Privacy policy

Last updated 27 October 2026

This policy explains what personal data MindTactics Consultancy Ltd collects through mindtactics.co.uk and our services, how we use it, and your rights.

1. Who we are

MindTactics Consultancy Ltd ("MindTactics", "we") is the data controller for your personal data. We are registered in England and Wales, company number 15051347, with our registered office at C/O Wilson Partners, Tor, Saint-Cloud Way, Maidenhead, Berkshire, SL6 8BN. Contact: Zahra Saleh, zahra@mindtactics.co.uk.

2. What we collect

Your name and email address
Your answers in our booking and pre-call forms
Coaching records, such as session notes and agreed actions, if you become a client
Call recordings and transcripts, only with your agreement
Order details when you buy from us (payments are handled by Mollie, and we never see your card details)
Whether you open our emails and which links you click

We need your email address to send your invite, confirm bookings and deliver purchases.

3. How we use it and our legal basis

Data protection law requires us to have a legal basis for each way we use your data.

Sending your welcome email, your invite to She Said. She Did. and occasional emails about our events, programmes and offers, and recording whether you open them and which links you click: consent. You can withdraw it at any time with the unsubscribe link in every email.
Arranging discovery calls, with confirmations, reminders and follow-up: steps you asked us to take before a contract.
Providing coaching and keeping session notes, and processing orders: contract.
Recording or transcribing a call to write accurate session notes: explicit consent, which we ask for before each recording, because a coaching conversation may include sensitive information such as details about your health.
Keeping financial records: legal obligation.
Keeping a do-not-email list after you unsubscribe, and handling any complaint or legal claim: legitimate interests.

4. Who we share it with

We share your data with the service providers that help us run the business: systeme.io (website, forms, emails and bookings), Google Workspace (email, calendar and video calls), Mollie (payments), our bookkeeping software and accountant, and the AI tools described below. They may use it only to provide their services to us, except that our payment provider also uses some payment data for its own legal duties, such as preventing fraud. We may also share data with authorities where the law requires it. We never sell your data.

We use AI tools to help with everyday work, such as drafting emails and organising our inbox. We choose tools that do not use your data to train their models. We keep sensitive information, such as session notes and call transcripts, out of AI tools unless the provider is contractually bound to protect it on our behalf. We never make decisions about you by automated means alone.

5. International transfers

Our website platform, systeme.io, stores our data on servers in Ireland. Some of our other providers, such as Google, may process data outside the UK and the European Economic Area, including in the US. Where they do, they are bound by the safeguards UK and EU data protection law require, such as adequacy regulations or standard contractual clauses. The AI assistant we use is provided by a US company and handles data under its own privacy terms. Contact us if you would like more detail.

6. How long we keep it

Email list: while you are subscribed. Once a year we remove anyone who has not opened or clicked any of our emails in two years.
After you unsubscribe: your email address only, on our do-not-email list.
Discovery calls: two years after the call, if you do not become a client.
Coaching records: six years after our work together ends, the time limit for most contract claims in England and Wales.
Recordings and transcripts: deleted within 90 days of the call, once session notes are written.
Financial records: six years, as UK tax law requires.

7. Cookies and email tracking

Our website runs on systeme.io, which uses cookies that are needed for pages and forms to work. If we add any non-essential cookies, such as analytics, we will ask for your consent first. Our emails record opens and link clicks so we can see what is useful and keep our list up to date.

8. Your rights

You have the right to access, correct or delete your data, to restrict how we use it, to receive a copy in a portable format, and to withdraw consent at any time.

You also have the right to object to us using your data for marketing, and we will stop. You can object to any use based on our legitimate interests.

To use any of these rights, email zahra@mindtactics.co.uk. We will respond within one month, or within three months for complex requests, in which case we will let you know.

9. Complaints

If you have a concern, please contact us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. If you live in the EU, you can complain to your national data protection authority.

10. Children

Our services are for adults. We do not knowingly collect data from anyone under 18.

11. Changes to this policy

We will post any changes on this page and update the date above. If a change significantly affects how we use your data, we will email you.