Privacy Policy

This Privacy Policy (the ‘Policy’, the ‘Privacy Policy’) applies to the processing of personal data by Onemind Awareness Ltd., a company registered in England and Wales (company number: 3360684), at Onemind, OXFORD, United Kingdom (‘Onemind’, ‘we’, ‘us’ and ‘our’) in its capacity as a data controller of personal data.

The Policy explains our data privacy practices in regard to the processing of personal data of individuals (‘data subjects’, ‘you’, ‘your’) who visit our website (the ‘Site’), and/or use the services and/or products ordered or accessed through the Site (the ‘Services’) and/or as otherwise described in the Policy below. For the avoidance of doubt, this Policy does not apply to the processing of your personal data by third parties whose websites are not owned and operated by us.

I. Categories of data subjects and types of personal data

For the purposes of this Policy, the individuals, whose personal data is subject to data processing under this Policy, respectively the types of their personal data processed by us, may be categorised as follows:

1. Website visitors

Definition: Individuals who visit our Site. Our Site and Services may contain links to third-party websites, which are not under our control, and we are not responsible for their content. In the event that you follow a link to such pages, please note that there are other respective privacy policies that may apply and we do not have control over such pages. We encourage you to review the privacy policies of these parties before using such other websites.
Types of personal data:

Contact information – We may collect personal data such as first and last name, email address and other contact and personal information when you sign up for our newsletter, register and get access to any of our Services, download materials from our Site, such as e-books, communicate, comment, review and/or discuss topics in the sections provided for this on our Site.
Personal data, contained in log files – When you visit our Site we may process information such as your IP address, referral URL, exit URL, browser software, operating system, date/time and/or clickstream data.
Personal data collected through website analytics tools – We may collect information about your use of our Site, such as number of visits, pages visited, popularity of certain content. Analytics tools use tracking technologies (such as cookies) to recognise your device and compile information about you. They collect information such as what pages you visit and how much time you spend on these pages, the IP address assigned to you, what operating system and web browser you use, and what site you visited prior to visiting our Site.

2. Customers

Definition: Persons who enter into an agreement with us for the provision of Services.
Types of personal data:

Customer account information – We process personal information such as first and last name, address, phone number, email address, IP address, payment and billing information (i.e. credit card information and/or PayPal account, personal or TAX identification number etc.), so you can place orders, request information, get support and use the Services. You may also opt to provide information about your Facebook and/or Twitter accounts.
Personal data, contained in log files – When a Customer visits our Site we may process information such as IP address, referral URL, exit URL, browser software, operating system, date/time and/or clickstream data.
Personal data collected through website analytics tools – We may collect information about Customer’s use of our Site, such as number of visits, pages visited, popularity of certain content. Analytics tools use tracking technologies (such as cookies) to recognise the device used and compile the information. They collect information such as what pages the Customer visits and how much time the Customer spends on these pages, its IP address, what operating system and web browser the Customer uses, and what site the Customer visited prior to visiting our Site.

Other types of personal data – When the Customer contacts us, we may process the personal data provided to us (including voice) in order to deal with the Customer’s query. In addition, if the Customer loses access to its account, we may request certain documents in order to verify its identity. Those documents may contain personal data such as name, address, nationality, date of birth, identification document number, etc.

3. Users

Definition: Individuals who access and/or administer any of the Services for and on behalf of our Customers.
Types of personal data:

User information – We may process personal information such as first and last name, address, phone number, email address, so you can access and/or administer the Services, request information and get support.
Personal data, contained in log files – When a User visits our Site we may process information such as IP address, referral URL, exit URL, browser software, operating system, date/time and/or clickstream data.
Personal data collected through website analytics tools – We may collect information about User’s use of our Site, such as number of visits, pages visited, popularity of certain content. Analytics tools use tracking technologies (such as cookies) to recognise the device used and compile the information. They collect information such as what pages the User visits and how much time the User spends on these pages, the IP address assigned to the User, what operating system and web browser the User uses, and what site the User visited prior to visiting our Site.
Other types of personal data – When the User contacts us, we may process the personal data provided to us in order to deal with the User’s query. We may process your image and voice, if the event is being recorded.

4. Participants in events/promotions

Definition: Individuals, who participate in raffles, surveys, campaigns and/or register to attend events, webinars and other promotions (co)organised and/or sponsored by us.
Types of personal data:

Contact information – We may process Participant’s data such as first and last name, email address, address, phone number, social media username, etc.
Other types of personal data – We may process your image and voice, if the event/promotion is being recorded. In case the promotions take place on our Site, when you visit it we may process information such as your IP address, referral URL, exit URL, browser software, operating system, date/time and/or clickstream data. We may also collect information about your use of our Site, such as number of visits, pages visited, popularity of certain content. Analytics tools use tracking technologies (such as cookies) to recognise your device and compile information about you. They collect information such as what pages you visit and how much time you spend on these pages, the IP address assigned to you, what operating system and web browser you use, and what site you visited prior to visiting our Site.

5. Other individuals

Definition: Individuals, who may not fall under the scope of the definitions listed above, such as potential customers, third parties, part of account ownership disputes, complainants, inquirers, followers in our social media channels, etc.
Types of personal data:

Contact information – We may process information such as first and last name, name of the legal entity and its legal representative, email address, address, phone number, social media username, etc.
Other types of personal data – We may process our communication with you, including your voice, if you contact us by phone, and/or your image, in case you share such data with us. We may also process personal information which is made publicly available (e.g. in the social media or on other webpages) or any other types of personal data provided to us in order to deal with your query.

II. Sources of data collection

Apart from you, being the main source of information we collect about you, we may also collect information from publicly accessible sources (e.g. WHOIS, local national list(s) of sanctioned persons, social media and other webpages) and/or from third parties, such as our affiliates, trusted partners, including but not limited to marketing, advertising, security service providers, etc.

III. Purposes of and legal basis for data processing

We strive to collect only the minimum personal data necessary for the completion of the purposes of data processing, as set out below.

If you are residing in a country from the EU/EEA or in the UK, or in any other country where the processing of personal data shall be subject to a legally defined lawful basis, the following purposes and legal basis shall be applicable to the processing of your personal data by Onemind:

To provide, administer, maintain and secure the Services and fulfil our obligations under the applicable agreements and terms, including to administer any promotions (co)organised and/or sponsored by us. In such cases the legal basis for the data processing is the performance of a contract and compliance with a legal obligation.
To maintain and secure our Site operated by us, including but not limited to investigating and preventing fraudulent transactions, unauthorised access to the Services and other illegal activities, to address any queries, to enforce our terms, to defend against claims and protect the rights, property or safety of Onemind, to notify you for any Service-related matters, to invite you (via separate email or during our interaction with you via any of our communication channels) to give your feedback and/or review regarding the quality of our Services and/or your experience with us and our interaction, to improve and/or develop the Services for the benefit of our Customers, and for statistical purposes. In such cases the legal basis for the data processing is our legitimate interest.
To promote our brand and Services, including to send marketing communication, newsletters, surveys, monitor and analyse activities for advertising purposes etc. In such cases the legal basis for the data processing is your consent. The consent to such marketing communication is voluntary and can be revoked at any time. The revocation can take place in the settings in the Customer account or via the unsubscribe link in every such marketing email sent by us.
To fulfil our legal obligations, such as compliance with court orders, orders/requests or other documents issued by competent authorities, applicable legislation, etc. In such cases the legal basis for the data processing is the compliance with a legal obligation to which we are subject.
For other purposes which may not fall under the scope of the above-mentioned purposes we will obtain your consent.

If you are residing in a country governed by privacy laws under which consent is the only or most appropriate legal basis for processing personal data, your acceptance of this Privacy Policy or your use of our Site and/or Services, or your communication with us (as the case may be) will be considered your consent to the processing of your personal data for the purposes detailed herein.

IV. Cookies, beacons, tags, pixels

We use cookies to collect some of the information set out in this Policy. Cookies can store your account identifier, ordering status, personalisation or website tracking. They can be used for technical purposes such as keeping track of your progress through online courses. They can also be used for technical purposes such as keeping track of your current shopping session and enabling you to proceed to checkout and pay for your according order or to save information which has already been entered (languages preference, and your region), so that we can offer improved and more personalised Services, products and other relevant communication tailored to you. Cookies also allow us to fulfil our contractual obligations to third parties and partners if you have made a purchase on our Site by following a link from theirs.

We also may use remarketing pixels provided by third parties to collect the information that you have visited our Site and were interested in certain offers.

We may also use beacons, tags, click tracking codes and scripts to analyse trends and movements of users around the Site, gather information about the user base as a whole and how we can improve the Services and Site, to provide advertising based upon activities and interests and to measure advertising effectiveness. As a result we may display targeted, or interest-based, offers to you based on the products you currently own or have recently viewed and deliver other communication more relevant to you and your interests outside of our Site, on other websites part of the third party’s network.

We may share a unique code (such as a hashed email address) with advertising platforms and social networks to allow us to track online conversions from different sources and to direct targeted advertising to you or to a custom audience who share similar traits.

You can find detailed information about our use of cookies and you may also adjust your preferences as described in our Cookie Policy.

V. Sharing of personal data

We disclose entire or part of your personal data in the following circumstances and always ensure that the appropriate safeguards on your privacy are undertaken:

To provide the Services and run our business – We may engage third-party service providers in the delivery of the Services and also for administrative, billing, tax, compliance and all other purposes related to the management of your account and our operations. In such cases your personal data may be shared with business partners, independent contractors, intermediaries, external consultants, auditors, collaborators, etc. Those third-party service providers include companies that operate in different industries such as fraud detection, technology service, internet information providers, payments and data processors, couriers, providers from the finance, media and communication, internet content and information industries, advertising and marketing, technologies, analytics, etc. and that may be located worldwide (including but not limited to the UK, EU, EEA, USA, Canada, Australia, etc.).

1.1. We may share personal data with our payment partner Stripe which is acting as an independent controller for the purpose of processing the personal data shared. The processing of the personal data by Stripe is governed by the Stripe privacy statement available at https://stripe.com/gb/legal/privacy-center.

1.2. We may share personal data with our payment partner PayPal (through its service PayPal Braintree) which is acting as an independent controller for the purpose of processing the personal data shared. The processing of the personal data by PayPal is governed by the PayPal privacy statement available at https://www.paypal.com/us/legalhub/privacy-full.

1.3. We may share personal data with our book printing and fulfilment partner Printondemand-worldwide (through its service Bookvault) which is acting as an independent controller for the purpose of processing the personal data shared. The processing of the personal data by Bookvault is governed by the Printondemand-worldwide privacy statement available at https://printondemand-worldwide.com/privacy-policy.

1.4. We may share personal data with our shop WooCommerce which is acting as an independent controller for the purpose of processing the personal data shared. The processing of the personal data by WooCommerce is governed by the WooCommerce privacy statement available at https://automattic.com/privacy.

1.5. We may share personal data with our email service Mailchimp which is acting as an independent controller for the purpose of processing the personal data shared. We use Mailchimp to manage our email marketing subscriber list and to send emails to our subscribers. You can unsubscribe from our mailing list by clicking on the unsubscribe link provided at the end of each email. The processing of the personal data by Mailchimp is governed by the Mailchimp’s Legal Policies.

1.6 We may share data with Google whose invisible reCaptcha service we use to protect our website from malicious activity. Use of the invisible reCaptcha is subject to Google’s Privacy Policy and Terms of Service.

To comply with the applicable legislation and to exercise rights – We may share personal data with companies, organisations or individuals when we believe in good-faith that access, use, preservation or disclosure of such data is necessary to meet any applicable law, comply with regulations, legal procedures, enforceable requests and/or competent authority requirements; to enforce our terms, defend against claims and protect the rights, property or safety of Onemind, our Customers and/or the public as required and/or permitted by law.
In case of business reorganisation, transfers and/or acquisitions – We may share your information to third parties in connection with any prospective or completed business reorganisation, merger, sale of company assets, or acquisition of all or a portion of our business by another entity, or in the unlikely event that Onemind goes out of business or enters bankruptcy. If any of these events happens, we may take any reasonable steps to notify you.
To comply with your instructions – We may share your information with third parties with your explicit consent or at your direction. We will not, however, sell, rent, share or otherwise disclose personal data for commercial purposes in any way that is contrary to the commitments made in this Policy.
We also may use the services of third-party service providers for reviews (such as Trustpilot, etc.) to collect your feedback and/or review regarding our Services, their performance, our overall service quality and/or your experience with us and our interaction. In this case your name, email, chat or ticket ID, or other reference data will be shared with such third-party service providers, and they will process your data under their own privacy policies and practices.

VI. International data transfers

In the course of our business operations and for the delivery of the Services we may transfer personal data around the world (including but not limited to the EU/EEA, USA, Canada, Australia, etc.) where we and/or the third parties, specified in Section V above, use data centres, facilities and/or maintain data processing operations.

Transfers between the UK and the EU/EEA

When transferring personal data from the UK to the EU/EEA we rely on the data adequacy granted to the EU/EEA by the UK government. For data that flows from the EU/EEA to the UK we rely on the adequacy decisions of the European Commission in relation to the UK. This means that the EU and the UK have both determined each region’s data protection laws to be sufficiently robust to ensure data can safely flow between the UK and the EU/EEA.

Transfers outside the UK and the EU/EEA

In the event that we transfer personal data from the UK and/or EU/EEA, we will use the appropriate transfer mechanisms to ensure that the transfer is in compliance with applicable data protection legislation. Such mechanism shall be transferring the personal data: (i) to a recipient in a country covered by the UK adequacy regulations; or (ii) to a recipient that has executed the Standard Contractual Clauses, approved by the European Commission (when the data subject is located in the EU/EEA) or the International Data Transfer Agreement, issued by the competent authority in the UK (when the data subject is located in the UK).

In all cases we will ensure that we have provided appropriate and proportional technical and organisational data protection and cybersecurity risk mitigation measures, as well as we have performed the appropriate risk assessments when transferring your personal data outside the EU/EEA and the UK.

VII. Security measures

We use Secure Sockets Layer (SSL) protocol to encrypt the information you enter on our Site in order to protect its security during transmission to and from our Site. When storing information, we protect its security by encrypting critical data. Access to this information is severely restricted, logged and reviewed periodically. When we collect credit card data and payments (we do not store full credit card numbers and CVV codes), the credit card data is subject to tokenization and strong security measures applied by our payment processors in accordance with the PCI DSS requirements.

We maintain physical, logical, electronic and procedural safeguards when collecting, storing and disclosing personal data. Our security procedures require us in some cases to request proof of identity before disclosing personal data to you.

To protect against unauthorised access to your account and information, we implement strong authentication requirements. Authentication data is encrypted. As an additional safety measure, we ask you to sign out when you finish using your account and your computer.

Although we take appropriate technical and organisational measures to maintain the safety and security of your personal data against loss, theft and unauthorised use, access or modification, please note that no transmission of information over the Internet is completely secure. Consequently, please note that we cannot fully guarantee the security of any personal data that you transfer over the Internet to us.

VIII. Retention periods

Information collected on our Site will only be retained for as long as necessary to fulfil the purpose for which it was collected. In general, we will securely delete your Client Area account information 2 years after you no longer have any active Services with us. Since we need to comply with applicable regulations in regard to retention of personal information related to contractual agreements, provision of Services, financial, billing, invoicing operations, tax calculations etc., a versioned copy of your order, payment and billing documentation may be stored for a period of 10 years after the termination of your Customer account. Your personal data is deleted by our systems in accordance with these retention periods.

IX. Your rights

You are entitled to the following rights in relation to your personal data:

Right to be informed: You have the right to be informed about the collection and use of your personal data.
Right to access: You have the right to view and request copies of your personal data.
Right to rectification: You have the right to request inaccurate, incomplete or outdated information be updated or corrected.
Right to erasure (“to be forgotten”): Under certain circumstances you have the right to request your personal data be deleted.
Right to data portability: You have the right to ask for your data to be transferred to another controller or provided to them (if technically feasible) in a machine-readable electronic format.
Right to restrict processing: Under certain conditions you have the right to request the restriction of the processing of your personal data.
Right to withdraw consent: You have the right to withdraw your given consent to the processing of your personal data, where we rely on your consent as a legal basis for processing;
Right to object: Under certain conditions you have the right to object to the processing of your personal data (e.g. where we are relying on our legitimate interests as a legal basis for processing);
Right to object to automated processing: You have the right to object to decisions being made with your data solely based on automated decision making or profiling.
Right to opt-out from sale of personal data (for US residents only): If you are a US resident, you have the right to opt-out from the sale of your personal data. Although we do not sell your personal data (as defined in the applicable US privacy laws), you may submit a request and/or direct a query you may have related to the sale of personal data at any time via the email address specified in the “Contact information” section of this Policy.

You can exercise any of your rights by submitting a request to the email address specified in the “Contact information” section of this Policy. We will review and address your request(s) within one month as of the date of receipt. Please note that if your request is particularly complex or you have made a number of requests, it may take us longer than a month to respond to you. In this case, we will notify you and keep you updated. Please note that we may ask you to provide us with additional information necessary to verify your identity prior to our response. However, in certain circumstances such as to comply with the applicable legislation, we may be unable to honour your request, for which you will be duly notified.

In addition to the above rights, you can also access, correct, and delete certain personal data associated with your account through the ‘My Dashboard’ section.

X. Age Restrictions

In accordance with Onemind Terms of Service, our Site and Services are designated for use by individuals who are at least 18 years old. If you are under the age of 18, you must request your parent or guardian to use the Site instead. Should you have evidence that someone under the age of 18 has bought Services and provided their personal data to us, please contact us using the details set out in the “Contact information” section below. If we become aware that we process personal data of a person under the age of 18, we will delete the data and terminate the use of the Services.

XI. Changes to the Privacy Policy

We reserve the right to modify this Policy at any time. If we decide to change our Policy, we will post the updates in the Site and in any other place we deem appropriate, so that you are aware of what personal data we collect, how we process it, and under what circumstances, if any, we disclose it.

If we make material changes to this Policy, we will notify you here, by email, or by means of a notice via our Site, at least ten (10) calendar days before the changes take effect, unless otherwise specified in the respective notification.

XII. Data Protection Authority

You have the right to direct questions or lodge a complaint about the processing of your personal data at any time with the competent supervisory authority for data protection – the Information Commissioner’s Office in the UK, at: https://ico.org.uk.

For the purpose of the UK Data Protection Act 2018 (the Act), we are registered with the UK Information Commissioner’s Office, Registration No Z9984186.

XIII. Contact information

For any data processing related questions and/or requests, please contact us at: info@onemind.co.uk.

Latest revision: September 29, 2023.