Purpose:This Acceptable Use Policy outlines the approved usage of computer resources, including but not limited to computers, mobile devices, email, internet, and other digital resources provided by MiniMe Mindfulness® (the “Company”). This policy aims to ensure that the Company's computer resources are used appropriately and securely by Franchisees, Mindset Mentor Partners and Mindset Mentor Assistants (“Staff”) while maintaining the safety, privacy, and well-being of the children in our care.Scope:This policy applies to staff who have access to or use the Company's computer resources.

1. General Principles - Computer resources provided by MiniMe Mindfulness® are to be used primarily for work-related purposes, in alignment with the mission and values of the Company. - Staff are expected to use these resources in a manner that is respectful, professional, and lawful. - The safety and privacy of the children we serve must be prioritised in all digital interactions.

2. Approved Usage - Professional Communication: Staff may use Company email and messaging platforms to communicate with colleagues, parents, and authorised third parties regarding activities, programs, and other work-related matters. - Activity Planning and Research: Staff may use internet resources to research mindfulness activities, child engagement methods, and other educational content that directly supports the Company’s activities. - Data Management: Staff may use provided software and platforms for securely storing, managing, and accessing child and activity-related information in compliance with data protection regulations (e.g., GDPR). - Training and Development: Access to online courses, webinars, and training materials that enhance skills or knowledge relevant to the Company’s activities is permitted.

3. Prohibited Usage - Personal Use: Limited personal use is permitted, such as checking personal email during breaks, provided it does not interfere with work duties. However, personal use should not involve excessive time or bandwidth or be of a nature that could damage the Company's reputation. - Inappropriate Content: Staff must not access, download, or share any content that is illegal, offensive, sexually explicit, discriminatory, or otherwise inappropriate, particularly when working in an environment that serves children. - Unapproved Software: Downloading or installing software that has not been approved by MiniMe Mindfulness® IT staff is prohibited. - Data Sharing: Sharing any child, parent, or colleague information outside the authorised systems or with unauthorised parties is strictly forbidden, in compliance with GDPR and other applicable regulations.

4. Data Protection and Privacy - Secure Handling: All sensitive data, including child, parent, and employee information, must be handled in accordance with the Company’s data protection policies and GDPR requirements. - Password Management: Staff are required to maintain strong passwords and must not share their login credentials with anyone. - Device Security: Staff must ensure that their Company-provided devices (if any) are secure and used in a manner that prevents unauthorised access. This includes logging out of systems when not in use and locking screens when away from the device. - Remote Work: When working remotely, staff must ensure that they use secure internet connections and avoid using public or unsecured Wi-Fi networks for accessing Company systems.

5. Monitoring and Compliance - MiniMe Mindfulness® reserves the right to monitor the use of its computer resources to ensure compliance with this policy. - Any unauthorised use or suspected breaches of this policy may result in an investigation, and disciplinary action may be taken as per Company procedures. - Staff are required to report any security incidents, data breaches, or policy violations immediately to the technology provider and designated Data Protection Officer.

6. Consequences of Non-Compliance - Failure to comply with this policy may result in disciplinary action - Legal action may also be taken if non-compliance results in breaches of data protection laws or other regulatory requirements.

7. Review and Amendments - This policy will be reviewed annually or as required to ensure its relevance and compliance with current regulations. - MiniMe Mindfulness® reserves the right to amend this policy at any time. Staff will be informed of any significant changes in writing.

8. Acknowledgement - By using the computer resources and technology platforms provided by MiniMe Mindfulness®, all staff acknowledge that they have read, understood, and agree to comply with this Acceptable Use Policy.

**For questions or further information about this policy, please contact:

Data Protection Officer - Arron Hawes

[email protected]

---This policy aims to ensure that all staff use the computer resources and technology platforms in a way that supports the safety and privacy of the children, complies with legal requirements, and contributes to the professional environment of MiniMe Mindfulness®.

Effective date: 1st October 2024

To be reviewed: 1st October 2025

MiniMe Mindfulness® strongly believes that no form of bullying or harassment is ever justified.

This policy sets out MiniMe Mindfulness’s zero tolerance approach to bullying and harassment. It applies to all MiniMe Mindfulness® Franchisees, Mindset Mentors and Assistants (Staff), organisations that we work within and children that attend our sessions/camps.

It explains what we mean by bullying and harassment, how we expect our staff and children to act and behave, and how we’ll manage breaches of this policy.

What is bullying?

Bullying is deliberate behaviour that causes physical or emotional harm to another person or people. It happens repeatedly, even when asked to stop. It’s often based on an imbalance of power, or perceived imbalance of power, between the bully and the bullied. And it can be ongoing and subtle.

Bullying can have a long-lasting effect on the bullied person’s physical and emotional wellbeing.

What is harassment?

Harassment is unwanted behaviour which someone finds offensive, makes them feel intimidated or humiliated, or creates a hostile or degrading environment.

Any harassment directed at someone because of a protected characteristic as explained in the Equality Act 2010, is considered unlawful discrimination. This includes sexual harassment. Not only is this against the law, it goes against our commitment to valuing and celebrating differences. It’s both a breach of this policy and our Equality policy.

Policy statement

This policy applies to all MiniMe Mindfulness® settings and activities.

It applies to all MiniMe Mindfulness® communications and behaviours, online and offline.

We expect all MiniMe Mindfulness® staff and children to:

Treat everyone with dignity and respect, following our Equality policy, so MiniMe Mindfulness® is a place where everyone is welcome and free to be themselves

Promote positive, inclusive behaviour by setting a good example and challenging those who don’t

Follow effective safeguarding behaviours

Be aware of behaviour that suggests possible bullying or harassment

Report possible bullying and harassment to your Franchisee as soon as possilbe.

Respond to incidents of bullying, harassment or relational conflict between children locally.

Deal with incidents in a timely and transparent way

MiniMe Mindfulness® has a duty of care to its staff and children. If any staff member experiences bullying, harassment or other inappropriate behaviour from a parent or carer of a child, this could lead to the child being excluded from the club/camp.

Managing breaches of this policy

We manage breaches of this policy by where appropriate, in line with our Safeguarding policy.

If members of MiniMe Mindfulness® staff breach this policy, they should be reported to our Operations Director [email protected].

We’ll follow our disciplinary procedure as set out in our Franchise Agreements and/or Mindset Mentor Agreements.

We encourage all staff to report concerns about possible bullying and harassment. But we know that it may be difficult or uncomfortable. In that case, we encourage staff to make a report by following our Whistleblowing policy and procedures.

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

We teach children mindfulness and mindset techniques in a fun and innovative way.

We have 45 minutes each week to help children build their internal superpowers.

What we are not:

Doctors, psychologists, child behaviour experts, teachers.

We teach all brains and understand that every child has different needs. We adapt our styles accordingly. However, we do have some very basic rules that must be followed:

1. Be kind and respectful.

2. Follow directions set out by the Mindset Mentor.

3. Use all equipment as it is intended.

4. Have fun!

The impact of a child who continually breaks the rules:

1. They disrupt the short 45 minute session

2. Mindset Mentor will be unable to teach at full capacity

3. Other children will be unable to learn effectively

4. The child(ren) will not be taking on board the information we are sharing and

Repeated poor behaviour may result in being excluded from future sessions.

How we manage behaviour:

At the start of each session we set clear boundaries by reading/showing the rules. We also ask the children to repeat important rules back to us.

Every week we ensure that we recognise and reward positive behaviour e.g. with Stickers.

If children do consistently break the rules and disrupt the lesson:

Week 1: child(ren) are reminded of the rules

Week 2: Reminder of the rules and pointing out the rules broken.

Week 3: at the end of the session (1:1) ask the child(ren) to read the rules with you. Reinforce that we believe that they can stick to the rules and they’ll be rewarded with a sticker next week.

Week 4: At the end of the session (1:1) let the child(ren) know that they have broken the rules and ask the child(ren) to wait at the end of the line so that you can raise your concerns with their parent/carer/teacher to explain the rules, how they can improve and ask for help from parent/carer/teacher to remind the child(ren) of the rules before they arrive the following week.

Week 5: Repeat week 4. Make a decision whether that child(ren) is welcome back the following week/term. If the child(ren) does not want to follow the rules you may need to exclude the child(ren) from the class for the benefit of the cohort.

We ensure that we reinforce our belief in the child(ren) throughout the process and that we want to help and mentor them with the support of parent/carer/teachers.

We can offer 1:1 sessions, if preferable, as a way of continuing to help/support the child(ren)’s development through positive mindfulness and mindset techniques, if the group environment is not suitable.

We praise children for what they do right and set, discuss and reinforce boundaries.

We ensure that we follow through with what we say so that it sets an example for others in the session too.

Please note: If extreme circumstances where a child's poor behaviour is excessive, they use bad language, are violent or we feel that the safety of the child, other children or Mindset Mentor is compromised in any way, we will IMMEDIATELY contact the parent/carer and exclude the child from that session and future sessions.

They will be welcomed back into future courses or offered a more suitable course to attend.

Professionalism is key throughout our process and working with the child/teacher/parent is important to us. We will document the process as necessary.

Our sessions are fun, high energy and interactive. We have limited time in each session so need to ensure that behaviour and engagement is managed appropriately to ensure that our sessions remain impactful, effective and fun for every child in each session.

If you have any comments or complaints relating to the behaviour policy or any actions taken by MIniMe Mindfulness please contact [email protected].

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

This policy is to work along side the Data Protection policy.

We acknowledge that information relating to children is sensitive and needs to be handled carefully.

We are committed to respecting the confidentiality of all Franchisees, Mindset Mentors and Assistants (Staff), parents and children.

Staff will not disclose any personal information without permission, except in the following circumstances.

The confidentiality of families or anyone involved within the sessions/courses/camps will only be breeched if any information gives rise for concern for the safety or well being of a child. Even this information will be kept on a need to know basis.

All records that are kept on the children are open for parents / carers to see at any time. However, it is stressed that the information within the records must be kept confidential.

All children attending MiniMe Mindfulness® Sessions/Camps and other adults are expected to refrain from the passage of any information ; verbal , written or in any other form to any person, organisation or any other information media regarding any aspect of the service provided to any child attending our sessions/camps.

Photographs will not be taken of children attending sessions/camps unless we have have had permission.

We will ensure that all staff are aware of and agree to adhere to this policy.

Breeches of this policy will be treated as a serious matter and will be dealt with by the Franchisee / director (as appropriate) and could lead to disciplinary action.

In the course of the employment / self employment, access to confidential information is accessible by the individual upon request; on no account should any of this information be divulged in any format to any unauthorised person.

Breeches of confidentiality will be dealt with through disciplinary action.

Breeches of confidentiality include:

Discussions outside of the franchise relating to work issues.

Discussions relating to work issues taking place inside the sessions/camps in an inappropriate manner or place.

Staff are not to give out other staff members personal details including mobile and home telephone numbers to other staff members or to the public without permission from that staff member.

If staff have a grievance they are reminded that these are to be raised with their Fanchisee or the Operations Director.

No documents are to shared with any parties outside of the Franchise without permission of the MiniMe Mindfulness® Directors.

All information relating to the Franchise, verbal or written remains the sole property of MiniMe Mindfulness® (Franchisee) and/or Mindset Mentors Ltd (Franchisor) and is not to be used or discussed with any 3rd parties or individuals outside of the Franchise.

This list is a sample of some of the instances where disciplinary action can be taken; it is not an exhaustive list.

Confidentiality must remain when employment/self employment/ Franchise ownership has finished with MiniMe Mindfulness®.

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

The purpose of this policy is to provide a clear statement of intent with regards to the assessment, handling and investigation of customer complaints. MiniMe Mindfulness® complaint handling policy and procedure has been created to meet general standards and requirements and complies with standard compliant handling procedures, including the Financial Ombudsman Service (FOS) regulations.

The aim of this policy is to ensure that all customer complaints, either written or verbal, are handled in a consistent and regulated manner and that further complaint incidents are mitigated and where possible, prevented. Where a customer has cause to complain, the complaints handling procedure will be followed in every instance and a record will be made of the complaint nature and details to help improve our services and reduce the occurrence of similar complaints.

Purpose

MiniMe Mindfulness® are committed to delivering a fair, open and clear process for complaints and ensure a satisfactory outcome for all customers who raise a complaint.
This policy sets out our intent and objectives for how we handle complaints, from offering a clear and approachable system for customers to complain, through to conducting root cause analysis on all complaints received to identify the cause, issues, and corrective actions regarding the complaint, and to implement measures to prevent reoccurrences where applicable.

Scope

The policy relates to all staff (meaning Franchisees, Mindset Mentors, Assistants, self employed, employed, third-party representatives or sub-contractors, agency workers, volunteers, and agents engaged with MiniMe Mindfulness® in the UK or overseas) within the organisation and has been created to ensure that staff deal with the area that this policy relates to in accordance with legal, regulatory, contractual, and business expectations and requirements.

Objectives

MiniMe Mindfulness® objectives are laid out below regarding customer complaint handling. For the purposes of this policy, a complaint is defined as any customer contact whereby a negative communication or outcome has occurred. The customer does not have to formally address their communication as an official complaint or to request a response for MiniMe Mindfulness® to treat the incident as a complaint and to follow the related procedures.

MiniMe Mindfulness® objectives for a complaint handling are:

* To provide a fair complaints procedure which is clear and easy to use for anyone wishing to make a complaint

* To ensure that our complaints procedure is fully accessible so that people know how to contact us to make a complaint

* To make sure everyone at MiniMe Mindfulness® knows what to do if a complaint is received

* To make sure all complaints are investigated fairly and in a timely way

* To gather information which helps us to improve what we do and how we do it

* To ensure that the appointed person is involved in any complaints relating to personal data

MiniMe Mindfulness® objectives for the complaint handling process are:

1. Complaints will be investigated and responded to within 8 weeks from the initial customer contact

2. Customers will be sent a copy of this complaints procedure

3. Complaint responses will always be provided in writing (unless the complainant makes a specific request for an alternate form of communication, which will be provided in addition to the written format)

4. Complaint procedures will be available upon written and/or verbal request

5. All complaints will be investigated by Mindset Mentors Ltd Operations Director Arron Hawes. Mindset Mentor Ltd is the Franchisor to all MiniMe Mindfulness® Franchisees.

6. Complaint records will be used to revise company procedures and to improve communication and business practices where applicable.

Procedures & Guidelines

Raising a Complaint

* Customers who request MiniMe Mindfulness® complaint handling procedure will be provided a copy of the procedure and form either by email, in a .pdf format or in the post, and will be asked to raise their complaint in writing as soon as possible after the incident.

* NOTE: Complaints are to be raised in writing, however verbal complaints will be accepted and dealt with as per the same procedures.

* If a customer telephones MiniMe Mindfulness® and wishes to raise a complaint, we will try to resolve the complaint then and there. Even if the complaint is resolved at the time, the customer must still be offered the option of receiving the complaints handling procedure prior to ending the call and the call should be logged in the complaints record.

* Data Protection Related Complaints

* Where a complaint is related to the processing of personal data, this policy ensures that MiniMe Mindfulness® complies with the data protection laws and notification requirements.

* Every individual has the right to lodge a complaint with the supervisory authority (ICO) where they consider that the processing of personal data relating to them infringes the General Data Protection Regulation (GDPR) or we have breached data protection law. All individuals using our products or services and those employed by us are notified of this right via our Privacy Notice, in our complaint handling procedures and in our information disclosures.

* The supervisory authority with which the complaint has been lodged, is responsible for informing the complainant on the progress and the outcome of the complaint, including the possibility of a judicial remedy where the supervisory authority does not handle a complaint or does not inform the data subject within three months on the progress or outcome of the complaint lodged.

Informal Complaint Resolution

* MiniMe Mindfulness® considers and responds to all complaints and issues, no matter how they are raised or what they refer to. Some issues and complaints we can resolve immediately or within a 3-working day timeframe and are referred to as informal complaint.

* Such instances are where an investigation is not required because the nature of the complaint is clear, and a resolution can be obtained without further review of the facts. Where we resolve a complaint within the timeframe, the details are still logged on our complaint register, and the complainant is still informed of their rights.

* MiniMe Mindfulness® takes every opportunity to resolve complaints at the first initial point of contact where feasible and possible. Informal resolution is always attempted where the issues raised are straightforward and potentially easily resolved, requiring little or no investigation. Most face to face and telephone issues can be resolved in this manner, however the complainant is always offered the option of making the complaint formal if the resolution is not to their satisfaction.

* Where an informal complaint is received, it is acceptable for the point of contact or addressed employee to attempt to resolve the issue without involving the appointed person. However, any issue relating to data protection infringes or breaches, no matter how small or informal, are always brought to the attention of the appointed person.

* Frontline staff are trained to deal with basic issues and informal complaint resolution and are aware of their obligations and the subsequent reporting lines. Staff are equipped to attempt to resolve a complaint relevant to their area of service or expertise, wherever possible.

Timeframe for Informal Resolution

It is the aim of MiniMe Mindfulness® to resolve informal complaints immediately, or at least within the first 24-hours. Such complaints and issues will have a quick, but informative response and do not need to have an investigation or enter the formal complaint process.
No matter how small or informal the complaint, if a satisfactory resolution has not been achieved within 3 working days of the complaint being raised or identified, the issue is passed to the Appointed Person to enter the formal complaint process.

Responding to a Complaint

Where an official complaint has been received or the informal complaint was unable to be resolved at the frontline point of contact, a written acknowledgement is sent to the customer within 3 working days. The response should detail the complaint handling procedure and provide approximate timelines and expectations for the investigation and future responses.

A trained Manager, the Appointed Person is the only staff member who should respond to customers regarding their complaints.

Investigating the Complaint

The designated employee will be assigned the role of investigating complaints and will gather all necessary documents, recordings, and information to make an independent review of the incident.


If internal interviews are to be conducted, a note taker will be present alongside the investigator and interviewee and a copy of the interview notes will be written up and signed by the interviewer and interviewee prior to them being added to the complaint history.

Investigations must utilise all the facts and any previous related information to produce an, unbiased outcome and an expected course of action.

A complaint reference should be assigned and all documents relevant to the complaint should have the reference written on them for continuity.

The reference will also be added to the Complaints Register so that complaint and documents can be audited and traced back in the future.

All employees are provided with clear guidelines of when a complaint is formal and requires an appropriate investigation.

Complaints must be referred to the Data Protection Officer where:

* The complainant has requested such a referral or investigation

* The complaint involves any type of personal data issue

* The informal complaint resolution stage failed or was inappropriate

* There is a conflict of interest between the complainant and an employee

* The issues are complex and require an investigation

* The complaint represents a high or serious risk to the company

* The facts are unclear, or the complaint will require additional time to resolve

* The complainant is identified as being vulnerable

* There has been any media contact or attention
Child protection issues are involved

* The issues do or may affect more customers (whether identified or not) 

Informal Complaint Resolution

MiniMe Mindfulness® considers and responds to all complaints and issues, no matter how they are raised or what they refer to. Some issues and complaints we can resolve immediately or within a 3-working day timeframe and are referred to as informal complaints. Such instances are where an investigation is not required because the nature of the complaint is clear, and a resolution can be obtained without further review of the facts.

Where we resolve a complaint within the timeframe, the details are still logged on our complaint register, and the complainant is still informed of their rights.

MiniMe Mindfulness® takes every opportunity to resolve complaints at the first initial point of contact where feasible and possible. Informal resolution is always attempted where the issues raised are straightforward and potentially easily resolved, requiring little or no investigation. Most face to face and telephone issues can be resolved in this manner, however the complainant is always offered the option of making the complaint formal if the resolution is not to their satisfaction.

Where an informal complaint is received, it is acceptable for the point of contact or addressed employee to attempt to resolve the issue without involving the appointed person. However, any issue relating to data protection infringes or breaches, no matter how small or informal, are always brought to the attention of the appointed person.

Frontline staff are trained to deal with basic issues and informal complaint resolution and are aware of their obligations and the subsequent reporting lines. Such employees are equipped to attempt to resolve a complaint relevant to their area of service or expertise, wherever possible.

Timeframe for Informal Resolution

It is the aim of MiniMe Mindfulness® to resolve informal complaints immediately, or at least within the first 24-hours. Such complaints and issues will have a quick, but informative response and do not need to have an investigation or enter the formal complaint process.

No matter how small or informal the complaint, if a satisfactory resolution has not been achieved within 3 working days of the complaint being raised or identified, the issue is passed to the Appointed person to enter the formal complaint process.

Responding to a Complaint

Where an official complaint has been received or the informal complaint was unable to be resolved at the frontline point of contact, a written acknowledgement is sent to the customer within 3 working days. The response should detail the complaint handling procedure and provide approximate timelines and expectations for the investigation and future responses.

A trained manager, the Appointed Person are the only staff members who should respond to customers regarding their complaint.

Complaint Recording

All complaints, whether formal or informal, are recorded on a Customer Complaint Register. The register should consist of the below information and should be audited on a frequent basis to ensure that incidents are not being repeated and improvements are being made.

* Date

* Nature of Complaint

* Department(s) Involved

* Complaint Reference

* Lead Investigator

* Decision Letter Sent (Y/N)

* Date Complaint Closed

The log is made available to any relevant authority, ombudsman or body who relates or oversee the firms’ complaints, as well as being made available with the local Trading Standards should a representative work alongside the organisation.

Patterns and Analysis
The complaint log and issues forms are reviewed monthly by the appointed person to identify any patterns or reoccurring issues. MiniMe Mindfulness® are dedicated to improving our performance, services, and functions through the auditing of our complaint records and our investigation process.

Where gaps or patterns are identified, we put corrective actions and mitigating solutions into place as soon as possible and keep the function, process, or person under a weekly review until a satisfactory improvement is noted.

Responsibilities

MiniMe Mindfulness® will ensure that all staff are provided with the time, resources, and support to learn, understand, and deal with customer complaints and that full training will be provided for new and existing employees on the complaint handling policy, procedures, and expectations.

The Appointed Person has the role of overseeing, investigating, and recording all customer complaints and is responsible for regular auditing of the complaints log to ensure mitigating actions and improvements are put into place where possible.

The Appointed Person

MiniMe Mindfulness® has an Appointed Person, Arron Hawes - Operations Director - who is provided with the training and support to understand, investigate, and respond to complaints of all types.

The Appointed Person has full authority and internal credibility to ask questions, carry out investigations and interviews, obtain and analyse evidence, recommend policy, and process changes and be involved in department functions for the purposes of complaint handling.

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

Mindfulness is being present with our experience in the moment as we live it, an awareness that gives us more choice about how we respond to our own thoughts and emotions and the situations we find ourselves in, and to do so with more kindness towards ourselves and others.

This is not about ‘controlling your thoughts’ or ‘emptying your mind’ but about seeing yourself more clearly and beginning to learn how to calm your mind as it is, not how you imagine it should be.

The benefits are now well-known and supported by a large body of research: the practice of mindfulness changes the structure and functioning of the brain itself, increasing happiness and quality of life, and reducing stress, anxiety and depression.

MiniMe Mindfulness® courses have been designed using Mindfulness and Mindset techniques (superpowers) to assist MiniMes to learn skills to build courage, resilience, self esteem, raise self awareness and confidence. Helping to enhance well-being, and improve overall effectiveness in day to day life.

It is not intended as a substitute for consultation and treatment from a qualified and registered health care provider or health service.

If you have concerns about a child's mental or physical health. If they are experiencing problems with mental health (e.g., anxiety, depression, insomnia etc) or some other form of illness, then it is recommended that you immediately consult either your physician, doctor or psychologist, before deciding on whether to embark on the path of mindfulness practices.

In the case of mental health or physical illness, mindfulness training should not be

considered as an alternative to professional assessment and regular treatment under an appropriately qualified and registered health care practitioner or service.

While mindfulness training might be considered an adjunct treatment for some types of health problems, and MBSR/MBCT research has previously shown that these programs can help reduce negative mood symptoms, the mindfulness training provided is not a replacement for appropriate evidence-based health care interventions.

It is always recommended in circumstances of physical or mental health that you seek a referral to an appropriately qualified and registered health practitioner first for a careful assessment of your child's health needs, so they can advise you on the best course of action and refer you to the appropriate service/professional required.

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

It is the policy of MiniMe Mindfulness® and Mindset Mentors Limited, including all and any trading names connected to ensure and protect the health and safety of all employees, workers and any other persons connected with the operations of the Company.

This policy does not form part of any contract of employment or contract for work.

This policy applies to all employees, workers and contractors engaged with the Business. This policy would come into affect if government guidelines directed the need, if the science guidelines advised.

Otherwise our business would act on business as usual.

It is not usual for Franchisees, Mindset Mentors or Assistants to work from their own premises, but if/when they do, the policies will apply as appropriate.

Minimising the spread of COVID -19 and any virus.

In order to guard the transmission of COVID-19 and any virus, the following steps will be taken:

1. Customers, delivery drivers, contractors and all other non staff members shall be permitted onto the premises and the following measures shall be implemented to protect the health and safety of employees and workers.

2. The Business shall ensure that the regularity with which the premises is cleared is adequately increased to reduce the risk of surface, equipment and any and all other tools used by employees and others being contaminated.

3. The Business shall ensure proper ventilation of the premises they work in wherever possible and all those subject to this policy shall assist in letting fresh air into enclosed spaces wherever possible (for example by opening windows)

4. All persons subject to this policy:

A. If legally advised to wear a face covering whenever in a part of the business premises which is open to the public or otherwise where they are likely to come into close contract with members of the public, MiniMe Mindfulness® will recommend we follow government directed guidelines.

B. Are encouraged to meet or congregate outdoors wherever this may be possible.

C. Should maintain regular hand washing and hand sanitising.

D. Should assist with the ventilation of the Business premises (for example keeping the windows open)

E. Should assist with the sanitising and wiping down of surfaces and equipment where appropriate.

Remote Working

In response to the COVID-19 or any virus pandemic, remote working arrangements will be put in place as appropriate.

Workplace Testing

It is government advice that workplace routine rapid testing will assist in containing the spread of COVID-19 cases.

Adhoc testing may be required. In the event of any positive result, staff members should immediately follow government advice regarding self isolation and any further testing. Participation in the testing scheme is a mandatory requirement.

General

The Business asks that all Franchisees, Mindset Mentors and Assistants “Staff” familiarise themselves with this policy and all working procedures which may be implemented from time to time due to COVID_19 or any virus.

Covid-19 procedures at our MiniMe Mindfulness® Sessions held at 3rd party venues.

We will also have the following procedures in place as appropriate based on Government guidelines at the time:

* Register taken at each class verbally and marked off on the online register, either on entry or as a group once seated.

* Hand sanitising readily available and easily accessible for all members and Mindset Mentors (this may already be in place at the venues).

* Limited number of members - based on location, age groups and class sizes - to easily accommodate social distancing, both during the sessions and upon entry/exit.

* Clear paths: to toilet and exits and for the Mindset Mentors to pass through the group and back out to the equipment. Clear path referring to the ability to maintain (where possible) a social distance from other people.

* All Registration forms completed and payments taken on line via Class4Kids for Community Classes to eliminate passing paper or handling money.

* A school/nursery may have a separate system.

* One class leaves before the other enters, unless there is adequate room for separate seating areas.

* Members will be informed that they have 5 minutes before and after the class only, they can not enter earlier or stay later than their specific times.

* Any equipment used by members to be thoroughly cleaned between each use.

* Children to bring their own refreshments, if appropriate.

* If requirements as such that Covid 19 laminated posters should be placed on display (if they aren’t already in place), these can easily be found and printed from the Government website. https://www.gov.uk/government/publications/staying-covid-19-secure-in-2020-notice Windows and doors should be opened before/after sessions, as appropriate, to allow for fresh air ventilation.

* During sessions - where possible, Mats will be spaced apart. If a movement requires going sideways, please instruct left and right to keep everyone moving in the same direction including lying down.

* Cleaning products: We use a Dettol All in One Disinfectant Spray to clean down the equipment and areas including door handles (see Risk Assessment).

If there are any concerns or questions relating to their duties as a result of the COVID-19 or other virus, please contact the MiniMe Mindfulness® Operations Director: Arron Hawes at [email protected] or call 07850552639.

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

1. Purpose The purpose of this policy is to outline the procedures for responding to a data breach involving personal data processed by MiniMeMindfulness® (the “Company”). This policy ensures compliance with UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It aims to protect the personal data of Franchisees, Mindset Mentor Partners, Mindset Mentor Assistants (the “Staff”), children, parents, and other stakeholders.

2. Scope This policy applies to all staff and any other individuals working with or on behalf of MiniMeMindfulness® who have access to personal data. It covers all data processing activities related to the collection, use, storage, and disposal of personal data.

3. Definition of a Data Breach A data breach is defined as a security incident that results in the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data. Examples include, but are not limited to: - Loss or theft of data or equipment on which data is stored (e.g., laptops, USB drives) - Unauthorised access to personal data by a third party - Human error resulting in data being shared with unauthorised individuals - Malware or ransomware attacks on IT systems containing personal data

4. Data Breach Response Team The Data Breach Response Team (DBRT) will be responsible for managing data breach incidents. The team will include: - Data Protection Officer (DPO) - Arron Hawes - External IT support - Founder & CEO of MiniMeMindfulness® - Tessa Hawes

5. Reporting a Data Breach - Internal Reporting: Any staff member who becomes aware of a data breach must report it immediately to the Data Protection Officer (DPO) within 24 hours of discovery. - External Reporting: If the data breach is likely to result in a risk to the rights and freedoms of individuals (e.g., risk of identity theft or financial loss), the DPO must notify the Information Commissioner’s Office (ICO) within 72 hours of becoming aware of the breach.

6. Assessing the Data Breach Upon notification of a data breach, the DBRT will: - Assess the nature, extent, and seriousness of the breach. - Identify the categories and approximate number of individuals and data records affected. - Determine the likely consequences of the breach, particularly the risks to affected individuals. - Implement immediate containment actions to limit further data loss or damage.

7. Notification of Individuals - If the data breach is likely to result in a high risk to the rights and freedoms of the affected individuals, the DPO will notify the individuals without undue delay. - Notifications to affected individuals will include: - A description of the nature of the data breach. - The name and contact details of the DPO or other contact point. - Likely consequences of the breach. - Measures taken or proposed by MiniMeMindfulness® to address the breach and minimise possible adverse effects.

8. Documentation of Data Breaches All data breaches, regardless of severity, must be documented in the Data Breach Register. The record will include: - Date and time the breach was discovered. - Summary of the nature of the breach. - Categories of personal data involved. - Number of data subjects affected. - Actions taken in response to the breach. - Any recommendations for future improvements or prevention measures.

9. Containment and Recovery - The 3rd party providers Class for Kids and Made for More will implement measures to contain the breach and recover any lost data where possible. These may include:

- Isolating compromised systems.

- Restoring data from backups.

- Working with IT service providers to identify the root cause of the breach.

- Conducting a review of security measures to prevent a recurrence.

All data is contained within the two systems Class 4 Kids and Made for More. We may also from time to time have access to data on County Council platforms i.e. for HAF registers.

Only registers for classes and holiday camps containing limited data - Names, Contact number and relevant medical information relating to the child may downloaded onto devices - ie phones or laptop/ipad and may be printed out for purpose of offline registers.

Data should NEVER be downloaded to removable devices such as USB Sticks.

Any data downloads outside of the above are data breaches and will be considered a disciplinary offence and dealt with accordingly.

10. Review and EvaluationAfter a data breach incident, the DBRT will: - Conduct a post-incident review to evaluate the effectiveness of the response. - Identify any gaps or weaknesses in current data protection practices. - Recommend improvements to prevent future breaches. - Provide training and guidance to staff to address any identified issues.

11. Training All staff members handling personal data will receive training on data protection principles and the procedures for reporting a data breach. Training will be refreshed annually or more frequently as needed.

12. Policy Review This policy will be reviewed annually or following any significant changes to the UK GDPR, ICO guidance, or after any data breach to ensure it remains effective and up to date. Any revisions will be approved by the CEO of MiniMeMindfulness®.

13. Contact Information For any questions or concerns about this Data Breach Policy, or to report a data breach, please contact:

- Data Protection Officer: Arron Hawes, [email protected] -

MiniMeMindfulness® Head Office: [email protected] -

**Information Commissioner’s Office (ICO): https://ico.org.uk/for-organisations/report-a-breach/14.

Compliance and PenaltiesFailure to comply with this policy may result in disciplinary action for employees and termination of contracts for contractors. Additionally, non-compliance could result in financial and reputational damage to MiniMeMindfulness®, including fines from the ICO.

This policy ensures that MiniMeMindfulness® is prepared to handle data breaches in a timely and compliant manner, with a focus on protecting the sensitive data and maintaining trust of staff, children, parents and guardians.

Effective data: 1st October 2024

To be reviewed: 1st October 2025

MiniMe Mindfulness® follows the following principles to protect your privacy:

* We do not collect more information than is necessary

* We do not use your data for purposes other than those specified

* We do not keep your data if it is no longer needed

* We only provide your data to select third parties for the specific purposes listed in this policy.

If you have any questions about this policy or more generally about our use of your personal information, you may contact our Data Protection Officer via email [email protected]


MiniMe Mindfulness® reserves the right to amend the policy at any time.

How we collect your personal information
These are the main ways we collect your information:

* From your employer, if our services are procured by them on your behalf

* From you if you contact us direct in person, via our associate network, by telephone or via our website to request information about our services and events

* If you buy a service directly from us

* If you reply to our direct marketing campaigns

* If your contact details are obtained from third parties, such as recruitment agencies or third- party data profiling companies, where you have either given your consent for that company to pass information on to us or we are using your data on a legitimate interest basis

* From third-parties and partners working with us to deliver a service (e.g. associate Coaches etc)

* If we acquired your personal data from other sources, for example social media sites
From our website’s technological capabilities.

* If you give personal information to us on behalf of someone else you must ensure that you have their permission and that they have been provided with this Privacy Policy before doing so.

Please help us to keep your information up to date by informing us of any changes to your contact details or privacy preferences by emailing [email protected].

What information may be collected about you. We may collect the following information:

* Name

* Email address

* Other relevant personal information (e.g. date of birth)

* Related background to support a coaching session

We may only process your personal information where we have a lawful basis for processing it. What this lawful basis is, depends on the type of personal information you provide and the service we are providing. Where we want to process personal information for a specific purpose that is not identified in this Privacy Policy we will notify you at that time.

The use of your information set out above is permitted under UK data protection law on the basis of these principal legal grounds:

* Where you have consented to the use (you will have been presented with a consent form in relation to any such use and may withdraw your consent at any time)

* Where necessary to enter into or perform our contract with you

* Where we need to use it to comply with our legal obligations

* Where we use it to achieve a legitimate interest and our reasons for using it outweigh any prejudice to your data protection rights (our legitimate interests include but are not limited to promoting the business and tailoring news and offers to your profile, research and development of our services).

There may be uses that are permitted on the basis of other grounds; where this is the case we will use reasonable endeavours to identify the ground and communicate it you as soon as possible after becoming aware of the new basis.


What we do with the information we gather

We require information to understand your needs and provide you with the best possible service.


The main uses of your information are:

* Internal record keeping and account management purposes (e.g. fulfilling and managing our contractual and service obligations)

* Reviewing your career history, skills and capabilities to consider your suitability for future / different job opportunities

* Providing you with the service you have requested from us

* Improving our services

* Contacting you by email, SMS, phone or mail for account administration and / or processing orders and fulfilling contractual obligations and / or taking payment for such orders

* Customising our website according to your interests

* Sending promotional emails or contacting you by telephone with information which we think you may find interesting

* Contacting you for market research purposes

* Complying with legal requests to fulfil our legal obligations to law enforcement, regulators and the court service. 

Marketing

We send commercial emails to individuals at our clients or other companies with whom we want to develop or maintain a business relationship in accordance with applicable marketing laws.

Our targeted email messages typically include cookies, and similar technologies that allow us to know whether you open, read or delete the message and links you may click.

When you click a link in a marketing email you receive from MinIMe Mindfulness®, we will also use a cookie to log what pages you view and what content you download from our website. Please also refer to the section on Cookies.

Targeted emails from MiniMe Mindfulness® and Mindset Mentors Limited may include additional privacy information as required by applicable laws.

We may also combine data from publicly available sources and from our different email, website and personal interactions with you. We combine this data to better assess your experience with MiniMe Mindfulness® and Mindset Mentors Limited and to perform other activities described throughout our privacy policy.

Third parties to whom we may transfer your data

Personal information which we collect may be transferred to or accessed by a third party without your consent if it there is a legitimate interest or contractual obligation to do so.

The types of third parties are:

* Associates and partners who are responsible for / involved with the provision of services to you

* Third party providers who provide us with systems and services that enable us to deliver our own services effectively - currently, although not limited to: Made for More, Class for Kids

* Law firms who provide legal advice to us (e.g. if there is a legal dispute)

* This is only shared in a secure manner, using a consistent security protocol. When we share with other parties we ensure that they only use your personal data for the purpose it was collected and do not allow them to abuse this agreement.

Website information

Our website, minimemindfulness.co.uk is hosted by a third-party and is administered by Mindset Mentors Ltd.

The primary purpose of our website is to help you learn more about MiniMe Mindfulness, our people and our services. We want you to feel secure when visiting our website and are committed to maintaining your privacy when doing so.

We use Google Analytics and cookies to improve our service, website user experience and to analyse how the website is used. This helps us to find out:

* How many people visit our websites

* Which pages and parts of pages are most popular

* How long people spend in each area of the website

* What information people are looking for.

These insights help us understand what customers want from our website and, consequently, how we can improve the website in the future.

Google Analytics uses cookies to collect non-personally identifiable information like:

* Browser types

* Operating systems

* Third party sites that direct you to us

* The time and date of a visit

* Location data

* Traffic data

* Other communication data

* Resources accessed and downloaded

* This is used to filter traffic and to look up user domains and report on statistics.

We analyse your IP and browser information to determine what is most effective about our website and help us identify ways to improve it.

Customer Relationship Management (CRM) databases

MiniMe Mindfulness® and Mindset Mentors Ltd uses customer relationship management (CRM) database technology to manage and track our marketing activities - currently, but not limited to, Made for More.

Our CRM databases include personal data belonging to individuals at existing clients and at other companies with whom we already have a business relationship or wish to develop one.

The personal data used for these purposes includes relevant business information such as contact data, publicly available information and other business information obtained by MiniMe Mindfulness and Mindset Mentors Ltd based on their personal interactions with you.

Third party links and cookies to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website(s). Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

How we use cookies

Cookies are alphanumeric identifiers which enable our systems to recognise your browser in order that we can provide you with easy use of the various services available on the website.

Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

How we keep your information safe

The security of your information is very important to us. As part of our commitment to keeping your data safe, our 3rd party technical experts maintain physical, electronic and managerial procedures to keep safe the information we collect.

We use 3rd party technical and organisational security measures including encryption and authentication tools to protect your personal information from unauthorised access by third parties, manipulation, falsification, loss, destruction or unauthorised disclosure.

Although data transmission over the Internet or website cannot be guaranteed to be secure, we and our business partners work hard to maintain physical, electronic and procedural safeguards to protect your information in accordance with applicable data protection requirements.

Our main security measures are:

* Tightly restricted access to your data on a ‘need to know’ basis and for the communicated purpose only

* Access driven by role defined user profiles with password protection

* Only authorised Franchisees, Mindset Mentors and Assistants “Staff” and checked agents, contractors and sub-contractors, who provide a particular data processing service for us, are permitted access to your data. These people will only be allowed access to your data for the purposes identified within this Privacy Policy and processing it on our behalf or for IT security and maintenance.

How long we hold your information for
The time period for which we keep information varies according to what we use the information for. Unless there is a specific legal requirement for us to keep information, we will keep your information only for as long as it is necessary, relevant and useful for the purpose for which it was collected. We restrict access to your information to only those persons who need to use it for the relevant purpose.

Our retention periods are based on business needs and your information that is no longer needed is either anonymised or destroyed securely.

Devices

Data is not stored on devices including phones, laptops, Ipads or removable devices such as USB sticks. All data is held and stored via our 3rd party providers, currently but not limited to Class 4 Kids and Made for More.

The only data that is downloaded and printed for offline use may be class and holiday camp registers including only the data necessary to accept a child into our classes and know relevant information (medical/allergy information) plus a parent contact telephone number. This data is only held offline or stored on a device whilst necessary i.e. when the club or camp is in operation and will be deleted and hard copies shredded and disposed of within 48 hours of no longer being required.

All devices are subject to our password policy and laptops are encrypted. There is also a 'forced lock' after a short period of time so cannot be left accessible.

If it necessary to dispose of a phone, laptop, ipad or any device where data may have been stored or download - it is imperative that there has been a total delete of all data and a "reset to factory settings" prior to the device being disposed of, sold or passed on.

Only agreed 3rd parties are to be used to host or collect data namely - Made for More, Class for Kids and Stripe (the payment processor used via Made for More and Class for Kids).


For financial records

We will retain account information including financial records for seven years in line with tax and contract requirements.

To perform a contract

In relation to your information used to perform any contractual obligation with you we may retain that data whilst the contract remains in force plus six years to deal with any queries or claims thereafter.

For recruitment services


In the case of unsuccessful job applicants, we will generally hold your CV and supporting documentation for period of three years from the date of application.


In the case of successful job applicants, we will hold your CV and supporting documentation from the date of application for the full duration of your employment/self employed services to the company.

In the case of interim appointments, we will hold your CV and supporting documentation for the period that you are registered with us.
With Executive Search activity we will hold your CV and supporting documentation for the period of the assignment.

For marketing purposes:


We retain your personal information for as long as is necessary, but only for the relevant purpose that we collected it for.

Where claims are contemplated:


In relation to any information where we reasonably believe it will be necessary to defend or prosecute or make a claim against you, us or a third party, we may retain that data for as long as that claim could be pursued.

Who we may share your information with:

Your personal information may be accessed by our Franchisees, Mindset Mentors, Mindset Mentor Associates “Staff” some are employed, some are self employed from countries inside and outside the European Economic Area (EEA) for any of the purposes set out in this policy.

Where a third party is processing your data on our behalf, we will take steps to ensure that such third party gives us commitments that it will process your data in line with EU law.

If a third party processing your data on our behalf is located in a non-EU country that does not have data protection laws equivalent to those in the EU, we will always take appropriate additional steps to ensure that your personal information is kept safe and secure by those processing your data on our behalf. This will generally involve ensuring that such third party agrees to sign up to a formal legal agreement committing such party to comply with standards equivalent to those that would apply where that party to be located within the EU.

Accessing your information:
You have the right to request access to the information we have on you. You can submit a request by emailing us at [email protected].

We will provide you with a copy of the data we process about you. In order to comply with your request, we may ask you to verify your identity.

We will fulfil your request electronically, unless you expressly specify a different method and will respond no later than one month following receipt of your request.

Controlling your personal information

You may choose to restrict or control the collection or use of your personal information in the following ways: Whenever you are asked to fill in a form on the website or elsewhere, ensure that you do not tick any box requesting permission to use your personal information for specific purposes (e.g. marketing) or, by using unsubscribe or opt-out mechanisms in emails we send to you if you have previously agreed to us using your personal information for direct marketing or other specific purposes and wish to change your mind, by notifying us as outlined below.

If you believe that we are holding personal information which is incorrect, out of date or incomplete and wish for that to be corrected, by notifying us as outlined below.

If you wish for your personal information to be erased from our systems, by notifying us as outlined below.

We may directly market to you by post or telephone or email on the basis that we consider we have a legitimate interest in marketing to you in this way and that it does not substantially impact on your privacy.

You have a right to object to this at any time and may request that we cease to contact you for direct marketing in this manner at any point. We will comply with any such request.

Where you have given consent to us holding data for a particular purpose, that consent may be withdrawn by you at any time. You may withdraw your consent by contacting us by any method that you wish to communicate with us, including e-mail or telephone.

You are entitled to request that we erase your personal information at any time, for example where you cease to be an active customer of ours. Whilst we will generally seek to comply with your request, there will be circumstances where we are entitled to retain such personal information (e.g. in respect of legal claims or to ensure that any activity on your account (e.g. monies owing) may be resolved).

How to contact us about this policy:

If you want to remove a consent, request that we cease contacting you for direct marketing purposes or request erasure or transfer of your personal information, you may do so at any time by emailing us at [email protected] or phone us on 07850552639.

We will not sell or lease your personal information to third parties for their control. We will only share your personal information with third parties in order to either to fulfil our contractual obligation to you, or to provide our services to you, or are required by law to do so.

If you believe that any information we are holding on you is incorrect, out of date or incomplete, please write, email or call us as soon as possible, using the details set out above. We will promptly correct any information found to be incorrect. To protect your privacy and security, we will take reasonable steps to verify your identity before granting access or making corrections.

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

At MiniMe Mindfulness® we believe that no child, young person, individual or family should be excluded from our activities on grounds of age, gender, sexuality, class, family status, means, disability, colour, ethnic origin, culture, religion or belief, sexual orientation, refugees or asylum seekers.

MiniMe Mindfulness® adheres to the Equality Act 2010 and this policy supports it. Equality Act 2010

We will ensure that our services are fully inclusive in meeting the needs of all children and young people.

We recognise that children, young people and their families come from diverse backgrounds and diverse family structures.

All families have needs and values that arise from their social and economic, ethnic and cultural or religious backgrounds.

Some children and young people have needs that arise from disability or impairment or may have parents/carers that are affected by disability or impairment.

Some children and young people come from families who experience social exclusion or severe hardship.

Some have to face discrimination and prejudice because of their ethnicity, the languages they speak, their religious or belief background, their gender, or their impairment.

We understand that these factors affect the well-being of children and young people and can impact on their wellbeing and their experience within our sessions.

Our sessions within schools, nurseries and the community are committed to anti-discriminatory practice to promote equality of opportunity and valuing diversity for all children, young people and their families/carers.

We are committed to creating an environment where each child and young person feels a sense of belonging.

Our Franchisees, Mindset Mentors and Assistants stand up and protect play and a child’s right to play.

All children need to play, the impulse is innate.

At MiniMe Mindfulness® we aim to:

Provide a secure and accessible environment that is welcoming, in which all children and young people can flourish and in which all contributions are considered and valued;

To explore and promote equal opportunities and look to provide opportunities for the children to explore and understand other cultures through a variety of means including group discussions, arts and crafts, games.

Include and value the contribution of all families/carers to our understanding of equality and diversity;

Improve our knowledge and understanding of issues of anti-discriminatory practice, promoting equality and valuing diversity;

Challenge and eliminate discriminatory actions; and practice that everyone should take responsibility for their own actions

Make inclusion a thread that runs through all of the activities that are led by MiniMe Mindfulness®.

Foster good relations between all communities. Home/school/club/sessions/pre-school partnership.

Provide activities and opportunities that are appropriate to the age and level of understanding of all our children and young people.

Encourage respect and to value others opinions.

Respect other people’s property and possessions.

Make all children feel valued and good about themselves and others

Ensure that all children have equality of access to play opportunities

Undertake an access audit to establish if the setting is accessible to all children

Avoid stereotypes or derogatory images in the selection of lesson resources or other visual materials

Create an environment of mutual respect and tolerance

Help all children to understand that discriminatory behaviour and remarks are hurtful and unacceptable

Discriminatory behaviour and remarks will not be accepted or tolerated in our sessions.

Our response will aim to be sensitive to the feelings of the victim and to help those responsible to understand stereotypes and overcome their prejudices.

We also aim to be reactive to the differing needs of our families, children and young people and adapt our services to the best of our ability and resources available.

MiniMe Mindfulness® sessions are as accessible as possible for all visitors and service users.

If access to the settings is found to treat children or adults with a disability less favourably then we will endeavour to make reasonable adjustments, where possible, to accommodate the needs of these children and adults.

If there are any issues or failures to include any relevant information please contact Operations Director Arron Hawes via email in the first instance [email protected].

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

It is the policy of MiniMe Mindfulness® and Mindset Mentors Limited (the Companies) and any trading bodies and names connected to us to commit to promoting, encouraging and ensuring equality and diversity in the workplace and to eradicate unlawful and unfair discrimination within our workplace. The purpose of this policy is to ensure that all Franchisees, Mindset Mentors and Assistants (Staff) feel represented and respected within the workplace in a safe and encouraging environment. In addition to eradicating discrimination in the provision of services to them by the Companies.

Scope of this Policy

The Companies extend all rights and responsibilities set out under this policy equally to all Staff regardless of their status as self employed, full-time or part-time employees who are on fixed term or substantive term contracts. This policy will also extend to persons who are not employees but are contracted to perform services or provide goods on behalf of the Companies such as agency staff and contractors.

All Staff should follow and have a responsibility to implement this policy in particular directors, managers, supervisors and any and all other staff who participate in the participate in the employment process or who make decisions which will effect other employees.

Equality Commitments

To achieve the aims and goals contained within this policy, the Companies undertakes the following;

1.The Companies shall never unlawfully discriminate against any persons due to their protected characteristics under the Equality Act 2010, namely discrimination based on a person's:

* Age

* Disability

* Gender reassignment

* Marriage and Civil Partnership

* Pregnancy and Maternity

* Race (Including skin colour, nationality, ethic origin or Country of Origin)

* Religion or Beliefs

* Sex

* Sexual Orientation

*Gender Reassignment

2. In Fulfilling this policy the Companies shall combat, oppose, exclude and avoid and and all forms of discrimination which are lawful under the Equality Act 2010. All Staff protected characteristics shall not be reason to discriminate on the grounds of: terms and conditions of employment; dismissal, redundancy, grievance and disciplinary procedures; pay and benefits; selection for employment, training, legitimate requests for different or flexible working hours.

3. The Companies pledge to encourage all Staff to progress and develop their skills and knowledge during their time with the Companies by partaking in any and all training and development opportunities which may arise with the Companies.

4. Principally, the Companies shall only recruit, employ and promote employees based on their merit, abilities, experience, qualifications and aptitude rather than on any of their protected characteristics, apart from where allowed, necessary and legal exemptions of this are permitted under the Equality Act 2010.

5. The Companies shall provide relevant and necessary Equality and Diversity training to management and all Staff concerning their rights and responsibilities under the policy.

6. All and any forms of bullying, intimidation or any other forms of harassment shall not be tolerated under any circumstances and where a Staff member believes that they have suffered such behaviour due to one or any of their protected characteristics this should be reported to a relevant line manager, franchisee or Director who is in a position of seniority or authority. Any and all claims of bullying, or other forms of harassment, shall be handled in the strictest confidence by the Operations Director and relevant investigations will be carried out in accordance with adopted procedure. Where any employee is found liable bullying, victimisation or any other act of unlawful discrimination they may be subject to disciplinary action under the Companies’ disciplinary procedure.

7. At relevant and regular intervals the Companies shall review and, where necessary, reform its procedures and practices around recruitment and employment in order to safeguard fairness and to keep them in line with any relevant changes in the law.

8. The Companies shall at all times observe and scrutinise the composition of the workforce in relation to its age, sexual orientation, beliefs, religion, sex, race and all other protected characteristics while encouraging diversity and equality in order to fulfil the purpose of this policy. This practice shall include assessing the effectiveness of this policy in action and reviewing and implementing changes in order to address any issues which may arise as a result.

Application of this Policy

This policy is applicable to the behaviour and conduct of all Staff and persons during the course of their duties for the Companies and shall apply where Staff are on and off site. All Staff and persons engaged with the Companies should consider the consequences of their actions in relation to this policy and be aware that their conduct may impact the reputation and standing of the Companies professionally.

Certain areas of application are as follows.

This policy will be reviewed at regular intervals by the Companies and may be amended from time to time. This policy does not form part of a Franchise Agreement, Self Employed Agreement or Employment Contract and is used as guidance only.

This policy for Equal Opportunities at Work is robustly endorsed by the Companies at all levels of management.

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

We are committed to protecting the privacy of our Clients - schools, nurseries, parents and children. We stay appraised of developments in data protection laws to ensure that you can be confident in your safety.

General Data Protection Regulation (GDPR)

Regulation (EU) 2016/679, more commonly known at the General Data Protection Regulation (GDPR) is an EU regulation aimed at harmonising data protection and privacy laws across the EU. The provisions of the GDPR apply wherever personal data of an EU data subject is involved.

The GDPR is focused on giving individuals more control over how their data is used by companies, and making the collection and processing of data more transparent.

The GDPR was incorporated directly into UK law following the end of the Brexit transition period, meaning that UK businesses still have to comply with its provisions through the ‘UK GDPR’.

Basic GDPR concepts

Controller and processor

The GDPR imposes various obligations on a person depending on whether they are a controller or a processor of personal data.

A controller is an entity which decides to process personal data, and makes decisions regarding the basis of processing and the methods which will be used. Controllers have certain obligations regarding personal data, which you should familiarise yourself with before collecting personal data from customers.

A processor is an entity which processes data for and on behalf of a controller. They make no independent decisions regarding the data or its processing, as they only process it on behalf of the controller and must comply with all instructions given by the controller.

Our schools, nurseries, parents, franchisees and prospective clients are in control of the data they upload to the online booking system or to run Class sessions. We ensure that we have a legal basis on which to process the data, and that we do not retain the data for any longer than is necessary.

We, through the platform, store and manage the data collected under our instruction. We will never use any personal data which you have uploaded to the system for our own purposes or without your instruction.

Legal basis for processing

Personal data may only be collected and processed if there is a legal basis for doing so. The allowable legal bases are set out in the GDPR.

Data subject access rights

The GDPR grants data subjects (i.e. our customers) certain rights relating to their personal data, including the right to access, correct and/or delete any data relating to them.

Transfers of data to the USA

Personal data may not be transferred outside the EEA other than under specific circumstances. We utilise the Standard Contractual Clauses as part of our Data Processing Agreement which we sign with all of our customers.

Data Security

We have in place strong security safeguards and measures to ensure that any personal data we hold is stored securely. We partner with technology platforms that regularly test our products for bugs and vulnerabilities.

They ensure that we have regular back-up systems in place, and ensure that we have data recovery and data integrity systems and processes to minimise risk of corruption to or loss of personal data.

Steps we have taken to ensure GDPR compliance with the online provider used by Mindset Mentors Ltd:

Statement from MadeforMore.ai - our online platform provider: We take our duties as a processor very seriously. We have put in place a number of procedures and taken a number of steps in order to ensure that we remain compliant with the GDPR and that you are able to lawfully send personal data collected by you to us, for example:

* Our data processing agreement utilises the Standard Contractual Clauses to ensure that are able to lawfully send personal data to us in the USA.

* We are able to detect personal breaches and to inform our customers as soon as possible.

* We are able to deal with subject access requests and rights of erasure requests, and ensure that we inform you when a data subject has made such a request to us.

* We have assessed and documented the personal data processed by us on your behalf.

* We have assessed our security and upgraded this where necessary to ensure that it is appropriate for the level of risk we face in relation to a data breach.

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

MiniMe Mindfulness® recognises its duties under the Health and Safety at Work Act. 1974, and related legislation for the Health and Safety of its employees, members of the public and others who may be affected by MiniMe Mindfulness®’s operations. It will provide safe places and systems of work, adequate information and training for employees to ensure their Health & Safety and safeguard member of the public and others.

Franchisees, Mindset Mentors and all staff are required to be aware of their personal responsibilities for implementation of MiniMe Mindfulness® Health & Safety Policy. In addition all Franchisees, Mindset Mentors and staff have a duty under the Act to take reasonable care to avoid injury to themselves and others by their work activities and to co-operate with the Directors/Franchisees in meeting statutory requirements.

The Directors regard statutory obligations as a minimum standard to be achieved throughout MiniMe Mindfulness® undertakings and require Franchisees and staff at every level to accept and implement the promotion of high standards in health and safety as a fundamental objective. To fulfil this policy the following commitment are made:

• Health and safety is recognised as an integral part of all aspects of MiniMe Mindfulness®’s undertakings

• A systematic approach will be used to identify hazards and allocate resources to control them

• Equipment and systems of work that are safe and without risks to health will be provided and maintained

• Provisions will be made for ensuring safety and the absence of risks to health in connection with the use, handling, storage and transport of articles and substances

• Risks associated with all work activities will be eliminated, where possible, or minimised

• Occupational health advice and facilities will be provided where appropriate

• Satisfactory measures for the participation of employees in the development of measures for promoting health, safety and welfare at work will be maintained

• Employees will be motivated and empowered to work safely

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

1. Purpose:The purpose of this policy is to ensure the protection of all sensitive information held by MiniMe Mindfulness® (the “Company”), including personal data of Franchisees, Mindset Mentors, Mindset Mentor Assistants (”Staff”) and children, parents and guardians. This policy outlines how data should be handled, stored, and accessed to ensure confidentiality, integrity, and availability in compliance with UK data protection laws, including the Data Protection Act 2018 and the UK GDPR.

2. Scope:This policy applies to all staff with access to MiniMeMindfulness®'s data. It covers the handling of electronic data, physical documents, and verbal information.

3. Data Protection Principles:All staff must adhere to the following principles when handling personal data: - Lawfulness, fairness, and transparency: Data must be processed lawfully, fairly, and transparently. - Purpose limitation: Data must only be collected for specified, explicit, and legitimate purposes. - Data minimisation: Collect only data that is necessary for the intended purpose. - Accuracy: Keep data accurate and up-to-date. - Storage limitation: Data should not be kept for longer than necessary. - Integrity and confidentiality: Data should be processed securely to prevent unauthorised access, loss, or damage.

4. Information Security Measures:

4.1. Access Control: - Access to personal data should be limited to authorised personnel only. - Use strong passwords for all accounts, and change passwords every 90 days. - Access to systems should be granted based on role requirements and reviewed regularly.

4.2. Data Storage: - Electronic data should be stored securely on password-protected systems. - All data storage devices (computers, USB drives) should be encrypted. - Physical documents containing personal data should be stored in locked cabinets when not in use.

4.3. Data Transmission: - Sensitive information should only be shared through secure methods, such as encrypted emails or secure online platforms. - Avoid sharing personal data through non-secure channels, like social media or instant messaging apps.

4.4. Data Disposal: - When no longer needed, physical documents containing personal data should be shredded. - Electronic data should be deleted securely using software that ensures data cannot be recovered.

5. Incident Response: - In the event of a data breach or security incident, staff must report it immediately to the designated Data Protection Officer (DPO). - The DPO will investigate the incident and, where required, notify the Information Commissioner’s Office (ICO) within 72 hours. - Measures will be taken to contain the breach, assess its impact, and notify affected individuals as necessary.

6. Training and Awareness: - All staff that handle data will receive training on this policy and data protection best practices during onboarding and through annual refreshers. - Staff with access to the MiniMe Mindfulness® systems and online platforms should be aware of how to identify phishing emails, social engineering attempts, and other common security threats.

7. Third-Party Data Processors: - Any third-party providers that handle personal data on behalf of MiniMeMindfulness® must be vetted to ensure they comply with UK data protection laws. - Contracts with third parties must include provisions for data protection and confidentiality.

8. Policy Review: - This policy will be reviewed annually or as needed to ensure compliance with changes in legislation and best practices. - Updates will be communicated to all staff, and training will be provided on any changes.

9. Contact Information:For questions or concerns about this policy or to report a data breach, contact the Data Protection Officer, Arron Hawes at: [email protected]

07708 970265

Effective date: 1st October 2024

To be reviewed: 1st October 2025

Purpose:

This lockdown policy outlines the procedures and responsibilities to ensure the safety of children, staff, and visitors in the event of a lockdown due to emergencies such as external threats, violent intruders, or civil disturbances.

The policy aims to minimise risk and ensure that all MiniMe Mindfulness® sessions are conducted in a secure environment.Scope This policy applies to all staff, children, and visitors present during the operation of a MiniMe Mindfulness® session.

1. Definition of Lockdown A lockdown is a procedure used in response to a direct or perceived threat to the safety of children, staff, and visitors. It involves securing the premises to keep everyone safe and preventing entry or exit from the facility.

2. Types of LockdownFull Lockdown: Initiated when there is a direct threat within or very near to the premises. All doors are locked, and children and staff are moved to secure areas. Partial Lockdown: Implemented when a threat is external but not immediate. External doors and windows are locked, but internal activities may continue in a modified capacity.

3. Lockdown Triggers Lockdowns may be triggered by the following events: - The presence of an unauthorised or violent intruder. - Nearby violent incidents (e.g., street disturbances or protests). - Reports of dangerous individuals near the vicinity. - Any other serious threat identified by staff or local authorities.

4. Lockdown Procedure

4.1. Communication and Activation Lockdown Signal: A specific alarm or coded announcement (e.g., “Lockdown, Lockdown”) will be used to alert all staff. Notification: The designated person will call emergency services (999) and notify local authorities as needed.

4.2. Steps for MiniMe Mindfulness® Staff During Lockdown

1. Ensure Security: - Full Lockdown: Immediately lock all doors and windows. Staff should ensure no one leaves the premises. - Partial Lockdown: Lock all external doors and close windows.

2. Move to Safe Areas: Guide children to designated safe zones away from windows and doors. In rooms, position children behind solid furniture or walls if possible.

3. Keep Quiet and Calm: Staff must encourage silence among children and keep them reassured. Staff should avoid using mobile phones except for emergency communications.

4. Turn Off Lights: In cases of full lockdown, turn off lights if appropriate to avoid detection.

5. Monitor and Maintain Order: Supervisors or senior staff should monitor the status and movements of children and staff throughout the lockdown. Ensure head counts are conducted discreetly.

4.3. Communication with Authorities and Parents - Authorities: Only the designated person communicate with emergency services to provide information and receive updates. - Parents: Parents will be informed of the lockdown situation as soon as it is safe to do so, using agreed communication channels such as text messages or emails. The nature of communication should be clear and reassure parents of their children's safety.

4.4. Lockdown Conclusion - End of Lockdown: Only authorised personnel (e.g., police) can declare an end to the lockdown. - Informing Staff: A pre-agreed signal or announcement (e.g., “All Clear”) will be given by the designated person to signal the end of the lockdown. - Review and Debrief: After the event, all staff should review the effectiveness of the lockdown procedures in a debrief session. Any lessons learned should be documented and adjustments made to the policy as needed.

5. Roles and Responsibilities

5.1. Head Office- Update and maintain the lockdown policy in line with changes in local safety guidelines or legislative requirements.

5.2. Designated person ( usually the Franchisee or Mindset mentor) - Oversee the initiation of the lockdown and communicate with emergency services. - Ensure all staff are trained on lockdown procedures and conduct regular drills.

5.3. All Staff - Act promptly in line with lockdown procedures. - Ensure the safety and well-being of children in their care. - Report any concerns or issues during the lockdown to senior staff once it is safe to do so.

5.4. Parents - Before Lockdown: Keep up-to-date contact information on file with the provider. - During Lockdown: Avoid contacting the facility to keep communication lines open. Wait for official communications from the provider or authorities.

6. Training and Drills - Staff Training: All staff members will receive lockdown training annually, which includes recognising threats, responding promptly, and effectively communicating during a lockdown.

7. Review and Updates This policy will be reviewed annually or sooner if required due to changes in regulations or feedback from drills and incidents. All staff must familiarise themselves with the policy updates.

---Policy Approval Approved by: Arron Hawes Operations Director MiniMe Mindfulness®

Date: November 2024

This policy serves to protect and maintain the safety of children, staff, and visitors at all times. It should be implemented consistently and thoroughly to minimise risk and respond effectively to threats.

At Mindset Mentors and MiniMe Mindfulness®, we are committed to providing high-quality, transformative learning experiences. We believe in the value and effectiveness of our courses, but we also understand that they may not always meet every individual's expectations. That’s why we proudly offer a Money-Back Guarantee policy for our courses.

Eligibility for Refund

To qualify for a refund under this policy, the following conditions must be met: Refund Request Window: Refund requests must be submitted within 14 days from the date of purchase or course commencement, whichever comes later.

Engagement with the Course: Participants must demonstrate genuine engagement with the course. This includes completing at least 30% of the course material and providing proof of participation (e.g., completed assignments, attendance records, or session logs).

Reason for Request: Participants should provide a clear explanation of why the course did not meet their expectations, so we can continuously improve our offerings. How to Request a Refund To initiate a refund request, please follow these steps: Email us at [email protected] with the subject line: "Refund Request – [Course Name]".

Include your name, purchase receipt, and a brief description of your experience. Attach any required proof of engagement as outlined above.

Processing Time: Once your refund request is received and reviewed, we will notify you of the approval or rejection status within 7 business days. Approved refunds will be processed within 10 business days and credited back to your original method of payment.

Exclusions: Courses purchased as part of a bundle or promotional offer may be subject to adjusted refund terms. Refunds do not apply to physical products, gift cards, or previously refunded courses.

Satisfaction First: Our priority is your satisfaction. If you are not satisfied but prefer a course exchange or additional support, let us know! We’ll work with you to find a solution. Thank you for choosing MiniMe Mindfulness®. Your growth and well-being are at the heart of everything we do.

PurposeThe purpose of this password policy is to protect the security of our digital systems and the personal data of the children and families we serve. It applies to all Franchisees, Mindset Mentor Partners and Mindset Mentor Assistants (“Staff”) who access our digital platforms.

1. Password Requirements- Passwords must be at least 8 characters in length.- Passwords must include at least: - 1 uppercase letter (A-Z) - 1 lowercase letter (a-z) - 1 number (0-9) - 1 special character (e.g., !, @, #, $, %).- Avoid using easily guessable passwords like "password123" or "minimemindfulness".

2. Password Security- Do not share passwords with others, including colleagues.- Avoid using the same password for different platforms.- Do not write down passwords in accessible locations (e.g., on sticky notes).- Use multi-factor authentication (MFA) where available to add an extra layer of security.

3. Password Change- Passwords must be changed every 90 days.- Users will be prompted to change their password if they suspect their account has been compromised.- The last 5 passwords cannot be reused when setting a new password.

4. Account Lockout- After 5 unsuccessful login attempts, accounts will be locked for 15 minutes.- Users must contact the MiniMe Mindfulness® Data Protection Officer to regain access if the lockout persists.

5. Password Reset- Users who forget their password can request a reset through the official password reset link via the provider of the technology system that they are trying to access- Identity verification is required before the password reset process is initiated - follow the onscreen instructions.

6. Reporting Suspicious Activity- If you suspect unauthorised access or unusual activity in your account, immediately report it to the Data Protection Officer - Arron Hawes.

7. Review & Compliance- This password policy will be reviewed annually and updated as needed to ensure ongoing security.- Failure to comply with this policy may result in access restrictions or other measures.---This policy is kept simple but effective, considering that the organisation deals with sensitive data related to children. It helps maintain a balance between security and ease of use.

Effective date: 1st October 2024

To be reviewed: 1st October 2025

1. Introduction

Welcome to MiniMe Mindfulness®! We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about this privacy notice, or our practices with regards to your personal information, please contact us at [email protected].

When you visit our website http://www.minimemindfulness.co.uk (the "Website"), and more generally, use any of our services (the "Services", which include the Website), we appreciate that you are trusting us with your personal information. We take your privacy very seriously. In this privacy notice, we seek to explain to you in the clearest way possible what information we collect, how we use it, and what rights you have in relation to it.

Please read this privacy policy carefully, as it will help you understand what we do with the information that we collect.

2. What Information Do We Collect?

We collect personal information that you voluntarily provide to us when you register on the Website, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Website, or otherwise when you contact us.

The personal information that we collect depends on the context of your interactions with us and the Website, the choices you make, and the products and features you use. The personal information we collect may include the following:

• Personal Information Provided by You. We collect names; phone numbers; email addresses; mailing addresses; job titles; contact preferences; and other similar information.

• Payment Data. We may collect data necessary to process your payment if you make purchases, such as your payment instrument number (such as a credit card number), and the security code associated with your payment instrument

3. How Do We Use Your Information?

We use personal information collected via our Website for a variety of business purposes described below. We process your personal information for these purposes in reliance on our legitimate business interests, in order to enter into or perform a contract with you, with your consent, and/or for compliance with our legal obligations.

To facilitate account creation and logon process.

To send administrative information to you.

To fulfill and manage your orders.

To post testimonials.

To deliver and facilitate delivery of services to the user.

To respond to user inquiries/offer support to users.

To send you marketing and promotional communications.

To deliver targeted advertising to you.

For other business purposes.

4. Will Your Information Be Shared With Anyone?

We may process or share your data that we hold based on the following legal basis:

Consent: We may process your data if you have given us specific consent to use your personal information for a specific purpose.

Legitimate Interests: We may process your data when it is reasonably necessary to achieve our legitimate business interests.

Performance of a Contract: Where we have entered into a contract with you, we may process your personal information to fulfill the terms of our contract.

Legal Obligations: We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process.

Vital Interests: We may disclose your information where we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, situations involving potential threats to the safety of any person, and illegal activities.

5. Cookies and Similar Technologies

We use cookies and similar tracking technologies on our Website to help customize the Website and improve your experience. A cookie is a small file placed on your device that enables various features and functionality. For example, cookies allow us to understand how you use our Website, improve your user experience, and manage your preferences.

Types of Cookies We Use

Essential Cookies: These cookies are essential for enabling user movement around our Website and providing access to features such as your profile, purchases, and other secure areas of the Website. This category of cookies cannot be disabled.

Analytics and Performance Cookies: These cookies are used to collect information about traffic to our Website and how users use our Website. The information gathered does not identify any individual visitor and is aggregated. It includes the number of visitors to our Website, the websites that referred them to our Website, the pages they visited on our Website, what time of day they visited our Website, whether they have visited our Website before, and other similar information. We use this information to help operate our Website more efficiently, to gather broad demographic information, and to monitor the level of activity on our Website.

Functionality Cookies: These cookies remember choices you make such as language preference, country location, or other online settings and provide personalized or enhanced features that you select, as well as to remember your settings.

Targeting and Advertising Cookies: These cookies track your browsing habits and location to provide you with advertising in line with your interests. They are also used to understand the effectiveness of advertising campaigns.

Your Choices Regarding Cookies

If you prefer to avoid the use of cookies on the Website, you can disable the use of cookies in your browser settings. Please note that disabling cookies may affect the functionality of the Website and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this site and many others.

For more information on how to manage cookies, including opt-out of cookies for various services, visit www.allaboutcookies.org.

Consent for Cookies

In locations where it is required by law, we will request your consent to use cookies when you first visit our Website. If you consent to our use of cookies but later wish to opt out, you can adjust your browser settings as described above.

6. How Do We Handle Your Social Logins?

If you choose to register or log in to our services using a social media account, we may have access to certain information about you.

7. How Long Do We Keep Your Information?

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy policy, unless a longer retention period is required or permitted by law.

8. How Do We Keep Your Information Safe?

We aim to protect your personal information through a system of organizational and technical security measures.

9. Do We Collect Information from Minors?

We do not knowingly solicit data from or market to children under 18 years of age.

10. What Are Your Privacy Rights?

You have certain rights regarding your personal information, subject to local data protection laws.

11. Controls for Do-Not-Track Features

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected

12. Do California Residents Have Specific Privacy Rights?

If you are a resident of California, you are granted specific rights regarding access to your personal information.

13. Do We Make Updates to This Policy?

We may update this privacy policy from time to time. The updated version will be indicated by an updated "Revised" date and the updated version will be effective as soon as it is accessible.

14. How Can You Contact Us About This Policy?

If you have questions or comments about this policy, you may email us at [email protected]

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

1. PurposeThe purpose of this policy is to ensure that MiniMe Mindfulness® (the “Company”) retains data in compliance with UK data protection laws, including GDPR, and to safeguard the personal data of Franchisees, Mindset Mentor Partners and Mindset Mentor Assistants (“Staff”) plus children and parents.

This policy outlines the duration for which data is stored, the purpose of data retention, and the procedure for secure disposal of data once it is no longer needed.

2. ScopeThis policy applies to:- All personal data collected by MiniMeMindfulness® related to children, parents, guardians, staff, and volunteers.- Data collected through registration forms, consent forms, activity logs, feedback forms, and other records.- Both digital and physical data storage systems.

3. Data Retention PeriodsThe retention periods for different types of data are as follows:-Child's registration and attendance records - 3 years after the child leaves MiniMeMindfulness®; to allow for any follow-up or inquiries from parents/guardians, and in case of legal claims.-Consent forms (e.g., for photos, activities) - 3 years after the child leaves MiniMeMindfulness®; for proof of parental/guardian consent. -Accident/incident reports - 7 years after the date of the incident , in line with health and safety regulations and for potential insurance claims. -Parent/guardian contact information -Deleted 1 year after the child leaves MiniMeMindfulness®; for communications regarding the child’s participation and activities. -Financial records (e.g., invoices, receipts) - 6 years from the end of the financial year they relate to ; to comply with HMRC requirements. -Staff and volunteer records (e.g., employment, DBS checks) - 6 years after the end of employment/volunteering; to comply with employment laws and for reference purposes. -Marketing data (e.g., mailing lists) - Until consent is withdrawn or 1 year after last interaction, to ensure compliance with GDPR and data subjects' rights.

4. Data Disposal ProceduresWhen data reaches the end of its retention period, it will be disposed of securely:- Digital Data: Permanently deleted from databases and cloud storage. Backups will also be purged.- Physical Data: Shredded or incinerated to ensure that no personal data can be reconstructed.

5. Data Protection MeasuresTo ensure that retained data is secure, MiniMeMindfulness® will:- Use encryption and password protection for digital data storage.- Store physical records in locked cabinets, accessible only by authorised staff.- Regularly review the retention policy to ensure compliance with the latest legal and regulatory changes.

6. Rights of Data SubjectsParents, guardians, and staff have the right to:- Request access to their data or their child's data.- Request correction of any inaccurate data.- Request deletion of data, subject to legal requirements.- Withdraw consent for data processing (e.g., marketing communications).All requests will be handled within one month in compliance with GDPR.

7. Policy ReviewThis retention policy will be reviewed annually or when there are significant changes to data protection laws. Updates will be communicated to staff, and a copy of the policy will be available on the MiniMeMindfulness® website.

8. Contact InformationFor any questions or concerns regarding this policy or data retention, please contact:

Data Protection Officer - Arron Hawes [email protected]

07708 970265

Effective date: 1st October 2024

To be reviewed: 1st October 2025

At MiniMe Mindfulness® the safety of the children attending our courses and our Franchisees, Mindset Mentors and Assistants (Staff) is of paramount importance. All Staff must be awarded their MiniMe Mindfulness® Accreditation/sign off at the appropriate level prior to commencing any sessions/classes/courses/camps.

We also ensure that we assess our venues and equipment in line with our risk assessment as below.

Key:

* = Hazard

1. = Who might be harmed and how?

2. = Controls in place

3. = Further Action Required

4. = Further Action Required by who?

*First Aid Arrangements

1. Everyone has a risk of injuring themselves or becoming unwell.

2. Mindset Mentor to be First Aid trained (basic first aid training completed as part of the Accreditation) and hold a current in date Certificate. Ensure First Aid boxes are available and well stocked and contents in date.

Ensure every venue that we have hold courses and classes in has a qualified First Aider and the Mindset Mentor is aware of the First Aider and how to contact them in the event of an incident or emergency. All accidents and near misses to be recorded.

3. Ensuring training is kept up to date. Monthly checks of First Aid boxes to be carried out. Replenish first aid supplies if they are used. Accidents and near misses to be investigated if serious.

4. MiniMe Mindfulness® Mindset Mentor.

*Slips, trips, falls.

1. Everyone is at risk of tripping on items left on the floor or slipping on wet floors.

2. People to keep a neat, tidy and organised area. Any water/liquid on ground, floor to be mopped up immediately and wet floor sign displayed. Ensure the area is assessed first and remove any hazards on the floors. Use electrical sockets nearest to where you are to reduce tripping over leads. Any equipment that is stood on, i.e. mats will be non slip.

3. Ensure people are wearing sensible shoes. Ensure wet floor signs are available. First Aider available at all times. Remind Mindset Mentors / class attendees the importance of ensuring their mats are totally flat.

4. MiniMe Mindfulness Mindset Mentor.

*Hazardous substances

1. Staff at risk from skin or eye irritation. Hazardous substances not be used in or around the children/clients in the sessions.

2. Ensure all staff are asked if they suffer from any skin problems when using cleaning products. Ensure staff are aware of any dangers when using chemicals.Ensure any chemical data sheets & COSHH Sheets are shown to staff. Ensure staff know what to do if they should suffer any effects from chemicals. Wear PPE when handling chemicals if you suffer from any skin problems. Ensure all staff are trained on how to safely use and store chemicals and never transfer them to an unmarked container.

3. Chemicals that cause irritation to any staff, should be replaced with milder alternatives. Remind staff to report any ill health caused by using chemicals. COSHH assessments provided and training documented if necessary.

4. MiniMe Mindfulness® Mindset Mentors.

*Fire

1. Everyone is at risk of fire and getting burned or smoke inhalation.

2. Ensure the Mindset Mentor is confident in how to deal with an emergency situation, dealing with evacuation and fire. Ensure the Mindset Mentor is aware of fire alarm call points. Ensure everyone is aware of where the fire exits are located. Ensure fire exits are not obstructed. The Mindset Mentor must hold a correct list of who id attending their class. Fire extinguishers should be available and have service labels attached. If there is a fire, and safe to do so, the Mindset Mentor should sweep the building to ensure everyone exits the venue safely.

3. If there are any defects with the fire equipment or obstructions you must let the caretaker of the venue know.

4. MiniMe Mindfulness Mindset Mentor.

*Electrical Safety

1. Everyone is at risk of electric shock.

2. Ensure where possible that the Mindset Mentors is using equipment that connects via bluetooth. I.e. speakers to phones. If equipment is to be plugged in, it is to be PAT tested yearly. Inspect electrical equipment before use and if any leads are frayed, plugs are loose or any piece of equipment looks unsafe, do not use and get fixed or replace. Do not overload extension leads and sockets. Do not leave leads trailing in an unsafe manner.

3. PAT testing to be carried out by a competent electrical tester for any equipement that is to be used in lesson/session/club.

4. MiniMe Mindfulness® Mindset Mentor.

*Choking

1. Children can be at risk of choking on any item that goes into their mouth.

2. Thorough check of floor and surroundings for any small choking hazards before children come into the venue.

3. All equipment to be checked prior to use. Any damaged equipment to be taken out of use and replaced.

4. MiniMe Mindfulness® Mindset Mentor.

Risk Assessment Control of Substances Hazardous to Health (COSHH) For Cleaning Product used for Equipment and Matts

SUBSTANCE: Dettol Antibacterial All In One Disinfectant Spray 400ml. SUPPLIERS NAME: Dettol purchased via Amazon ADDRESS /TELEPHONE: amazon.co.uk

USES: To disinfect equipment and mats after use - for use on hard surfaces and upholstery. Kills colds and flu viruses. Suitable for door handles, rubbish bins, toilets, kitchen surfaces, sofas, car seats, mattresses, pet beds. Not suitable for polished wood, painted surfaces, leather or acrylic plastics.

WHO USES THE SUBSTANCE MiniMe Mindfulness® Mindset Mentors COMPONENTS: 1 Spray Can, Lid and Nozzle

HOW TO USE: Shake can well, hold can 15-20cm from pre-cleaned surface and spray suffice until covered with mist. Do not saturate fabric when using on soft surfaces. Allow to air dry. No need to wipe. Surfaces may vary in quality. Always test for suitability on a small inconspicuous area prior to use.

PHYSICAL APPEARANCE: Blue lid, White Can, Dettol Logo

ODOUR: Clinical Antibacterial Fresh Fragrance

COLOUR: Clear SPRAY HAZARDS: Do not swallow. Do not spray on food. Do not spray in Eyes. Causes serious eye irritation. Extremely flammable aerosol. Pressurised Container; may burst if heated. Keep out of reach of children. Keep away from heat/sparks/open flames/ hot surfaces. Do not spray on open flame or other ignition surface. Keep away from sunlight and do not expose to temperatures exceeding 50 degrees Celsius Extremes of temperature can occur in motor cars, near ovens and fireplaces. Shake well before use and spray away from the body.

CAUTION: only use as directed, internal misuse by deliberately concentrating and inlaying can be harmful or fatal. Use biocides safely and sustainably. It is illegal to use this product for uses or in a manner other than prescribed on this label. Dispose of contents/container in accordance with local regulations. Poisonous information: For information to to report a poisoning incident contact The National Poisons Information Centre (01 8092166).

FIRST AID REQUIREMENTS: P.P.E WEAR: Not necessary.

RESPIRATORY PROTECTION: Spray in a well ventilated room, away from hazards as above. Remove Pets from the room and wait until dry before brining pet back. Cover fish tanks or remove portable enclosures from the area during product application.

HAND PROTECTION: Wash off if contact with the skin and seek medical advice/assistance if irritation continues.

EYE PROTECTION: If in eyes rinse cautiously with water for several minutes. Remove contact lenses, if present and easy to do. Continue rinsing if eye irritation persists; get medical advice/.attention.

SKIN PROTECTION: Wash off if contact with the skin and seek medical advice/assistance if irritation continues."

STORAGE REQUIREMENTS: Store in a cool dry place - not exposed to heat as stated above.

SPILLAGE PROCEDURE: Wipe away excess liquid and allow to dry.

1st Can supplied by Mindset Mentors Limited - subsequent cans to be purchased direct from supplier.

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

MiniMe Mindfulness® is committed to safeguarding and promoting the welfare of young people and vulnerable adults and has a statutory and moral duty to ensure that while receiving education, training or taking part in any of our classes they are safeguarded.

The Children Act defines a child as a person under the age of 18 years.

Safeguarding responsibilities also extend beyond the age of 18 to a group of vulnerable adults. A vulnerable adult is defined as a person aged eighteen or over, who has either a dependency upon others or a requirement for assistance in the performance of basic functions. This can be as a result of a learning or physical disability, a physical or mental illness or an addiction to alcohol.

This policy applies to all learners, staff, volunteers and visitors to MiniMe Mindfulness® classes.

Designated Safeguarding Lead is: Arron Hawes

We are committed to ensuring that MiniMe Mindfulness®;

• Provides a safe environment in which young people can receive high quality training when working with us.

• Takes appropriate action to see that young people are kept safe at their place of training / employment and during all classes.

• Handle confidential information of a personal and/or sensitive nature following the correct procedures and that Franchisees and Mindset Mentors receive guidance on the management and disclosure of confidential information, where appropriate.

In pursuit of these aims, MiniMe Mindfulness® will approve and annually review policies and procedures with the aim of:

• Ensuring the safe recruitment of Franchisees and Mindset Mentors and for children in classes.

• Promoting a safe environment for the young people to learn in, and raise awareness of issues relating to the welfare of young people.

• Aiding the identification of young people at risk of significant harm, and providing procedures for reporting concerns.

• Establishing procedures for reporting and dealing with allegations of abuse against members of staff or clients.

• Supporting staff to manage vulnerable learners.

• Ensuring that any sensitive matters are dealt with in a confidential manner.

MiniMe Mindfulness® Franchisees and Mindset Mentors should keep themselves and others safe from:

Physical abuse – including assault, hitting, slapping, pushing or inappropriate physical sanctions.

Sexual abuse – including rape, sexual harassment or sexual photography.

Psychological abuse – including emotional abuse, threats of harm, humiliation, controlling, intimidation, harassment, verbal abuse, cyber bullying or isolation.

Discriminatory abuse – including forms of harassment, slurs or similar treatment because of race, gender/gender identity, age, disability, sexual orientation or religion.

Domestic abuse – including psychological, physical, sexual, financial, emotional, or so-called ‘honour’ based violence.

Self neglect – this covers a wide range of behaviour such as neglecting to care for your personal hygiene, health or surroundings and includes behaviour such as hoarding.

Neglect – including ignoring medical, emotional or physical care needs.

Financial or material abuse – including theft, fraud or internet scamming.

Radicalisation/Extremism – defined as vocal or active opposition to fundamental human values of our society, including democracy, the rule of law, individual liberty and mutual respect and tolerance of.

If you notice a change in a someone’s behaviour, or are concerned in any way about the safety or wellbeing of a young person please report it to the Safeguarding Officer, who will take appropriate action.

MiniMe Mindfulness Franchisees and Mindset Mentors and Assistants are expected to:

Complete safeguarding training as required

Familiarise themselves with the Safeguarding policy and associated procedures

Safeguard and promote the welfare of children, young people and vulnerable adults

Alert the Designated Safeguarding Officer if they have concerns about a child or young person.

Designated Safeguarding Lead:

The Designated Member of Staff for Safeguarding is Arron Hawes, he has a specific responsibility for championing the importance of safeguarding and promoting the welfare of children who are learners at MiniMe Mindfulness®.

The Designated Safeguarding Lead will:

Act as the first point of contact with regards to all safeguarding matters;

• Attend up-dated training

• Provide support and training for staff and volunteers

• Ensure that we are in line with the Safeguarding Vulnerable Groups Act 2006

• Support staff to make effective referrals to the Children and Families Services and any other agencies where there are concerns about the welfare of a child.

• Keep copies of all referrals to Children and Families Services and any other agencies related to safeguarding children

Manage and keep secure the safeguarding records.

What to do if you Suspect Someone is being abused:

All Mindset Mentors and others working in direct contact with classes must be alert to the signs of abuse.

Anyone who suspects that abuse is taking place inside or outside of a class setting, or to whom a learner discloses issues relating to safeguarding, should contact the Designated Safeguarding Officer immediately.

Franchisees and Mindset Mentors who are not Designated Safeguarding Leads, but who are approached with concerns about a child, must bring the concerns raised to the attention of the Designated Safeguarding Officer immediately.

All Mindset Mentors to whom a learner discloses issues that may be related to safeguarding must keep written records of concerns. Such records must be kept securely, separate from the main learner files and in locked locations.

The Designated Safeguarding Lead will develop effective links with relevant agencies and co-operate as required with any enquires regarding child protection matters, including attendance at case conferences.

Allegations of Abuse Against a Mindset Mentor

Allegations of abuse, or concerns raised against Mindset Mentors, will always be treated seriously. The allegations need to be applied with common sense and judgement. All cases must be referred to the Designated Safeguarding Lead who will follow the Safeguarding Procedure in the same way as for other safeguarding allegations.

The Designated Safeguarding Lead will take the appropriate steps to ensure the safety of the child and any others who may be at risk. The Designated Safeguarding Lead will also inform the Franchisee in order that training procedures may be followed, and an investigation is carried out.

If the allegation or concern is against the Designated Safeguarding Lead, it should be reported to the Health & Safety Officer - Joanne Hunt.

Where there is a complaint against a Mindset Mentor the Franchisee and the Designated Safeguarding Lead will be informed and involved. These instances may result in possibly criminal (police) investigations and/or a child protection investigation, carried out by Social Services.

Enhanced Disclosure & Barring Service (DBS)

MiniMe Mindfulness® has a responsibility to ensure safe recruitment and employment practices. New and existing Franchisees and Mindset Mentors who frequently or intensively works with children in training supervision, care, and advice have to be checked through the DBS. This information will then be kept securely. Relevant details will be kept on a Single Central Record that will be subject to annual checks and audits.

Reporting Cases to the Disclosure and Barring Service (DBS)

MiniMe Mindfulness® has a statutory duty to carry out reports, and provide relevant information to the DBS where there are grounds for believing, following an investigation, that an individual is unsuitable to work with children, young people or vulnerable adults, or may have committed misconduct. The responsibility for reporting cases to the DBS lies with the Designated Safeguarding Officer.

Resignations

If, during the course of an investigation relating to safeguarding, an employee tenders his or her resignation, or ceases to provide their services, MiniMe Mindfulness® is not prevented from following up an allegation in accordance with these procedures. Every effort will be made to reach a conclusion in cases relating to the welfare of children, young people or vulnerable adults, including those where the person concerned refuses to co-operate with the process.

Support for Staff

MiniMe Mindfulness® is aware that safeguarding cases can be distressing and that Franchisees and Mindset Mentors and Staff who have been involved may find it helpful to talk about their experiences, in confidence, with one of the Designated Safeguarding Leads or with a trained counsellor. Staff wishing to be referred for counselling should discuss with the Safeguarding Lead.

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025 

This policy is to ensure that the individuals responsible for recruitment and selection always hire and promote the most appropriate applicant or employee in a safe, fair and consistent manner, free from discrimination and to ensure that relevant processes are followed to protect vulnerable groups.

We are committed to safeguarding and promoting the welfare of children and vulnerable young adults, which is reflected within our recruitment and selection activities. We will ensure that the recruitment and employment of staff is carried out in line with relevant statutory guidance on safer recruitment for education and vulnerable adult settings, and make sure that those involved with the recruitment and employment of staff to work with children and young adults receive appropriate safer recruitment training.

All applicants to roles with MiniMe Mindfulness® will be assessed objectively on their merits in accordance with our Equal Opportunities policy.

Franchisees are self employed business owners.

Mindset Mentor Partners and Assistants can be employed or self employed - as required, discussed and agreed.

All rights are as per the Franchise Agreement, Self Employed Agreement or Employment Contract as defined and agreed by all parties at outset.

For the purpose of this policy ‘Staff’ covers all of the above and should be read in conjunction with the relevant contracts.

Advertisement

The individual(s) placing the advertisement(s) must ensure that they use a variety of media to reach a broad cross-section of potential applicants and must include the following points:

* The job title

* Our commitment to safeguarding and promoting the welfare of children and vulnerable young adults

* Detail which confirms applicants will undergo strict vetting procedures and safeguarding checks before appointment and relevant pre-employment checks (this includes but is not limited to: DBS checks, qualification checks, reference checks and identity checks)

* The safeguarding responsibilities of the post as per the job description and/or personnel specification

* Whether the post is exempt from the Rehabilitation of Offenders Act (ROA) 1974 

* The salary or pay scale

* Any significant benefits applicable to the position

* Any minimum qualifications for the position

* Any particular skills and/or experience required for the position

* Any required training which must be completed on confirmation of successful appointment

* Any typical features of the position (e.g. self employed, part-time, fixed-term, outside UK etc)

* The closing date for applications

Care will be taken to avoid specifying requirements for the position which are potentially discriminatory either directly or indirectly.

Job/Role description

Where we use job descriptions to assist in the drafting of a job advert, we will ensure the details incorporated are concise and relevant to the job role being advertised and include any safeguarding requirements.

Where personnel specifications are used along with the job advert only those details which are relevant such as essential or desirable knowledge, skills and experience will be included, along with any safeguarding requirements.

Applications

Application forms will seek only information which is necessary for the selection process.

Where the role involves engaging in regulated activity relevant to children and/or vulnerable young adults, we will include a statement in the application form that it is an offence to apply for the role if the applicant is barred from engaging in regulated activity relevant to children.

Applicants will be required to provide:

* Personal details including current and former names, current address and national insurance number

* Details of their present (or last) employment and reason for leaving

* Full employment history (since leaving school, including education, employment and voluntary work) including reasons for any gaps in employment.

* Qualifications, the awarding body and date of award

* Details of referees/references

A statement of the personal qualities and experience that the applicant believes are relevant to their suitability for the post advertised and how they meet the personnel specification

We will only accept a curriculum vitae (CV) alongside a completed application form. A CV on its own will not contain adequate information.

At each stage of the process, applicants will be kept informed and should expect to be told the following:

1. When they can expect to hear whether their application is to be progressed to the next stage of the recruitment process

2. What the next stage will involve

Decisions taken to either reject or accept an application will be checked and approved by our HR Business Partner before they are communicated to the applicant.

Human Resources Business Partner: Kelly Bater from K Bater Consultancy Limited.

Shortlisting

Short-listed candidates will be asked to complete a self-declaration of their criminal record or information that would make them unsuitable to work with children or young adults, to give candidates the opportunity to share relevant information and allow this to be discussed and considered at interview before the DBS certificate is received.

We will ensure that at least two people carry out the shortlisting exercise. For consistency, the same people will carry out the interview, where possible.

During the shortlisting process, we may carry out an online search on the shortlisted candidates, as part of our due diligence. If the search identifies any incidents or issues that are publicly available online, we will explore these with the applicant at interview.

Interview

The interview will be conducted by two members of staff and thorough notes taken.

All questions asked will be directly relevant to one or more of the selection criteria that have been identified for the position.

No assumptions will be made nor will questions about the applicant’s personal circumstances be asked.

During the interview we will seek to determine the applicant’s suitability to work with children and/or young adults and explore any potential areas of concern.

Any information about past disciplinary action or substantiated allegations will be considered in the circumstances of the individual case.

Interview questions will be structured to include:

* Finding out what attracted the candidate to the post being applied for and their motivation for working in this field

* Exploring their skills and asking for examples of experience of working with children and/or young adults which are relevant to the role

* Probing any gaps in employment or where the candidate has changed employment or location frequently, asking about the reasons for this

Whether they have the physical and mental capacity for the specific role.

After the interview

Once the interview has taken place and the decision has been made, we will contact the successful individual and arrange the start date for the position. 

Candidates may be asked to carry out a short trial period (paid) to attend and assist classes/sessions before we make an offer. Relevant vetting, safeguarding and pre-employment checks will be carried out before the commencement of any paid trial period.

If at any point during the recruitment process, any issues arise then you should report your concerns to HR who will review your concerns.

 Vetting and pre-employment checks

Offers of employment will be subject to us receiving satisfactory pre-employment checks, including an enhanced DBS check from the Disclosure and Barring Service. We will be legally obliged to defer start dates if the relevant checks are not completed by the specified start date.

Offers of employment will also be subject to satisfactory references being obtained, proof of any relevant qualifications, satisfactory identity checks and evidence of the applicant’s right to work in the UK. Where candidates have lived or worked outside the UK, we will carry out any further checks we consider appropriate.

Internal recruitment

It is important that we recruit people that are suitable for the position and who will deliver a high standard of education to our pupils/students. We take the recruitment, development, and promotion of our staff seriously and we do this by following a fair and non-discriminatory process. We are committed to the safeguarding and welfare of our clients and will ensure that all relevant checks are completed to ensure safe recruitment is conducted in line with our processes and procedures, and relevant statutory guidance.

Any opportunities for promotion will be advised and open to all members of staff and if you feel you have the skills and experience to bring to the role then we welcome your application and any questions that you may have.

Record keeping

We will keep a clear record of all information considered in the decision making, along with decisions made.

The Equality Act 2010 places a positive obligation on the Organisation to make all adjustments that are deemed reasonable where these have the purpose of removing or reducing substantial disadvantages faced by disabled individuals, when compared to non-disabled individuals.

The duty arises in relation to any:

* Workplace provision, criterion or practice

* Physical feature within the workplace

*  Provision of auxiliary aids or service

Our commitment as an employer

The Organisation is committed to taking positive and proactive steps throughout the recruitment process and the ongoing employment of our workforce to ensure appropriate and effective adjustments are put in place.

This commitment covers the following areas of our organisation; this is a non-exhaustive list and adjustments to other areas may be appropriate depending on the circumstances:

* Application process

* Recruitment assessments

* Interview process

* Induction sessions

* Workloads

* Working hours

* Workspaces

* Training sessions

* Car parking

* Access to facilities such as canteen facilities

Absence management

As a Franchise we would encourage all staff to submit any requests or raise adjustment to contract matters with their Franchisee as soon as possible. Any requests or matters raised will be treated positively and sensitively in line with our commitment, and no detriment, harassment or unfavourable treatment will result as a consequence of an employee bringing any adjustment matters to the attention of their Franchisee.

Internal process

To aid the introduction of appropriate and effective workplace adjustments, the Organisation will follow a standard process of consideration, unless adjustments are necessary to remove any disadvantages faced by staff as a result of this process.

Once the Organisation is aware, or can reasonably be expected to be aware, that a staff member is disabled, a discussion on reasonable adjustments will be held between the staff member and the Franchisee. This meeting will provide the opportunity for an open and honest discussion about the disadvantages faced by the staff member at work and the identification of potential adjustments that could reduce or remove these. At the meeting, the reasonable adjustment action plan will also be filled in to contain a record of these discussions.

Full consideration will be given to each adjustment to determine whether it:

* Reduces or removes the disadvantage faced by the disabled individual and It is reasonable for the organisation to make

* A confirmation of the adjustments that will be put in place after this meeting will be sent to the employee in writing.

* A copy of this confirmation and the completed reasonable adjustment action plan will be placed on the employee’s personnel file to ensure this is accessible by the employee’s current and future line managers.

Using trial periods

To ensure the organisation is meeting their commitment of putting in place appropriate and effective adjustments, the use of a trial period for adjustments may be introduced where appropriate.

A trial period allows the organisation and the staff member to evaluate the practical impact of any agreed adjustments, ensuring that these go as far as possible at reducing or removing the disadvantages faced by the individual.

A trial period will only be used where this is agreed by the employee and will be for a short period. A review at the end of the trial period will be used to assess the practical suitability of the adjustment and may, if this is not suitable, lead to amendments or alternative adjustments being introduced.

Reviewing adjustments

As part of our ongoing commitment, the Organisation will undertake periodic reviews of agreed adjustments to ensure these remain suitable and have the continued required effect.

A review will be undertaken once an adjustment has been in place for at least three months, and will be repeated at least every six months. The staff member is encouraged to fully participate in these reviews to allow full consideration of the effectiveness of the adjustment.

The outcome of this review may be that the adjustment in place continues, is altered or alternative adjustments are introduced.

 Medical advice 

To aid the consideration of suitable adjustments, the Organisation will encourage staff members to provide any medical advice or guidance they have received from medical experts. Any advice or guidance provided will be fully reviewed and used to consider the effectiveness of introducing, and continuing, the workplace adjustments.

It may be the case that an Occupational Health (OH) referral is suitable to receive expert advice on workplace adjustments. In these circumstances, the staff’s consent will be sought in advance of any referral.

Concerns

If a staff member has any concerns regarding the making or consideration of workplace adjustments, they are encouraged to raise this to the attention of their Franchisee as soon as possible. Once made aware, the line manager will undertake an investigation and feedback to the staff member concerned.

Alternatively, where this is not appropriate, a staff member may raise any concerns to our Operations Director: Arron Hawes.

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025 

MiniMe Mindfulness® was formed as a response to support children at the start of the pandemic in 2020.

Children’s mental health was suffering due to being ‘locked down’ at home an unable to attend school and usual activities.

Numerous requests were received by our Founder to provide daily mindfulness and mindset sessions, as she does for adults.

After a conversation with her son Oscar, age 8, they decided to provide daily positive mindfulness and mindset sessions for children via a free Social Media group. Within a few weeks they were joined daily by thousands of children and were praised by schools, nurseries, charities, fostering agencies, charities such as Barnados and were even listed by The Independent as one of the “Best Live Lessons for Children”.

Tessa and Oscar wrote an online ‘Coaching 4 Kids by Kids’ education series of 11 x Positive Mindfulness and 11 x Mindset sessions.

These ‘One click’ lessons allow teachers to ‘press play’ and Oscar (age 8) educates and inspires for 10 minutes and then encourages 10 minutes or ‘doing’ to embed the teachings.

When the ‘new norm’ resumed Tessa worked with Schools and Nurseries to provide in person sessions for pre and primary school children. All of the meditations used within each session are recorded by Oscar (age 8-11) and Annie (age 6) to continue the unique Coaching 4 Kids by Kids within the live sessions.

Our approach is to teach one new ‘Superpower’ - a positive mindfulness and/or mindset technique - in each lesson in a fun and innovative way.

Building their tool kit for life one session at a time via guided meditation, stories, games, activities, group discussions and arts and crafts.

Our results: children attending our sessions raise their self awareness, allowing them to understand feelings and recognise emotions. This helps to self regulate responses which can increase inner calm and happiness and also encourage communication and resilience. This in turn can help to reduce stress and anxiety.

We help children to understand that however they are feeling is OK. We educate on how our brains work, how we can often feel and what we can do to help ourselves in any situation. All of the ‘superpowers’ that we teach are internal - they are inside of them already. We teach what they are and how to use them. For example: Breathing, meditation, affirmations, vision, resilience, kindness, courage, empathy and so much more.

Our Mission

To expand our award winning franchise network to 200 heart led Franchisees, impacting 125,000 children in the UK each week by 2030.

Helping heart led educators, influencers and business owners to build a sustainable, enjoyable lifestyle business whilst impact children in their local communities.

To impact 125,000 children per week online via our ‘Coaching 4 Kids by Kids’ one click programme.

Partnering with schools, nurseries and communities. Assisting county councils, education authorities, the National Health Service, charities and community projects.

Our Founder, Tessa Hawes is passionate about scaling MiniMe Mindfulness® in order to positively impact the next generation.

Our award wining franchise is unique, innovative, fun and interactive. Creating immediate impact and outcomes as evidenced by the children, teachers and parents that we work with.

Mental Health and wellness for children is our passion and core objective and we specialise in adapting a serious subject into a series of enjoyable, life changing sessions which are easy to understand and use effectively and immediately.

Together we can raise confident, self aware, calm, ambitious and happy young people.

Outsourcing the positive mindfulness and mindset support to MiniMe Mindfulness® allows everyone to focus on their key areas of strength and effortlessly expand their team to by partnering with a trusted, experienced and qualified award winning heart led team who operate the MiniMe Mindfulness® blueprint for mental health success.

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

MiniMe Mindfulness® and Mindset Mentors Limited (the Companies) are committed to leading the industry in minimising the impact of its activities on the environment.

The key points of its strategy to achieve this are:

* The Companies accept responsibility for the harmful effects its operations have on both the local and global environment and is committed to reducing them.

* The Companies actively promote recycling both internally and amongst its customers and suppliers. We are committed to the use of recycled products and reduce packaging as much as possible.

* Paper and consumable use is kept to a minimum.

* Where possible we use local suppliers.

* The Companies will comply with all relevant environmental legislation.

* The Companies will implement a training program for its Staff to raise awareness of environmental issues and enlist their support in improving the Companies’ performance.

* The Companies will encourage the adoption of similar principles by its suppliers.

* We operate a Franchise model where schools, nurseries and communities projects should be within a 20 minute drive time.

* We hold monthly meeting online

* We only hold one annual conference which requires travel which is held at a central location to reduce drive time for Franchisees.

* We ensuring training materials, policies and procedures, documents and contracts are provided online and electronically - rather than printing on paper and posting.

* We also, where possible, use electronic signature software for documents rather than printing and posting.

* We use local businesses.

* We encourage our Staff to use refillable water bottles.

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

Welcome to MiniMe Mindfulness® ("Company", "we", "our", "us")!

These Terms and Conditions ("Terms", "Terms and Conditions") govern your use of our website located at http://www.minimemindfulness.co.uk (together or individually "Service") operated by MiniMe Mindfulness®.

Your access to and use of the Service is conditioned on your acceptance of and compliance with these Terms. These Terms apply to all visitors, users, and others who wish to access or use the Service.

Please read these Terms and Conditions carefully before using our Service.

Communications

By creating an Account on our Service, you agree to subscribe to newsletters, marketing or promotional materials, and other information we may send. However, you may opt out of receiving any, or all, of these communications from us by following the unsubscribe link or instructions provided in any email we send.

Purchases

If you wish to purchase any product or service made available through the Service ("Purchase"), you may be asked to supply certain information relevant to your Purchase including, without limitation, your credit card number, the expiration date of your credit card, your billing address, and your shipping information.

Contests, Sweepstakes, and Promotions

Any contests, sweepstakes, or other promotions (collectively, "Promotions") made available through the Service may be governed by rules that are separate from these Terms & Conditions. If you participate in any Promotions, please review the applicable rules as well as our Privacy Policy. If the rules for a Promotion conflict with these Terms and Conditions, the Promotion rules will apply.

Content

Our Service allows you to post, link, store, share and otherwise make available certain information, text, graphics, videos, or other material ("Content"). You are responsible for the Content that you post on or through the Service, including its legality, reliability, and appropriateness.

Accounts

When you create an account with us, you guarantee that the information you provide us is accurate, complete, and current at all times. Inaccurate, incomplete, or obsolete information may result in the immediate termination of your account on our Service.

Intellectual Property

The Service and its original content (excluding Content provided by users), features, and functionality are and will remain the exclusive property of MiniMe Mindfulness® and its licensors.

Links to Other Web Sites

Our Service may contain links to third-party web sites or services that are not owned or controlled by MiniMe Mindfulness®.

MiniMe Mindfulness® has no control over, and assumes no responsibility for the content, privacy policies, or practices of any third-party web sites or services. We do not warrant the offerings of any of these entities/individuals or their websites.

Termination

We may terminate or suspend your account and bar access to the Service immediately, without prior notice or liability, under our sole discretion, for any reason whatsoever and without limitation, including but not limited to a breach of the Terms.

Indemnification

You agree to defend, indemnify and hold harmless MiniMe Mindfulness® and its licensee and licensors, and their employees, contractors, agents, officers, and directors, from and against any and all claims, damages, obligations, losses, liabilities, costs or debt, and expenses (including but not limited to attorney's fees), resulting from or arising out of a) your use and access of the Service, by you or any person using your account and password, or b) a breach of these Terms.

Limitation of Liability

In no event shall MiniMe Mindfulness®, nor its directors, employees, partners, agents, suppliers, or affiliates, be liable for any indirect, incidental, special, consequential, or punitive damages, including without limitation, loss of profits, data, use, goodwill, or other intangible losses, resulting from: (i) your access to or use of or inability to access or use the Service; (ii) any conduct or content of any third party on the Service; (iii) any content obtained from the Service; and (iv) unauthorized access, use, or alteration of your transmissions or content, whether based on warranty, contract, tort (including negligence), or any other legal theory, whether or not we have been informed of the possibility of such damage, and even if a remedy set forth herein is found to have failed of its essential purpose.

Disclaimer

Your use of the Service is at your sole risk. The Service is provided on an "AS IS" and "AS AVAILABLE" basis. The Service is provided without warranties of any kind, whether express or implied, including, but not limited to, implied warranties of merchantability, fitness for a particular purpose, non-infringement, or course of performance.

Exclusions

Some jurisdictions do not allow the exclusion of certain warranties or the exclusion or limitation of liability for consequential or incidental damages, so the limitations above may not apply to you.

Governing Law

These Terms shall be governed and construed in accordance with the laws of , GB, without regard to its conflict of law provisions.

Changes

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material, we will provide at least 30 days' notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

Contact Us

If you have any questions about these Terms, please contact us at [email protected].

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025

If a Franchisee/Mindset Mentor or Assistant has knowledge of or a concern of illegal or dishonest/fraudulent activity, they are to contact the Operations Director on [email protected].

All reports or concerns of illegal and dishonest activities will be promptly investigated and any necessary corrective action taken.

Any concerns involving the Operations Director should be reported to the Chief Executive Officer [email protected].

The whistleblower is not responsible for investigating the alleged illegal or dishonest activity, or for determining fault or corrective measures; appropriate management officials are charged with these responsibilities.

Examples of illegal or dishonest activities include (but not limited to);

*billing for services not performed or for goods not delivered;

*fraudulent financial reporting

*operating under the MiniMe Mindfulness® banner, offering products and services that Head Office are not aware of or have not signed off as fit for purpose.

The Franchisee/Mindset Mentor/Assistant must exercise sound judgment to avoid baseless allegations. Intentionally filing a false report of wrongdoing will be subject to disciplinary action.

Signed: Tessa Hawes, Founder & CEO

MiniMe Mindfulness®

Reviewed by Chestnut Associates - February 2024

Next review date: February 2025