Privacy Notice

Mothermind Limited. Registered in England and Wales (Company No. 15972958). Data Protection contact: hello@mothermind.io. We are registered with the Information Commissioner's Office (ICO); registration number to be confirmed.

We've written this Notice in plain English. We explain:

• what personal data we collect, from whom, and why;
• the legal basis we rely on;
• who we share it with;
• how long we keep it;
• your rights and how to use them.

If anything isn't clear, email us at hello@mothermind.io.

From Employers

• organisation name, billing address, company number;
• contact details for the lead administrator and billing contact;
• subscription tier, billing history, and payment data (handled by Stripe);
• a list of employees authorised to access the service (name, work email, optionally job title or department).

From Employees

• your name, work email, and any optional profile information you choose to add;
• session bookings: who you booked with, when, and attendance;
• session content and practitioner notes (held confidentially - see Section 4);
• communications with practitioners and support;
• engagement data such as which resources you access (in aggregate where possible).

Automatically

• device and browser information;
• IP address;
• log and audit data;
• essential cookies (see our Cookie Policy).

We hold an Appropriate Policy Document covering our processing of special category (health) data, available on request.

Sessions between an employee and a Mothermind practitioner are confidential. Employers cannot see what is discussed. Practitioners record notes in line with professional standards (e.g. NMC). These notes are held by Mothermind as an independent data controller. We will not disclose session content to your employer, family members, or anyone else without your consent.

Exceptions

• safeguarding concerns (Care Act 2014; Working Together to Safeguard Children 2023);
• risk of serious harm to you or another person;
• legal requirement (court order, regulator);
• professional or clinical governance obligations.

Where we have to break confidentiality, we will tell you wherever it is safe and reasonable to do so.

• With your employer: only aggregate engagement data. No identifiable session content.
• With practitioners: to deliver your session.
• With trusted subprocessors: see Section 6.
• With regulators or authorities: where legally required or for safeguarding.
• In an emergency: with emergency services where necessary to protect life.

We never sell your data.

You have the right to:

• Access the personal data we hold about you;
• Correct inaccurate or incomplete data;
• Delete your data ("right to be forgotten") - subject to legal / professional retention obligations;
• Restrict processing in certain circumstances;
• Portability - receive your data in a portable format where applicable;
• Object to processing based on legitimate interests or for direct marketing;
• Withdraw consent where we rely on consent;
• Lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk.

To exercise any right, email hello@mothermind.io. We respond within 30 days, sometimes extended where requests are complex. Some rights may be limited where data is held for clinical record-keeping, safeguarding, or legal reasons.

• encryption in transit and at rest;
• access controls and authentication;
• audit logging;
• regular security review;
• staff confidentiality training;
• vendor due diligence for subprocessors.

If a personal data breach occurs that is likely to result in a risk to your rights, we will tell you and notify the ICO within 72 hours.

We use essential cookies to keep the platform working. We use optional cookies (such as analytics) only with your consent. See our Cookie Policy on the Legal Hub.

Mothermind at Work is for adults aged 18 and over. We do not knowingly collect data from anyone under 18 through this service.

Mothermind at Work is operated from the UK and intended for UK-based employers and their employees. If you access the service from outside the UK, you do so on your own initiative and are responsible for compliance with local law.

We may update this Notice. Material changes will be notified by email or platform message. The "Effective" date at the top reflects the current version.

Mothermind Limited. Data Protection / General / Complaints: hello@mothermind.io. Information Commissioner's Office (ICO): ico.org.uk, 0303 123 1113.