 2011, that offers a range of information, advice and support services to young people struggling with mental health, special educational needs or disabilities, across Sussex.

Art in Mind takes your privacy seriously and this Privacy Policy sets out how we will use and store your data, in full accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Regulators Code of Fundraising Practice (2016). 

What information will you collect about me?

We currently collect and process the following information:
Personal identifiers, contacts and characteristics (for example, name and contact details)
Diversity information such as gender, ethnicity, religion, disabilities, sexual orientation and age or age range

Most of the personal information we process is provided to us directly by the young person or parent carer in order for us to provide a service.  The lawful bases we rely on for processing this information is young person and parental consent and legitimate interests.  We will always ask for young person consent or parent carer to store and process your personal information and young person / parent carer may give this consent verbally or in writing. Young person / parent carer are able to remove your consent at any time. You can do this by emailing us

We may also receive personal information indirectly, from the following sources, in the following scenarios:
If you are a young person, we may receive this information directly from the person(s) who has Parental Responsibility for you. If you are over 16 years, we will ask you directly to consent to us processing your data.  Where a person over 16 does not have capacity to make this decision we will follow the principles set out in the Mental Capacity Act 2005 and take consent from the appropriate decision maker. For this decision, this is likely to be the primary carer.

From an external agency referring you to access one of our services. They must obtain consent from you first, before they pass us your data.  We will request personal contact details, and details about why the referral is being made.

What are we going to do with your information?
We will use your personal information to provide services or information to you. We will also collate your personal details with that of others to create anonymised data for general reporting about our work and the impact it has to our funders, or to identify and provide trends about the needs of young people with mental health issues to service providers/partners / funders.

What will you ask me to consent to?
When you contact Art in Mind, we will ask you for basic personal information in order to support you and to collect information that we report in an anonymised format to our funders.  

Will you be sending me texts or emails?
Within the course of supporting, you workers may text or email you but if you choose not to be contacted in this way, please let us know.

We ask for permission from you to contact you about other things, these all require your separate permission:
Newsletters/Updates / events

You can opt in or opt out of all or any of these options at any time.  You can unsubscribe from all emails by using the unsubscribe link in emails 

Will we share your information with anyone else?

No. Unless we have your permission to do so, we won’t share your personal information with any organisations or individuals outside of Art in Mind. The only exception would be where a failure to share your personal information would lead to a risk of significant harm to you or others.

There will be some occasions we will need your consent to pass on personal information in order to submit or process applications on your behalf e.g. for DBS checks, registering trustees with Charity Commission, supporting applications for disability benefits etc. These are ‘legitimate interests’ where an individual would reasonably expect us to use their information.

We will never sell, rent, or trade your personal data.

Specific consent

Sometimes there will be very specific cases we will need to share your data. Each case we will discuss this data sharing with you.  If you consent data will be shared very securely, electronically.

Where is your data stored?
Data may be stored in Excel spreadsheets contained within the Art in Mind server. 

Sometimes you may be asked to access a third-party site for example to complete a survey, enrol on a workshop or submit a form.  Where possible we minimise the amount of personal data we ask for and we check the website’s security meets UK GDPR before asking you to use it.

How long do we hold your data for?
We follow national best practice and retention periods vary according to the nature of the record.
Counselling records: 

Records held by Art in Mind about you will be made inactive and anonymised by removing all personal data after seven years of our last contact with you.  We keep records for this period to facilitate ongoing support for you as they go through key developmental stages.

What are your rights about the information we hold about you?

You can ask to see the personal information that Art in Mind holds about you, this is called a subject access request, and you can choose to receive that personal information in paper or electronic form. You have the right to ask us to correct any inaccuracies in the personal information that we hold about you and you can also choose to reuse your personal information for your own use, e.g. give it to another organisation. You can also ask us to delete any of the data we hold about you or restrict how we use it. We follow strict GDPR guidelines and our internal policies whenever handling your data.   You also have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You can find more information about GDPR on this link You are not required to pay any charge for exercising your rights.


If you make a request, we have one month to respond to you, contact us at
What about our website?

Art in Mind operates the following websites and at the bottom of each website page there is a link to the privacy statement for that website. These will tell you what information Art in Mind gathers from visitors to our websites, and what we do with it.

How can you get in touch with us?
If you would like to know more how we look after your personal information, or would like to request a copy of the personal information that we hold about you, you can contact our Data Protection Officer in the following ways:
phone: 07981440322 

How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at or using the contact details above. 
You can also complain to the ICO if you are unhappy with how we have used your data. 
The ICO’s address:     
Information Commissioner’s Office; Wycliffe House; Water Lane; Wilmslow; Cheshire; SK9 5AF 
Helpline number: 0303 123 1113 
ICO website: 

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