This Privacy Statement was updated on 7th September, 2021.

A. General Information

Hopeful Minds and hopefulminds.uk are trading names of Other Important Matters Limited, an independent consultancy company.

This page explains our privacy policy and how we respect your privacy. 

Any other questions should be sent to info@hopefulminds.uk .

Hopeful Minds is committed to protecting your privacy. This privacy statement and any other documents referred to herein explains how your personal information (meaning any information about you which is personally identifiable like your name, address, telephone number or e-mail address, generally referred to throughout this policy as “Personal Information”) will be used. Please read this privacy policy carefully to understand our practices regarding your personal information.

Any reference to “you”, “your” and “user” means you as a user of our website at www.hopefulminds.uk “Website” or any of our online services (together the “Services”). 

Any reference to “we”, “us”, “our”, “hopefulminds.uk”, “Hopeful Minds”, “OIM”,  is to Other Important Matters Limited (a company registered in England with company number 6613137 whose registered office is 11 Laura Place, Bath, Avon, England, BA2 4BL).

We have notified the Information Commissioner’s Office about our data processing activities under notification number ZA405119 .

Any reference to “employer/s”, “Customer/s” or “client/s”, means any company or organisation who utilises our services.

This privacy statement, referred to herein as “Privacy Statement” and “Privacy Policy” only applies to the collection of your personal information by us and the use of that personal information by us and those whom we authorise in relation to the use of hopefulminds.uk and any associated online tools (such as our scheduling functionality or newsletter and communications tools). It does not apply to the information shared between individuals and us in a consulting, coaching or counselling setting. When we deliver consultancy, coaching and counselling services, to an individual or organisation, we will confirm the terms under which personal information is obtained, used and managed and we will gain the appropriate consent to do so.

Irrespective of the setting your rights under UK GDPR or EU GDPR are unaffected.

By accessing and continuing to use the Services, you accept the terms of this privacy policy. 

Please note that we may update and amend the privacy policy from time to time and any changes will be posted on the Website. 

If you do not agree with any element of our privacy policy then you should not use our Services.

When does this Privacy Statement apply?

This Privacy Statement applies to information that can be used to identify you (“Personal Data”) and that you provide to Hopeful Minds or is provided to us by your employer which is derived from the Personal Data as outlined below.

Who is the Data Controller?

The data controller of www.hopefulminds.uk is Other Important Matters Ltd, 11 Laura Place, Bath, BA2 4BL, United Kingdom (“OIM”), company number 6030716.

What Personal Data does Hopeful Minds collect?

In the normal course of business, Hopeful Minds collects Personal Data such as contact information (e.g.name, email address, postal address).

Why does Hopeful Minds need your Personal Data?

Hopeful Minds requires your Personal Data to provide you with access to Hopeful Minds’ services, to comply with contractual and statutory obligations, including checks required by applicable laws and to stay in touch with you. 

Personal Data is voluntary, without your Personal Data, Hopeful Minds cannot provide you with access to services.

From what types of third parties does Hopeful Minds obtain Personal Data?

In most cases Hopeful Minds receives and processes Personal Data from an individual directly or from their employer. 

Hopeful Minds might also obtain Personal Data from other third parties, if the applicable national law allows Hopeful Minds to do so. 

Hopeful Minds will treat this Personal Data according to this Privacy Statement, plus any additional restrictions imposed by the third party that provided Hopeful Minds with it or the applicable national law.

How long will Hopeful Minds store my Personal Data?

If you create an account or access services requiring you to provide Personal Data we will store your personal information as long as you have an account with us. 

The reason for this being that we will have to notify you when a product is updated. When you close your account, your personal information will be removed, save for information we are required to store pursuant to tax laws in the UK, such as information relating to your purchase and transactions and our financial obligations during a period of seven years.

Hopeful Minds will also retain your Personal Data for additional periods if applicable laws require it.

Who are recipients of your Personal Data and where will it be processed?

This site is hosted on www.squarespace.com and its servers that are located throughout the USA. We make use of a range of tools provided by squarespace subsidiaries and partners, such as www.acuityscheduling.com.

We will pass your Personal Data to state agencies and bodies if required by law to do so.

We will never sell your Personal Data.

What are your data protection rights?

Pursuant to UK and EU privacy laws, you have – at least – the following rights:

  • the right to ask access to your personal information;

  • the right to have incorrect personal information rectified;

  • under certain conditions to have your personal information erased;

  • under certain conditions to have the processing of your personal information restricted;

  • under certain conditions to object to the processing of your personal information;

  • when we use your personal information for direct marketing purposes, including the receipt of invitations to complete questionnaires, psychometrics and other assessment tools, you can object to this unconditionally;

  • the right to receive your personal information in a structured, commonly used and machine-readable format, where it concerns personal information you have provided to us and the processing is based on your consent or required for the performance of a contract and is carried out by automated means; in that case you may also ask us to transfer your Personal Data to another processor, where technically feasible;

  • you have the right to lodge a complaint with the supervisory authority.

You can request from Hopeful Minds access at any time to information about which Personal Data Hopeful Minds processes about you and the correction or deletion of such Personal Data. Please note, however, that Hopeful Minds can or will delete your Personal Data only if there is no statutory obligation or prevailing right of Hopeful Minds to retain it. Kindly note further that if you request that Hopeful Minds deletes your Personal Data, you will not be able to continue to use any Hopeful Minds service that requires use of your Personal Data.

If Hopeful Minds uses your Personal Data based on your consent or to perform a contract with you, your employer or your potential employer, you can further request from Hopeful Minds a copy of the Personal Data that you have provided to Hopeful Minds. In this case, please follow the instructions detailed below, and specify the information or processing activities to which your request relates, the format in which you would like to receive this information, and whether the Personal Data should be sent to you or another recipient. Hopeful Minds will carefully consider your request and discuss with you how it can best fulfill it.

Furthermore, you can request from Hopeful Minds that Hopeful Minds restricts your Personal Data from any further processing in any of the following events: (i) you state that the Personal Data Hopeful Minds has about you is incorrect, subject to the time Hopeful Minds requires to check the accuracy of the relevant Personal Data; (ii) there is no legal basis for Hopeful Minds processing your Personal Data and you demand that Hopeful Minds restricts your Personal Data from further processing; (iii) Hopeful Minds no longer requires your Personal Data but you state that you require Hopeful Minds to retain such data in order to claim or exercise legal rights or to defend against third party claims; or (iv) in case you object to the processing of your Personal Data by Hopeful Minds based on Hopeful Minds’ legitimate interest (as further set out below), subject to the time Hopeful Minds requires to determine whether it has a prevailing interest or legal obligation in processing the relevant Personal Data.

How can you exercise your data protection rights?

To exercise your data protection rights, please email info@hopefulminds.uk  to start the identity verification process. Please indicate the following details: your full name, your country and state of residence and the right(s) you wish to exercise. You can also designate another person to submit requests to exercise your data protection rights on your behalf to Hopeful Minds.

How does Hopeful Minds verify requests to exercise data protection rights?

Hopeful Minds will take steps to verify your identity to a reasonable degree of certainty before it will process the data protection right you want to exercise. When feasible, Hopeful Minds will match Personal Data provided in your request to exercise your rights with information already maintained by Hopeful Minds. This could include matching two or more data points that are already maintained by Hopeful Minds.

Hopeful Minds will decline to process requests that are manifestly unfounded, excessive, fraudulent, or are not otherwise required by local law.

If you take the view that Hopeful Minds is not processing your Personal Data in accordance with the requirements in this Privacy Statement or under applicable data protection laws, you can at any time lodge a complaint with the data protection authority of the country where you live or with the data protection authority of the country or state where Hopeful Minds is incorporated.

B. Processing based on a statutory permission

Why does Hopeful Minds need to use my Personal Data and on what legal basis is Hopeful Minds using it?

Providing the requested services. 

Hopeful Minds requires your Personal Data to communicate with you, to maintain and manage user accounts, scheduling tools and to run events. Hopeful Minds processes Personal Data to fulfill contractual obligations pursuant to Article 6(1), Subparagraph 1(b) GDPR and UK GDPR.

Ensuring compliance. 

Hopeful Minds and its products, technologies, and services are subject to the export laws, trade sanctions, and embargoes “Export Laws” of various countries including, without limitation, those of the United Kingdom “UK”, European Union “EU” and of the United States of America “USA”. Therefore, You acknowledge that, pursuant to the applicable Export Laws issued by these countries, Hopeful Minds is required to:

(a) take measures to prevent persons, entities, and organisations listed on government-issued sanctioned party lists from accessing certain products, technologies, and services through Hopeful Minds’s websites or other delivery channels controlled by Hopeful Minds. This may include (i) automated checks of any user registration data as set out herein and other information a user provides about his or her identity against applicable sanctioned-party lists; (ii) regular repetition of such checks whenever a sanctioned-party list is updated or when a user updates his or her information; (iii) blocking of access to Hopeful Minds’s services and systems in case of a potential match; and (iv) contacting a user to confirm his or her identity in case of a potential match; and

(b) ensure that no individuals from embargoed countries access its services. Therefore, when an existing user logs into a website, app, or cloud service of Hopeful Minds from an embargoed country, the user’s registration data and IP address may be used by Hopeful Minds to block the user’s access and to log access attempts from embargoed countries.

Any such usage of registration data and IP addresses by Hopeful Minds is necessary for Hopeful Minds’ compliance with applicable UK GDPR and  EU Export Laws (Article 6 para. 1 (c) GDPR) and Hopeful Minds’ legitimate interest to comply with non-EU Export Laws (Article 6 para. 1 (f) GDPR).

Hopeful Minds can use your Personal Data based on its legitimate interest (Article 6 para. 1 lit. f GDPR) as follows:

  • Fraud and Legal Claims. If required, Hopeful Minds will use your Personal Data for the purposes of preventing or prosecuting criminal activities such as fraud and to assert or defend against legal claims.

  • Questionnaires and surveys. Hopeful Minds could invite you to participate in questionnaires and surveys. Any Personal Data collected in connection with such questionnaires or surveys may be used by Hopeful Minds to improve its products and services.

  • Contract performance. If you purchase or intend to purchase goods or services from Hopeful Minds on behalf of a corporate customer or otherwise be the nominated contact person for the business relationship between a corporate customer (a “Customer Contact”) and Hopeful Minds, Hopeful Minds will use your Personal Data for this purpose. This includes, for the avoidance of doubt, such steps which are required for establishing the relevant business relationship. In case that an existing Customer Contact informs Hopeful Minds that You are their replacement, Hopeful Minds will, from the point in time of such notification, consider you to be the relevant Customer Contact for the respective customer until you object as further set out below.

  • Creation of anonymized data sets. Hopeful Minds will anonymize Personal Data provided under this Privacy Statement to create anonymized data sets, which will then be used to improve its and its affiliates’ products and services.

  • Personalised Newsletter. If you opt-in to receive marketing communications such as newsletters from Hopeful Minds, Hopeful Minds will collect and store details of how you interact with the newsletters to help create, develop, operate, deliver, and improve our newsletter communications with you. This information is aggregated and used to help Hopeful Minds provide more useful information and to understand what is of most interest.

  • Recordings for quality improvement purposes. In case of telephone calls or chat sessions, Hopeful Minds may record such calls (after informing you accordingly) or chat sessions in order to improve the quality of Hopeful Minds services.

  • To keep you up-to-date or request feedback. Within an existing relationship between you and Hopeful Minds, Hopeful Minds might inform you, where permitted in accordance with local laws, about its products or services (including webinars, seminars or events) which are similar or relate to such products and services you have already purchased or used from Hopeful Minds. Furthermore, where you have attended a webinar, seminar or event of Hopeful Minds or purchased products or services from Hopeful Minds, Hopeful Minds might contact you for feedback regarding the improvement of the relevant webinar, seminar, event, product, or service.

You can at any time object to Hopeful Minds’ use of your Personal Data as set forth above. In this case, Hopeful Minds will carefully review your objection and cease further use of the relevant information, subject to Hopeful Minds’ compelling legitimate grounds for continued use of the information, which override your interest in objecting, or if Hopeful Minds requires the information for the establishment, exercise or defense of legal claims.

Processing under applicable national laws. 

If the applicable national law allows Hopeful Minds to do so, Hopeful Minds will use information about you for a business purpose, some of which is Personal Data:

  • To plan and host events

  • To host online forums or webinars

  • For marketing purposes such as to keep you updated on Hopeful Minds’ latest products and services and upcoming events

  • To contact you to discuss further your interest in Hopeful Minds services and offerings

  • To help Hopeful Minds create, develop, operate, deliver, and improve Hopeful Minds services, products, content, and advertising, and to improve, upgrade, or enhance the service or device that is owned, manufactured, manufactured for, or controlled by Hopeful Minds

  • To provide more personalised information to you

  • For loss prevention

  • For account and network security purposes

  • For internal purposes such as auditing, analysis, and research to improve Hopeful Minds’ products or services

  • To verify your identity and determine appropriate services

  • To assert or defend against legal claims

  • To detect security incidents, protect against malicious, deceptive, fraudulent, or illegal activity, and to prosecute those responsible for that activity

  • To debug to identify and repair errors that impair existing intended functionality

  • Short-term, transient use, provided the personal information is not disclosed to a third party and is not used to build a profile about you or otherwise alter your individual experience outside the current interaction, including, but not limited to, the contextual customisation of ads shown as part of the same interaction

  • Undertaking internal research for technological development and demonstration

  • Undertaking activities to verify or maintain the quality or safety of a service or device that is owned, manufactured, manufactured for, or controlled by Hopeful Minds.

Hopeful Minds is exempt from providing a notice to opt-out because it does not and will not sell your Personal Data.

C. Processing based on consent.

In the following cases, Hopeful Minds will process your Personal Data if you granted prior consent to the specific proposed processing of your Personal Data (Article 6 para. 1 lit. a GDPR).

Children. This offering is not directed to users below the age of 16 years or equivalent minimum age in the relevant jurisdiction. If you are younger than 16, you cannot register with or use this offering.

Marketing. Hopeful Minds may use your Personal Data to inform you about Hopeful Minds’ latest content, products, service offers, and events. Any such use of information is based on the consent you grant hereunder. Hopeful Minds may use your name, email, and postal address, telephone number, job title, and basic information about your employer (name, address, and industry), as well as an interaction profile based on prior interactions with Hopeful Minds (prior purchases, participation in webinars, seminars or events, or the use of (web) services in order to keep you up to date on the latest product announcements, software updates, software upgrades, special offers, and other information about Hopeful Minds’s software and services (including marketing-related newsletters) as well as events of Hopeful Minds and in order to display relevant content on Hopeful Minds or its affiliates websites. 

We share your contact information with Squarespace, our email marketing provider, so they can send these emails on our behalf.

You can unsubscribe from newsletters and marketing emails by clicking the link at the bottom of the marketing email. 

We may also share your personal data in order to share content with you via our file sharing services and business administration tools (such as Dropbox). 

Social media features. Hopeful Minds offers social network functionality in various parts of our website. We give you the opportunity to share and recommend our content in social networks in our online offerings. If you visit our website and use the recommendation features, we pass on the URL to the social network you select where your Personal Data will be then used by the social network according to the social network’s own privacy statement. We recommend that you read the privacy statement of the respective social networks carefully.

Profiles. Hopeful Minds offers you the option to use services, including to view tutorials or take trainings, that require you to register and allow you to create a user profile. User profiles provide the option to display personal information about you, including but not limited to your name, photo, address, email, telephone number, personal interests, and skills. Profile data is processed to personalize the interaction with other users to foster the quality of communication and collaboration via such services. Profile data might also be shared with other web offerings and services within Hopeful Minds. The provision of any such information about you as well as the decision to share information with other services is at your free will and based on the consent that you grant.

Hopeful Minds events.

Event profiling. If you register for an event, seminar, or webinar of Hopeful Minds, Hopeful Minds shares basic registration information (your name, company, and email address) with other participants of the same event, seminar, or webinar for the purpose of communication and the exchange of ideas.

Tracking during an event. Hopeful Minds requires your Personal Data including any occasion where you allowed your event badge to be scanned, to evaluate behavioral aspects by means of tracking during the relevant event. Hopeful Minds might process tracking data in the context of Hopeful Minds events for purposes of tracking attendance, determine the attendees’ interests in certain topics, and identify drivers for the attendees’ satisfaction and dissatisfaction to optimize planning and investments for future events. Any such use of information is based on the consent you grant.

Photograph before or during the event. You may be asked to provide Hopeful Minds with your current photograph via e-mail or Hopeful Minds could ask to take a picture of you when you arrive at the event. By sending Hopeful Minds your photograph or allowing a photo of you to be taken, you acknowledge that Hopeful Minds will use your picture for the purposes described in this Privacy Statement.

Withdrawal of consent. You may withdraw your consent for Hopeful Minds to process your Personal Data as stated in this Privacy Statement at any time. Once you assert this right, Hopeful Minds will not process your Personal Data any longer unless legally required to do so. However, any withdrawal has no effect on past processing by Hopeful Minds up to the point in time of your withdrawal.

D. Cookies and similar tools

This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies dropped on your device, visit The cookies Squarespace uses.

E. Analytics and IP Address Collection

This website is hosted by Squarespace. Squarespace collects Personal Data when you visit this website, including:

  • Information about your browser, network, and device

  • Web pages you visited prior to coming to this website

  • Your IP address

This information may also include details about your use of this website, including:

  • Clicks

  • Internal links

  • Pages visited

  • Scrolling

  • Searches

  • Timestamps

We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity.

Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyzes the data in a depersonalised form.

F. Subprocessor List

Hopeful Minds currently uses the following subprocessors when delivering services to its customers and users: