Privacy, Confidentiality & Data Protection (GDPR) Policy

Mind Warriors (Addlestone) CIC – Company No. 1717565

Privacy, Confidentiality & Data Protection (GDPR) Policy
Mind Warriors (Addlestone) CIC is a local mental health community support group. We
want everyone to feel safe, respected, and clear about privacy.
Mind Warriors (Addlestone) CIC is committed to protecting your privacy, respecting confidentiality,
and creating a safe and supportive environment for all participants.
This policy explains how personal information may be shared and used during in-person sessions,
online sessions, and WhatsApp group chats, in line with the UK General Data Protection Regulation
(UK GDPR) and the Data Protection Act 2018.
Our Data Protection Principles
We follow UK GDPR principles by ensuring that any personal information is:

Used lawfully, fairly, and transparently
Shared only where necessary for peer support, safety, or safeguarding
Not collected or stored unnecessarily
Not used for marketing
Not shared with third parties, except where safeguarding or legal duties apply
In most cases, our lawful basis for processing is consent and vital interests (safeguarding).
Consent
Participation in all Mind Warriors (Addlestone) CIC activities is entirely voluntary.
By choosing to attend a session or join a group, you consent to:
Your participation
Any personal information you choose to share being visible within that setting
This information being used only for the purpose of peer support, group safety, and
wellbeing
You may withdraw consent at any time by:
Leaving a session
Taking a break or stepping out
Leaving an online or WhatsApp group
There is no obligation to share anything beyond what feels safe for you.
Safeguarding (All Settings)
If there is a serious concern about someone’s safety or wellbeing, facilitators or admins may need to
take appropriate action. This may include contacting relevant support services or emergency
services.
Any safeguarding action will:
Be taken only when necessary
Be proportionate and handled with care
Follow safeguarding best practice and legal responsibilities
Safeguarding may override confidentiality where there is a risk of harm.
In-Person Sessions
Information that may be shared
Other attendees may hear your name, voice, and personal experiences if you choose to
share
Facilitators may be aware of attendance for safeguarding and group management
We do not formally record, document, or store personal data from sessions
Confidentiality and boundaries
To protect everyone:
No photos, videos, or audio recordings are allowed
Please do not take notes about other people’s stories
Please do not share information heard in the group outside the session
What is shared in the room should stay in the room
You are free to take breaks, leave early, or participate only as much as feels right for you.
Online Sessions (Microsoft Teams)
Information visible during sessions
Your name and profile details may be visible
Your voice, video (if enabled), and chat messages may be seen or heard by participants
Facilitators/admins can view participant details and chat activity
We do not collect or store personal data outside the Microsoft Teams platform
Privacy expectations
Sessions are not recorded
Participants must not record, screenshot, or share chat content
Information shared in sessions must not be shared externally
Private contact between members should only happen with clear, mutual consent
WhatsApp Group Chat
Information visible in the group
Your name and phone number are visible to other members
Messages you post are visible to all group members
Group admins can view messages and contact details
We do not store additional personal data outside WhatsApp
Privacy and boundaries
To keep everyone safe:
Do not share screenshots, messages, or stories outside the group
Do not contact members privately unless they have clearly agreed
Do not share anyone else’s phone number or personal details
Leaving the group
You may leave the group at any time. Please note:
Messages already sent may remain visible (this is how WhatsApp works)
Admins will not use your contact details after you leave, except for an appropriate welfare
check-in if needed
Questions or Concerns
If you have any questions about privacy, data protection, or safeguarding, please speak to a Mind
Warriors (Addlestone) CIC facilitator or admin.
WhatsApp Group Contact:
Yolanda Leadbeater – 07880 606078
Hybrid Sessions (In-Person + Live Online via Microsoft Teams)
Mind Warriors (Addlestone) CIC may offer hybrid sessions, allowing participants to attend in person
or live online via Microsoft Teams if they are unable to attend in person due to mental health or
wellbeing needs.
How hybrid sessions work
Sessions are live only and not recorded
Participation is voluntary
Online participants may join with camera and microphone off if preferred
Online participation is intended to support accessibility and inclusion
Privacy and confidentiality
The Microsoft Teams camera and audio will be positioned to avoid capturing in-person
participants, wherever possible
Group members (both in person and online) must not:
o Record the session
o Take screenshots
o Share information heard in the session outside the group
All existing confidentiality expectations apply equally to in-person and online participants
Safeguarding in hybrid sessions
Facilitators can provide full safeguarding support to those physically present
Online participants are encouraged to:
o Join from a private, safe space
o Look after their own wellbeing
o Step away from the session at any time if needed
If serious safeguarding concerns arise, facilitators may take appropriate action in line with
safeguarding responsibilities
Hybrid sessions are offered to balance accessibility, confidentiality, and safety, and may be adapted
or paused if needed to protect the wellbeing of the group.
Adopted on: 2nd May 2026
Next Review Date: 2nd May 2027
Approved by Directors
Date: 2nd May 2026

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