Privacy Policy

About this Privacy Policy

At ManageMinds, protecting and respecting your personal data is of the highest priority. In this Privacy Policy you can find information on how and why we may collect and process your personal data in certain instances. You can also learn more about your rights regarding your personal data. 

This Privacy Policy applies to visitors to the ManageMinds website, users of ManageMinds’ services, and to the Therapists that provide the Therapy Services. 

The Privacy Policy is part of our Terms and Conditions. When you visit our website and/or access our services, you accept and agree to both the Terms and Conditions and the Privacy Policy. If you do not agree to adhere to the Privacy Policy you should cease use of our website and services, or, in the case of Therapists, stop providing Therapy Services in partnership with ManageMinds. 

By accessing and using our website and services, or by providing Therapy Services, you are affirming that you have read, understand and agree to both the Terms and Conditions and the Privacy Policy.

Contact details

Name: ManageMinds (Please note: HEADTOHELP LIMITED is trading as ManageMinds and will be referred to throughout this policy as ManageMinds).

Address: Serendipity Labs, 7 Exchange Quay, Salford, Greater Manchester, M50 3EP

Phone Number: 0333 321 5555


Information Collection, Use, and Disclosure

The information we collect is received directly or indirectly from you and generated via your use of our website and services. The data we collect is not used for marketing or any other purposes, except as specified in this Privacy Policy.

Visitor data

ManageMinds collects, stores and uses data about visits to our website. This includes the pages viewed by the user, the amount of time spent on each page, any website errors experienced by the user, as well as information about the browser or device used to access our website. These practices apply to new users, existing clients and Therapists.

Onboarding data

ManageMinds collects, stores and uses data gathered during the introductory call and from the questionnaire responses provided by users when they book a therapy bundle. ManageMinds may also collect additional data during the onboarding period, including, but not limited to, pages visited and links clicked.

Transaction data

ManageMinds collects, stores and uses certain information related to payment for services by users. This includes transactions on the website, payment option selection and whether a user cancelled a bundle before completion.

Therapy session data

ManageMinds collects, stores and uses general data from therapy sessions, including video call time length and whether sessions have been cancelled, delayed or rescheduled.

Client data

ManageMinds collects, stores and uses some data from users that have shown interest in or purchased our services. This includes information like name, age, email address and phone number.

Therapist data

ManageMinds collects, stores and uses data from Therapists as a way to identify, pay and run security and credential checks on them. This includes data such as name, bank account details, email address, phone number, education and job history.

We understand that keeping the aforementioned data protected and secure is of vital importance. Aside from the uses detailed in this Privacy Policy, ManageMinds will not use or disclose any data unless you request or approve us to do so.

How we use your information

We may use the information we collect for one or more of the following purposes:

  • In communication with you as a way to provide important information or suggestions related to our services
  • To verify your identity
  • To provide you with our services
  • To complete payments
  • To match you with a Therapist and facilitate Therapy Sessions
  • To determine the quality of our services and identify areas where improvements could be made
  • To customise our services and website content to your needs
  • To comply with requests from government agencies or law enforcement
  • To allow therapists to comply with requests from government agencies or law enforcement
  • To contact you directly, or request that the relevant authorities reach out to you if we have reason to believe that you may be the perpetrator or victim of criminal activity, or be in danger of harming yourself or others

Circumstances under which your information may be disclosed to third parties


ManageMinds may share user information with Therapists in order to facilitate Therapy Services being provided. We may also share your information with individuals or businesses providing technology services and support, payment processing, and data security, as well as professional advisers, such as lawyers or accountants.


If you accept the use of cookies on our website, information about your activity on the site may be shared with advertising partners for marketing purposes.

We do not share sensitive information like names, email addresses, phone numbers, therapy session content, private messages, worksheets, or any other communication between client and therapist.

Legal requirements

In rare cases we may share your information with a court or police officers in order to comply with applicable laws or legal obligations.

Use of cookies

Like many companies, ManageMinds uses cookies on our website to collect information. Cookies are small data files that web servers use to record browsing information. They allow websites to remember information about your device, browser preferences, and general online activity. They are used to improve user performance and facilitate third-party tracking.

If you want to opt-out of cookies you can change your browser settings and/or refrain from selecting the ‘Accept Cookies’ button when visiting our website.

Social media

ManageMinds runs several content channels, including (but not limited to) a blog, a Facebook page and a Twitter account. Any information you upload or share while using these platforms or tools can be read and collected by that site and users of that site. You can consult their respective privacy policies for more information on how they may use this data.

Links to third party content

The ManageMinds website may contain links to other websites and services that are owned and run by third parties. Clicking on these links will take you to the third party website. Our choice to link to a website does not mean that we endorse their content or policies, or that we have any affiliation with that third party. We cannot be held responsible for how those third parties use your data, so be sure to consult their privacy policies and terms and conditions to understand your rights.

Compliance with the law

Please keep in mind that Therapists may be obliged to share information with law enforcement or other authorities as part of their professional and legal responsibilities. Mental health professionals are legally required to disclose information or take action in cases of reported or suspected child abuse; reported or suspected abuse of a vulnerable adult; high risk of suicide; threats to harm others.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing the information types listed above are:

  • Your consent. You are able to remove your consent at any time. You can do this by contacting:
  • We have a contractual obligation 
  • We have a legal obligation to protect our clients and Therapists
  • We have a legitimate interest in that it is required for us to provide you with our services

How we store your personal information

Your information is securely stored. 

ManageMinds keeps the personal data types listed above for up to 6 years. We will then dispose of your information by securely wiping it from our system.

Updating the privacy policy

ManageMinds may update this privacy policy at our discretion. The date of the last revision of this policy appears at the end of this page.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access: you have the right to ask us for copies of your personal information
  • Your right to rectification: you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
  • Your right to erasure: you have the right to ask us to erase your personal information in certain circumstances
  • Your right to restriction of processing: you have the right to ask us to restrict the processing of your personal information in certain circumstances
  • Your right to object to processing: you have the right to object to the processing of your personal information in certain circumstances
  • Your right to data portability: you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances

How to complain

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline: 0303 123 1113

ICO website:

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Last Updated: 22 November, 2022