Privacy Notice
Privacy & Cookies Notice
Last updated: 12 August 2026
Your privacy matters to us. This notice explains what personal information Gold Mind Academy collects, why we collect it, who we share it with, how long we keep it, and what rights you have over it.
It covers you whether you are browsing our website, enquiring about our training, attending one of our live sessions, enrolled as a student, listed in our coach directory, or being coached by one of our students as part of their training.
Who we are
Gold Mind Academy is a trading name of Gold Mind Neurodiversity Ltd, a company registered in England and Wales.
| Company number | 13320445 |
| Registered office | Office 305, Squareworks Bristol, 17-19 Berkeley Square, Bristol, England, BS8 1HB |
| Website | www.goldmindacademy.com |
| Privacy contact | hello@goldmindacademy.com |
| ICO registration number | 00010845482 |
We are the data controller for the information described in this notice, which means we decide what is collected and why, and we are accountable for it. We have not appointed a Data Protection Officer, as we are not required to. Privacy questions go to hello@goldmindacademy.com.
1. What we collect, and why
If you visit our website
We collect information about how you use the site: the pages you view, how you arrived, your approximate location derived from your IP address, your device and browser type, and your interactions with the page including clicks, scrolling and mouse movement.
We use this to understand which parts of the site are useful and which are confusing, so that we can improve them. The specific tools are set out in the Cookies section below.
Lawful basis: your consent, given through our cookie banner.
If you enquire, download something, or join a live session
We collect your name and email address, and your phone number and country or time zone if you give them. If you register for a live session we record whether you attended, and any question you ask during it. Live sessions may be recorded. Where we intend to record one, we will tell you at the start.
We use this to send you what you asked for, to run the session, and to follow up about our training.
Lawful basis: consent, for marketing emails. Our legitimate interest in responding to your enquiry and running the session you signed up for.
If you enrol as a student
We collect:
- Contact and identity details, including the name you want on your certificate
- Application and enrolment information, including your background, current role, and why you are training with us
- Payment information, handled by Stripe. We do not store your full card details
- Your coursework: reflective journals, assignments, self-assessments and written reflections
- Recordings and transcripts of your coaching practice, submitted for assessment
- Assessment records, feedback, mentor coaching notes, supervision records, and your progress against ICF and PAAC competency requirements
- Attendance at live sessions
- Your activity in our student community
We use this to deliver the training, to assess you, to award and evidence your qualification, to meet the record-keeping requirements of our accrediting bodies, and to support you while you study.
Lawful basis: performance of our contract with you, for delivering and assessing the training. Our legal obligation, for financial records. Our legitimate interest in maintaining assessment records our accrediting bodies may audit.
If you are coached by one of our students
Our students practise coaching with volunteer clients, and some of these sessions are recorded and submitted to us for assessment against ICF and PAAC standards.
If you are one of those clients, we receive a recording or transcript of your session and it is reviewed by our assessment faculty. What you disclose in a coaching session can be personal, so we treat these recordings with particular care. They are used only to assess the coach's skill, never to evaluate you, and they are seen only by the faculty members involved in assessment and, during an accreditation audit, by our accrediting bodies.
You will have been asked to give written consent before the session was recorded. You can withdraw that consent at any time by emailing hello@goldmindacademy.com, and we will delete the recording.
Lawful basis: your consent.
If you are listed in our coach directory
When you graduate you can choose to be listed in our public coach directory, so that people looking for an ADHD-specialist coach can find you. The directory is powered by CommunityBox and is visible to anyone on the internet.
Your listing shows the professional details you provide for it. Being listed is optional and entirely your choice, and you can ask us to update or remove your listing at any time by emailing hello@goldmindacademy.com. We will action it promptly.
Lawful basis: your consent.
2. Health information and other sensitive data
Because we train coaches to work with ADHD and other forms of neurodivergence, people sometimes tell us about their own neurodivergence, diagnoses, or mental health. Students share this in journals and reflections. Enquirers mention it in conversation. Coaching clients raise it in recorded sessions.
Information about your health is a special category of personal data under UK data protection law and gets extra protection. To be clear about how we handle it:
- We never require it. You can enquire, enrol, study and qualify with us without telling us anything about your health.
- We do not ask for diagnoses, and you do not need one to train with us or to be coached.
- We use it only to make adjustments you have asked for, to support you appropriately during your training, and where it forms part of coursework you have chosen to submit.
- We do not use it for marketing, and we do not share it with anyone beyond the faculty members who need it.
Lawful basis and condition: your explicit consent. Where the information relates to a disability and an adjustment we are making, we may also rely on our obligations under equalities law.
If you would rather we did not hold something you have already told us, email hello@goldmindacademy.com and we will remove it where we can.
3. Who we share your information with
We do not sell your data, and we do not share it for anyone else's marketing.
We do use third-party services to run our business, and those providers process personal data on our behalf under contract.
| Provider | What it does | What it handles |
|---|---|---|
| Squarespace | Hosts our website | Site usage data, form submissions |
| HubSpot | Customer relationship management | Contact details, enquiry history, our communications with you, and how you interact with our site |
| Mailchimp | Email newsletters and campaigns | Name, email, engagement with our emails |
| CommunityBox | Powers our coach directory | Directory profiles of our graduate coaches |
| Circle | Student community and course content | Name, profile, course progress, posts and messages |
| Zoom | Live teaching sessions and recorded coaching practice | Name, video and audio, chat messages, recordings |
| Stripe | Payment processing | Payment details, billing information |
| Google Analytics | Website analytics, including Google signals | Site usage, approximate location, device, and cross-device activity for signed-in Google users |
| Google advertising products | Advertising measurement | Conversion tracking, linking an ad click to activity on our site |
| Microsoft Clarity | Website analytics and session recording | Clicks, scrolling, mouse movement, pages viewed |
| YouTube (Google) | Embedded video on our pages | Video playback data and advertising identifiers |
We also share information where we are legally required to, and with our accrediting bodies, the International Coaching Federation and PAAC, when they audit our assessment records.
4. Where your information goes
We are based in the UK, and several of our providers are based in the United States or process data there. Our students and clients join us from around the world.
Where personal information is transferred outside the UK, we rely on the safeguards required by UK data protection law, which in practice means the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses in our contracts with those providers.
5. How long we keep it
| What | How long | Why |
|---|---|---|
| Coursework: journals, assignments and reflections | Deleted one month after graduation | We only need it while we are assessing you |
| Recorded coaching practice sessions | Deleted one month after graduation | Assessment purposes only |
| Certification record: your name, the qualification, and the date | Retained long-term | So we can confirm your qualification if you or an employer ask us to |
| Course content access | The duration of your training plus five years, as set out in our Terms | So you keep the access we promised you |
| Coach directory listing | Until you ask us to remove it | It is there for as long as you want it there |
| Enquiries that do not lead to enrolment | 24 months | So we can pick up a conversation you started |
| Newsletter subscribers | Until you unsubscribe, then a suppression record indefinitely | So we do not email you again by accident |
| Google Analytics data | 14 months | Our retention setting in Google Analytics |
| Microsoft Clarity recordings | Approximately 30 days, or up to nine months where a recording is saved as a favourite or retained as a sample | Set by Microsoft |
| Financial records | Six years from the end of the relevant financial year | UK tax law |
6. How we protect it
We store your information using secure, access-controlled systems, and we limit access to the faculty and staff who need it for their role. Recorded coaching sessions and student coursework are treated as confidential and are shared only with the assessors involved.
Our faculty are bound by professional confidentiality obligations under the ICF and PAAC codes of ethics, in addition to their obligations to us.
7. Your rights
Under UK data protection law you have the right to:
- Be informed about how we use your data, which is what this notice is for
- Access a copy of the personal data we hold about you
- Rectification of anything inaccurate
- Erasure of your data in certain circumstances
- Restrict processing in certain circumstances
- Data portability, to receive your data in a portable format
- Object to processing based on our legitimate interests, and to direct marketing at any time
- Not be subject to automated decision-making, including profiling. We do not make automated decisions about you.
Where we rely on your consent, you can withdraw it at any time. Withdrawing consent does not affect anything we did before you withdrew it.
To exercise any of these rights, email hello@goldmindacademy.com. We will respond within one month, and there is no charge.
Some rights have limits. We may not be able to erase assessment records we are required to keep for accreditation purposes, for example, and we will explain if that applies to your request.
Complaints
If you are unhappy with how we have handled your information, please tell us first at hello@goldmindacademy.com so that we can try to put it right.
You also have the right to complain to the Information Commissioner's Office at ico.org.uk, or by calling 0303 123 1113. If you are in the EU, you can complain to your local supervisory authority instead.
8. Age
Our training is for adults. By giving us your information you confirm that you are 18 or over. We do not knowingly collect information about anyone under 18. If you believe we have, email us and we will delete it.
9. Cookies and similar technologies
Cookies are small files stored on your device when you visit a website. Our site also uses other forms of browser storage that do a similar job, and both are covered here.
Your choices
We ask for your consent before setting any non-essential cookie. When you first visit, you can accept all cookies, decline all non-essential cookies, or choose which categories you are happy with. You can change your mind at any time using the cookie preferences option on our site.
Declining non-essential cookies will not stop you using the site.
You can also block or delete cookies through your browser settings, although doing so may affect how this and other websites work.
Cookies we use
| Cookie | Set by | Purpose | Category | Lasts |
|---|---|---|---|---|
crumb | Squarespace | Security token that protects our forms | Essential | Session |
ss_marketingCookiesAllowed | Squarespace | Remembers whether you accepted marketing cookies | Essential | Short-lived |
ss_performanceCookiesAllowed | Squarespace | Remembers whether you accepted performance cookies | Essential | Short-lived |
SS_ANALYTICS_ID | Squarespace | Identifies a visitor for Squarespace's built-in analytics | Analytics | Around 2 years |
ss_cvr | Squarespace | Records visitor and visit history | Analytics | Around 2 years |
ss_cvt | Squarespace | Records the time of your current visit | Analytics | 30 minutes |
_ga | Google Analytics | Distinguishes one visitor from another | Analytics | 2 years |
_ga_RN1RTR35X4 | Google Analytics | Holds session state for our Analytics property | Analytics | 2 years |
_clck | Microsoft Clarity | Recognises a returning visitor | Analytics | 1 year |
_clsk | Microsoft Clarity | Groups one visit's activity into a single session recording | Analytics | 1 day |
_gcl_au | Conversion linking for Google advertising, connecting an ad click to what you do on our site | Advertising | 90 days | |
__hstc | HubSpot | Main HubSpot tracking cookie, recording your visits over time | Marketing | 6 months |
hubspotutk | HubSpot | Identifies you and links your browsing to your contact record | Marketing | 6 months |
__hssc | HubSpot | Tracks the current session | Marketing | 30 minutes |
__hssrc | HubSpot | Detects whether you have restarted your browser | Marketing | Session |
mcforms-…-sessionId | Mailchimp | Session identifier for our signup forms | Marketing | Session |
| YouTube cookies | YouTube (Google) | Set when an embedded video loads on one of our pages | Advertising | Varies |
Other browser storage
| What | Set by | Purpose |
|---|---|---|
hs-cta-interactions | HubSpot | Records which calls to action you have interacted with on our pages |
| Local and session storage | Squarespace | Keeps the site working smoothly as you move between pages |
| Local and session storage | YouTube (Google) | Set by embedded video players on our pages |
Google Analytics and Google advertising
We use Google Analytics with Google signals enabled. This is one of Google's Advertising Features. It means our analytics data can include information Google holds about signed-in Google users who have turned on Ads Personalisation, which gives us cross-device reporting and demographic and interest information.
Because of this, first-party cookies set by our site and third-party cookies set by Google may be used together across Google's analytics and advertising products.
You can opt out in any of the following ways:
- Turn off Ads Personalisation in your Google account at myadcenter.google.com
- Install the Google Analytics Opt-out Browser Add-on from tools.google.com/dlpage/gaoptout
- Decline analytics and marketing cookies in our cookie banner
We retain Google Analytics data for 14 months.
Microsoft Clarity
We use Microsoft Clarity to understand how visitors use our website. Clarity records how you interact with our pages, including mouse movements, clicks, scrolling and the pages you visit, and combines this with usage data such as how you arrived, your approximate location, your device type, and your browser and language settings.
We do not use this to identify you individually or to make decisions about you. Clarity automatically masks the contents of form fields, so anything you type into a form is not captured in a recording.
Clarity is provided by Microsoft, which acts as a data controller for this information and may use it in accordance with the Microsoft Privacy Statement at privacy.microsoft.com/privacystatement.
Embedded video
Some of our pages include YouTube videos. When one of these loads, YouTube may set cookies and use browser storage on your device.
10. Links to other websites
Our site contains links to other websites. Once you follow a link away from us, we are not responsible for how that site handles your information, and we would encourage you to read their privacy notice.
11. Changes to this notice
We update this notice when our practices change. The date at the top tells you when it was last revised. Where a change materially affects how we use your information, we will tell you directly rather than rely on you noticing.
12. Terms and Conditions
Our Terms and Conditions are available at goldmindacademy.com/terms-and-conditions.