1. Who is responsible for your information?
Joshua Phillips, trading as Phillips Mentorship & Development (PM&D), is the data controller. Privacy questions and requests can be sent to Josh@phillipsmentorship.co.uk.
2. Who should make the first enquiry?
A parent or legal guardian should initiate contact. Teenagers are encouraged to read the website with an adult rather than send personal or sensitive information through the public site themselves.
3. What information may be collected?
An initial enquiry may include the parent or guardian’s name and contact details, the teenager’s age band, the broad reason for the enquiry and whether the teenager knows about it. A Parent Brief signup collects only the parent or guardian’s first name, email address, consent record, signup location and basic source or campaign information. It does not ask for a teenager’s email, health information, safeguarding disclosures or detailed personal circumstances. If a family progresses, PM&D may also collect onboarding information, attendance and participation records, agreed progress evidence, communications, payment records and information needed to deliver the service safely.
4. Please do not send sensitive details in the first enquiry
Families should not include detailed medical, mental-health, safeguarding, school or diagnostic information in the public enquiry form or an initial email. If information of this kind becomes relevant, Josh will explain why it is needed, how it should be shared and how it will be protected.
5. Why is information used?
Information is used to respond to enquiries, assess suitability, arrange conversations, make human enrolment decisions, administer cohorts, communicate with families, deliver mentorship, maintain appropriate safeguarding records, take payment where applicable and meet legal or accounting obligations.
6. What is the lawful basis?
Depending on the purpose, PM&D may process information because it is necessary to take steps requested before entering a contract, to perform a contract, to comply with a legal obligation, to protect someone’s vital interests, or because PM&D has a legitimate interest that does not override the rights and interests of the parent or teenager. Parent Brief and related programme emails are sent on the basis of the parent or guardian’s affirmative consent. Consent can be withdrawn at any time using the unsubscribe link in an email or by contacting Josh.
7. Who may receive the information?
Information is not sold. It may be handled by carefully selected providers that support website hosting, business email, scheduling, video meetings, forms, record keeping or payments. Parent Brief subscriber information is processed by Mailchimp, an Intuit service, for list management, email delivery, unsubscribe handling and campaign reporting, and by n8n for authorised workflow automation. These providers may process information outside the UK; PM&D relies on the contractual and transfer safeguards described in their applicable data-processing terms. It may also be shared where reasonably necessary to protect a child or another person, comply with the law, obtain professional advice or respond to an authorised regulator or public authority.
8. How long is information kept?
Initial enquiries that do not proceed are normally deleted within six months unless there is a safeguarding, legal or dispute-related reason to retain them longer. Parent Brief subscriber data is normally kept while the subscription remains active. After an unsubscribe, the address may be kept on a minimal suppression record so PM&D can respect the request and avoid accidental re-subscription. Client, financial and safeguarding records follow separate retention periods based on the nature of the record, legal requirements and the need to protect the people involved. Information is deleted or anonymised when there is no longer a justified reason to keep it.
9. Your rights
Parents, guardians and teenagers may have rights to ask for access to their personal information, correction, deletion, restriction, objection or transfer, depending on the circumstances. A teenager’s information belongs to the teenager; a parent may exercise rights on his behalf where this is appropriate to his age, understanding and best interests. PM&D may need to verify identity before responding.
10. Automated decisions and marketing
PM&D does not use solely automated decision-making to decide whether a teenager is suitable. Parents and legal guardians can choose to receive the 7-Day Follow-Through Reset, the PM&D Parent Brief approximately fortnightly and occasional relevant programme or cohort information. Marketing consent is separate from programme enquiries, surveys and research participation; those contacts are not automatically subscribed. Emails include an unsubscribe route, and a parent can also ask Josh to stop marketing at any time. Campaign engagement information, such as link clicks, may be used to understand which guidance is useful and which PM&D pages a subscriber chose to visit.
The site stores a small first-party browser preference when the Reset invitation is shown, dismissed or completed. This is used only to limit repeat prompts and suppress the invitation after signup; it is not used for cross-site advertising.
11. Complaints
Please contact Josh first so the concern can be investigated. You also have the right to complain to the UK Information Commissioner’s Office through ico.org.uk or by calling 0303 123 1113.
12. Changes to this notice
This notice will be reviewed when PM&D changes the information it collects, introduces a new system or begins a new use of personal information. Material changes will be explained before the new use begins.