Legal Notice
Safety Notice
The Mindful Zen offers mindfulness courses with the intention of supporting you in your daily life and co-creating a space for connection with self and others.
Mindfulness is proven to be beneficial for general mental health and well-being in the right circumstances. However, please note that the mindfulness sessions offered are not therapy or a treatment for complex mental health problems or addiction. If you have recently received, or are currently receiving, treatment from a psychiatrist, psychotherapist, or counsellor for an ongoing mental health problem, it is strongly advised that you obtain approval from your mental health professional before proceeding further with any mindfulness practice sessions at this time.
Additionally, if you have recently or are currently going through a traumatic life event such as a separation from a long-term partner or the death of a close family member or friend this may or may not be the right time for you to take part in these sessions. It can be helpful to have come to terms with any grief before embarking on mindfulness. Of course, everyone’s situation is different and the decision to take part in mindfulness meditation sessions will depend very much on the current psychological health and support networks that you have in place around you, such as friends, family and mental health professionals.
The decision to participate in the meditation practices or perform any of the physical exercises (for example mindful movement) remains your own, so please follow your own careful judgement to decide if they are beneficial for you to do or not.
If any of these circumstances apply to you, then please contact The Mindful Zen to discuss your situation and the support networks you have in place and to explore how to best proceed with mindfulness practice.
The Mindful Zen is an inclusive organisation and welcomes people of all ages, genders (including gender identification), sexual orientation, abilities, race (including colour, nationality and ethnic or national origin) and religion or belief.
Terms & Conditions
Payment, Refunds and Cancellation Policy
The fee for each course or mindfulness session must be paid in full prior to the start of the course and at the time of booking. Failure to receive the course fees in adherence with these terms means that The Mindful Zen reserves the right to deny access to the course or practice session.
Invoices and payment receipts are available to customers upon request. The Mindful Zen accepts payments in UK pounds via BACS bank transfer.
Prices
The prices quoted on The Mindful Zen website and on other marketing material, are correct at the date of publication and for 30 days after. The Mindful Zen reserves the right to adjust these prices in order to meet their true costs outside this period.
Cancelling Courses and Refunds
All cancellations must be made via e-mail to info@themindfulzen.com
8-Week Courses
- Cancellations on 8-week courses made at least 4 weeks prior to the start date of the course will receive a full refund.
- Cancellations on 8-week courses made within 4 weeks prior to the course start date are not eligible for refunds.
- Once the course has started, The Mindful Zen will not refund single weeks or sessions that the delegate is unable to attend or has missed.
- If participants miss more than 2 sessions, then they will be offered the opportunity to join another course at a later date.
Cancellation of Courses by The Mindful Zen and Changes to Course Content
The Mindful Zen reserves the right to alter any of the courses’ content without prior notice. The Mindful Zen reserves the right to cancel a course for any reason and at any time without liability. In these circumstances, delegates will be offered an alternative date or a full refund.
The Mindful Zen reserves the right to postpone a session within the 8-week course at any time and transfer the session to another date.
Complaints
Any complaints about The Mindful Zen and its courses must be sent in writing by email to info@themindfulzen.com
The Mindful Zen is committed to transparency over its use of data for everyone who accesses the site. Click on our Privacy Policy to see how we manage and keep your data secure.
If you have any questions, please contact info@themindfulzen.com
Privacy Policy
Data Protection Policy
The Mindful Zen will to the best of its ability, adhere to the data protection principles of the Data Protection Act (DPA) which came into force on 25 May 2018, which are:
- Personal data shall be processed fairly and lawfully.
- Personal data shall be obtained only for one or more specified and lawful purposes and shall not be further processed in any manner incompatible with that purpose or those purposes.
- Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed.
- Personal data shall be accurate and, where necessary, kept up to date.
- Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
- Personal data shall be processed in accordance with the rights of data subjects under this Act.
- Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.
- Personal data shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.
Use of personal data
The records we use that contain personal data are hosted by the following DPA compliant software providers:
- Bookings account provider ‘Microsoft Forms'
- Bank account provider 'NatWest'
- Email provider 'IONOS'
- Message provider 'My Website Now'
How we use your data
These records are used solely for the purposes of administering course attendance and supporting continued engagement with the work of The Mindful Zen. The personal data typically includes name, email address, phone number payment card details, courses attended.
Individual emails to and from info@themindfulzen.com email addresses are hosted by our DPA compliant email provider IONOS Internet Limited (IONOS), for the purposes of
administering attendance on The Mindful Zen courses and supporting continued engagement with the work of the The Mindful Zen, and will be reviewed and if no longer needed for these purposes will be deleted after a period of 1 year.
Personal data will be shared only with The Mindful Zen employees delivering the courses participated in and only to the extent necessary for administering the attendance of individuals on The Mindful Zen courses and supporting engagement with the work of the The Mindful Zen.
Personal data will not be shared with third parties.
Collection of data
When an individual’s data is initially collected, eg. via an online booking form or through the website the individual will be made aware of the use which will be made of their information, by using the ‘Privacy Notice’ below and of this data protection policy.
Privacy Notice
The data you provide to The Mindful Zen will be stored securely and will be used for the purposes of administering your attendance on The Mindful Zen courses and supporting your continued engagement with the work of The Mindful Zen in accordance with our data protection policy, which can be downloaded from the The Mindful Zen website and is in accordance with the UK Data Protection Act. To support your engagement with us we will contact you from time to time via email with guidance to support your ongoing mindfulness practice, including details of upcoming courses, which may be of interest to you. You can opt out of receiving emails from the The Mindful Zen, at any time, by contacting info@themindfulzen.com
Deletion of data
At any time you can request that your records on Microsoft Forms or IONOS to be deleted by contacting info@themindfulzen.com
Records on Microsoft Forms or IONOS will be deleted, where an individual has opted out of email communication and has not done any prerequisite courses with The Mindful Zen. Any paper or electronic copies of documents held by The Mindful Zen, and which contain personal information, will be destroyed or deleted when a course ends. Emails to and from The Mindful Zen course participants or other individuals making enquiries to The Mindful Zen will be reviewed after a period of 1 year and if no longer necessary for the purposes will be deleted. Paper records will be destroyed by shredding or burning.
Right to a copy of information held
On request an individual will be provided with a copy of the information comprising their personal data and held by The Mindful Zen, within 40 days of the request.
All such requests should be sent via email to info@themindfulzen.com
Information Security
Personal data is hosted by the following data processors, who are compliant with the new Data Protection Act:
- Bookings account provider ‘Microsoft Forms'
- Bank account provider 'NatWest'
- Email provider 'IONOS'
- Message provider 'My Website Now'
The data security arrangements of these providers have been reviewed to ensure that they meet the requirements of the Data Protection Act.
How The Mindful Zen protects your data
No personal data will be passed to an individual who is not the individual concerned. Personal data passed on to the individual concerned will be sent to their registered email address only. On receiving or making a phone call The Mindful Zen will establish the identity of the caller before disclosing or amending any of their personal data, asking for their postcode and details of the most recent course they attended.
The Mindful Zen will ensure that all computers and IT used for processing personal data are password protected and that the password is changed every three months. Computers will be screen locked or logged out of when employees are away from their desks. Desks will be cleared at the end of each day and any personal information or other sensitive information securely stored in a locked cabinet. Computer screens should be positioned facing away from windows.
Care will be taken to prevent virus attacks by ensuring computers have virus protection software and undergo regular software updates and care should be taken when opening email attachments and when visiting new websites.
The Mindful Zen will review information security on an annual basis.
The Mindful Zen
6th January 2025
©2024 The Mindful Zen. All rights reserved.
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