Privacy Policy.
Move. Focus. Grow.
Active Minds KS2 Provision Limited
Version: 1.0
Effective date: October 2026
Next review: October 2027
1. Introduction
At Active Minds KS2 Provision, we take the privacy and protection of personal information seriously.
This Privacy Policy explains how we collect, use, store and protect information provided through our website, including enquiries and pupil referrals.
We are committed to handling personal information responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable legislation.
2. Who We Are
Active Minds KS2 Provision Limited is an alternative education provider supporting Key Stage 2 pupils through a combination of structured education, physical activity and personal development.
Company name: Active Minds KS2 Provision Limited
Company number: 17183910
Address: 40 Leeming Street, Mansfield, Nottinghamshire
Website: www.activemindsks2provision.co.uk
Email: BillyDavies@ActiveMindsKS2Provision.co.uk
Active Minds KS2 Provision Limited is responsible for deciding how and why personal information collected through our website is used. This means we act as a data controller for that information.
The Director is the designated contact for data protection enquiries.
3. Information We Collect
When visitors use our website, we may collect the following information.
General enquiries
Names and contact details.
Email addresses and telephone numbers.
School or organisation details.
Information included in messages submitted through our Contact form.
Pupil referrals
Our Refer a Pupil form operates as the first stage of a two-stage referral process.
At this initial stage, we collect:
Referring school and professional contact details.
A school-generated pupil reference rather than the pupil's name.
Year group and EHCP status.
Broad areas of educational need.
A brief, non-identifying reason for referral.
Proposed attendance arrangements, where provided.
Intended placement outcomes.
Parent/carer awareness of the referral.
An indication of whether further discussion about placement suitability or safety is required.
Confirmation that the referrer is authorised to submit the information.
We ask schools not to submit pupil names, dates of birth, detailed medical records, safeguarding documentation or identifiable incidents through the website form.
Where an initial referral progresses, further information may be obtained through an agreed secure process. This may include identifiable pupil details, EHCP documentation, safeguarding information, medical needs and relevant risk assessments.
Information collected at both stages will be handled in accordance with applicable data protection requirements.
Although the initial referral uses a pupil reference rather than a name, the information may still constitute personal data and will be protected accordingly.
Website usage information
Our website is hosted by Squarespace, which may process technical information such as IP addresses, browser types, device information, pages visited and cookie data to operate and maintain the website.
4. How We Use Personal Information
We use personal information to:
Respond to enquiries from parents, carers, schools and professionals.
Consider referrals and assess the suitability of potential placements.
Communicate with referring schools and relevant professionals.
Arrange meetings and provide information about our provision.
Support safeguarding responsibilities.
Maintain the security and functionality of our website.
Meet applicable legal and regulatory obligations.
We do not sell personal information to third parties.
We do not use children's referral or safeguarding information for advertising or marketing purposes.
5. Our Legal Basis for Processing Information
We process personal information only where there is a lawful basis under UK GDPR.
Depending on the circumstances, this may include:
Legitimate interests: Responding to enquiries, considering referrals and operating our provision responsibly, where these interests are not overridden by individuals' rights.
Legal obligations: Processing information where necessary to comply with applicable legal duties, including relevant safeguarding requirements.
Vital interests: Sharing necessary information in an emergency to protect someone's life.
Consent: Where consent is the appropriate lawful basis, including for certain optional website technologies.
Where referral information includes sensitive personal information, such as health information, we also require a relevant additional condition under Article 9 UK GDPR. Depending on the circumstances, this may include explicit consent or the substantial public interest condition for safeguarding children and individuals at risk under the Data Protection Act 2018.
The parent/carer consent status recorded on a referral form does not, by itself, determine the lawful basis for processing personal information.
6. How We Protect and Share Information
We take appropriate steps to protect personal information against unauthorised access, loss, misuse or disclosure.
Access to personal information is restricted to those who require it for legitimate professional purposes.
Where necessary and lawful, information may be shared with:
Referring schools and commissioning organisations.
Relevant local authority professionals.
Safeguarding agencies and statutory services.
Emergency services where necessary.
Trusted technology and service providers supporting our website and communications.
Our website is hosted by Squarespace. Information submitted through our Contact and Refer a Pupil forms is stored within Squarespace's form submission system. Completed form responses are also sent by email to our designated business Outlook account.
Access to these records is restricted to authorised personnel. We use account security measures, including two-factor authentication, to help protect personal information. Information is retained and deleted in accordance with our data protection and records-retention procedures.
Some website information may be processed outside the United Kingdom, including in the United States. Where international data transfers take place, appropriate legal protections must apply. Squarespace sets out its transfer arrangements in its Data Processing Addendum. Further information about applicable safeguards can be requested using our contact details.
We do not share personal information unnecessarily.
7. How Long We Keep Information
We keep personal information only for as long as it is needed for the purpose for which it was collected, subject to relevant legal, safeguarding and contractual requirements.
The retention period depends on the type of information and whether an enquiry or referral proceeds.
General enquiries are retained while they are being handled and for any necessary follow-up or complaint period.
Where a referral leads to a placement, relevant information may become part of the pupil's provision records and will be managed according to the applicable educational, safeguarding and records-retention requirements.
Information is securely deleted or disposed of when it is no longer required.
8. Cookies and Website Analytics
Our website uses Squarespace, which may use cookies and similar technologies.
Cookies can help websites function correctly, remember preferences and provide information about how visitors use a website.
Some cookies are essential for website operation. Other cookies, including certain analytics or third-party cookies, may depend on our website settings and visitors' preferences.
Where consent or an opportunity to object is legally required, we provide the relevant choice.
Visitors can also manage cookies through their browser settings.
9. Your Data Protection Rights
Under UK data protection law, you have rights concerning your personal information.
Depending on the circumstances, these include the right to:
Request access to personal information held about you.
Ask for inaccurate information to be corrected.
Request deletion of information where applicable.
Request restrictions on certain processing activities.
Object to processing based on legitimate interests.
Request the transfer of certain information where applicable.
Withdraw consent where processing relies on consent.
You have the right to object to processing based on legitimate interests. We will consider such requests in accordance with data protection law.
To exercise your rights, please contact:
BillyDavies@ActiveMindsKS2Provision.co.uk
We may need to verify your identity or authority to act on behalf of another person before responding.
10. Children's Personal Information
As an alternative education provider working with children, we recognise the particular importance of protecting children's personal information.
We seek to collect only information necessary for considering referrals and delivering appropriate provision.
Information about children is handled carefully and shared only where there is a lawful and appropriate reason.
Parents, carers and children can contact us to ask questions about how personal information is handled.
11. Contacting Us or Making a Complaint
If you have a question, concern or complaint about how we handle personal information, please contact us:
Email: BillyDavies@ActiveMindsKS2Provision.co.uk
Address: 40 Leeming Street, Mansfield, Nottinghamshire
We will acknowledge data protection complaints within 30 days and investigate them without undue delay, keeping complainants informed of the outcome.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Website: www.ico.org.uk
Telephone: 0303 123 1113
12. Changes to This Privacy Policy
We review this Privacy Policy annually, or sooner where changes to legislation, website features or our information-handling arrangements require an update.
The current version will be available on our website.
Version 1.0 | October 2026
Next scheduled review: October 2027