PROTECTING YOUR PRIVACY

Mindwave Ventures is a privately owned company set up to develop digital products and services that have a positive impact on people. Bringing together design, technology and healthcare, our dedicated team works together to deliver impactful solutions.

To carry out our business, we may need to acquire and process some personal information from you. This privacy notice tells you what to expect when Mindwave Ventures collects personal information. Personal Information means any information relating to an identified or identifiable natural person; one who can be identified, directly or indirectly, by reference to an identifier such as name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person. It applies to information we collect about people who engage with us through: 

Our website:

• people who contact us through our website 
  

Our premises: 

• visitors to our office 
  

Our services and activities: 

• people who contact Mindwave in a professional capacity to enquire about our services or engage us as a supplier
  
• people who take part in user research or user testing for our products 
  
• people who contact us in relation to job opportunities, both speculatively and to apply to a specific job advertisement 
  
• people who contact us with an enquiry or a complaint, or to ask for information we have about them (a subject access request) 
  
• people who undertake tasks for Mindwave Ventures: staff, contractors, consultants, and volunteers (information about how we process their personal information can be found in the Internal Privacy Notice) 
  
• If you use one of the services we have designed/built, your personal information is generally stored and processed by the organisation who commissioned Mindwave to carry out the work. Please see the specific privacy notice on the site you use. 
  

Social Media:

• people who engage with Mindwave Ventures via our social media accounts, for example Facebook or Twitter
  

In order to collect, create or otherwise process your personal information for all these activities, Mindwave Ventures (as data controller) must have a legal basis for doing so under data protection legislation. In most cases, we hold and process your data under legitimate interest and/or for contractual or legal reasons. Depending on the circumstances, we may also process your personal information because you, or your legal representative, have given us your consent (which you can withdraw at any time). By giving us your consent you are agreeing to Mindwave Ventures processing your information in accordance with this privacy notice. We do not require your consent to process your personal information if: 

• you have entered into a contract with us 
  
• you have made this information publicly available yourself 
  
• it is required by law 
  
• it is necessary for legal cases 
  
• it is necessary to protect someone in an emergency 
  
• it is to the benefit of the public in general 
  
• it is necessary for employment purposes
  

In order to collect, create or otherwise process your personal information for all these activities, Mindwave Ventures (as data controller) must have a legal basis for doing so under data protection legislation. In most cases, we hold and process your data under legitimate interest and/or for contractual or legal reasons. Depending on the circumstances, we may also process your personal information because you, or your legal representative, have given us your consent (which you can withdraw at any time). By giving us your consent you are agreeing to Mindwave Ventures processing your information in accordance with this privacy notice. We do not require your consent to process your personal information if: 

1. Processing your personal information is required in order to: use our website.
   The information that is necessary for this purpose is: N/A - Our website does not store any information on visitors or use cookies. 
   Mindwave Ventures’ lawful basis for using your information: N/A 
   
2. Processing your personal information is required in order to: contact you in a professional capacity regarding our services
   The information that is necessary for this purpose is: business contact details
   Mindwave Ventures’ lawful basis for using your information: We have a legitimate interest in storing your data to make b2b contact where we feel our services may be relevant.  Our approach will be personal; we do not undertake large-scale marketing. 
   
3. Processing your personal information is required in order to: work with you on a project you have contracted us to collaborate on  
   The information that is necessary for this purpose is: business contact details transaction and payment information records of your interactions with us 
   Mindwave Ventures’ lawful basis for using your information: This is necessary to enable us to properly administer and perform any contract for the provision of any services and products you have purchased from us.  
   
4. Processing your personal information is required in order to: carry out user research or user testing 
   The information that is necessary for this purpose is: contact details other personal data you may disclose during the research & testing 
   Mindwave Ventures’ lawful basis for using your information: Participation in user research and/or user testing is voluntary and you will be asked to consent to take part and for us to store pseudonymised data.  We may also share pseudonymised or anonymised data with third parties (with your consent). You can decide at any time if/how we can store your data e.g. anonymised only.
   
5. Processing your personal information is required in order to: promote Mindwave Ventures and our products
   The information that is necessary for this purpose is: Images in video and/or photographic form Quotes
   Mindwave Ventures’ lawful basis for using your information: Where you (including our staff) have given us your explicit consent to do so. 
   
6. Processing your personal information is required in order to: administer your attendance at any workshops, or events
   The information that is necessary for this purpose is: contact details
   Mindwave Ventures’ lawful basis for using your information: This is necessary under your contract with us to enable us to register you and properly manage and administer your attendance. If you are signing up via a separate organisation, you will also have a contract with them.  
   
7. Processing your personal information is required in order to: interact with and respond to you on social media
   The information that is necessary for this purpose is: Information contained in your social media profile information you volunteer as part of your interaction with Mindwave Ventures. 
   Mindwave Ventures’ lawful basis for using your information: We require this information to enable us to respond to you. All information is given voluntarily or is already in the public domain. If you are interacting with us via a separate organisation, for example Facebook, you will also have a contract with them. 
   
8. Processing your personal information is required in order to: use information about your physical or mental health (including any injuries) or disability status to ensure your health and safety when partaking in any of our events or activities, or during employment with us. 
   The information that is necessary for this purpose is: Health and medical information, provided by you when signing up for events and activities or provided as part of employment processes. 
   Mindwave Ventures’ lawful basis for using your information: You have consented to provide us with this information, for your health and safety.  We may also collect this information under vital interest, to ensure your safety. 
   
9. Processing your personal information is required in order to: consider your application for work with us.
   The information that is necessary for this purpose is: Contact details Work history.
   Mindwave Ventures’ lawful basis for using your information: We have a legitimate interest in storing and processing this information in order to consider you for potential employment opportunities and observe best practice HR & recruitment processes. 
   
10. Processing your personal information is required in order to: answer your queries or complaints
    The information that is necessary for this purpose is: contact details records of your interactions with us 
    Mindwave Ventures’ lawful basis for using your information: We have a legitimate interest in providing complaint handling services to you, and official authority to process your requests under the Data Protection Act. 
    
11. Processing your personal information is required in order to: gather evidence for possible grievance or disciplinary hearings 
    The information that is necessary for this purpose is: all the personal information we collect 
    Mindwave Ventures’ lawful basis for using your information: We have a legitimate interest to provide a safe and fair environment for all staff and other people and to ensure the effective management of any disciplinary hearings, appeals and adjudications. 
    

In order to collect, create or otherwise process your personal information for all these activities, Mindwave Ventures (as data controller) must have a legal basis for doing so under data protection legislation. In most cases, we hold and process your data under legitimate interest and/or for contractual or legal reasons. Depending on the circumstances, we may also process your personal information because you, or your legal representative, have given us your consent (which you can withdraw at any time). By giving us your consent you are agreeing to Mindwave Ventures processing your information in accordance with this privacy notice. We do not require your consent to process your personal information if: 

Use of data processors 

Data processors are third parties who provide elements of our services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct. 

Sharing with third parties outside of a contract 

We will only share your information if there is a legal basis in which to do so (like a court order). 

Data protection legislation gives you various rights over your information. These may include (as relevant) the right to: 

• Access information held about you: you must provide us with valid ID, and with enough information to enable us to identify your personal information. In certain circumstances, under data protection legislation, we may not be required to provide all the details of personal information held. 
  
• Amend and rectify personal information that is inaccurate and notify any third party recipients of the necessary changes. 
  
• Request restriction of information processing concerning you or to object to processing of your personal information.
  
• Request the erasure of your personal information where it is no longer necessary for us to retain it. 
  
• Data portability, including to obtain personal information in a commonly used, machine-readable format in certain circumstances, such as where our processing of it is based on a consent. This is to assist you if you wish to transfer your information to another organisation. 
  
• Object to automated decision-making, including profiling (if any). Note. We do not carry out any automated decision-making of any kind. 
  
• Withdraw your consent to any processing for which you have previously given that consent, without affecting the lawfulness of any processing based on your consent prior to its withdrawal. 
  
• Please use the details in the contact us section below if you wish to exercise any rights. We endeavour to acknowledge requests within three working days and to supply the appropriate response and information promptly and within the relevant statutory timescale (usually one month). 
  

We store and process all personal data in line with the General Data Protection Regulations, primarily within the EU. 

Mindwave Ventures takes the technical and organisational security of all the information it holds very seriously. All our staff receive training in how to handle personal data when they join us and have to take an annual refresher course. We protect your information using varying levels of encryption. We also make sure that any third parties with which we deal have an obligation to keep all personal information they process on our behalf secure.

We welcome comments or queries about this privacy notice and our information handling practices. If you wish to provide comments, update any of your preferences or exercise any of your rights please contact us at: 

Email: info@mindwaveventures.com 

Mindwave
4a Whitehorse Mews
37 Westminster Bridge Road
London, SE1 7QD.

We will respond to you within ten days of receiving your enquiry. For more information please contact our Data Protection Lead, Katy Edwards, at the above address. 

For independent advice about data protection, privacy and data-sharing issues you can contact the Information Commissioner: 

Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Tel: 0303 123 1113 
https://ico.org.uk/global/contact-us/helpline