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Privacy Notice

How Mango Learn uses and protects personal information

version 1.0 | 15 October 2026

Owner: Joe Maingot | Business: Mango Learn | Contact: joe@mangolearn.co.uk | Address: 24 Cherry Garden Road, Maldon, CM9 6ET

1. Who we are

Mango Learn is a sole-trader educational mentoring and tutoring service run by Joe Maingot in Maldon, Essex. We provide bespoke mentoring and tutoring for neurodivergent young people, generally aged 10–18, online and face to face, and may provide support commissioned by schools or other professionals, including arrangements described as Section 19 education.

For data protection purposes, Joe Maingot trading as Mango Learn is the data controller for personal information used to run the private service, unless a written arrangement with a commissioning school or other organisation establishes a different role for a particular activity.

Contact: joe@mangolearn.co.uk. Postal/service address: 24 Cherry Garden Road, Maldon, CM9 6ET.

2. Whose information we may use

We may process information about parents, carers, the young person, school staff and other professionals involved in planning or reviewing support. We ask that information about a child is shared by someone with appropriate authority to do so.

3. Information we collect

• Contact and identity details, such as names, email addresses, telephone numbers, home address and the relationship of a parent or carer to the young person.
• Practical and consent information, including emergency contacts, parental responsibility or authority, permissions for sessions and outings, and agreed arrangements.
• Educational and support information, such as school year, learning goals, strengths, interests, attendance, progress, reports and information needed to adapt sessions.
• Sensitive information that is relevant to safe and effective support, which may include information about autism, ADHD, disability, health, anxiety, communication, sensory needs or safeguarding concerns.
• Booking, payment, invoice and correspondence records.
• Information supplied by a school or professional who commissions or coordinates support, where this is appropriate and lawful.
• Technical or communication information arising from use of Microsoft Teams or email, subject to the settings and privacy practices of those services.

4. Why we use information and our lawful bases

Data protection law requires us to identify a lawful basis for each purpose. The precise basis depends on the circumstances and should be recorded in our internal data-protection records.

• To respond to enquiries, arrange assessments and provide agreed services: usually steps taken at the request of the parent/client before a contract, and/or performance of a contract.
• To manage invoices, accounts and tax records: legal obligation and, where appropriate, performance of a contract.
• To communicate with parents, schools and relevant professionals and review progress: contract, legitimate interests, or another basis appropriate to the particular commissioning arrangement.
• To keep proportionate records of concerns and respond to safeguarding issues: the applicable legal basis and, where sensitive data is involved, a valid additional condition under Article 9 UK GDPR and the Data Protection Act 2018. This must be assessed and documented for the actual circumstances.
• To protect legal rights, manage complaints or establish, exercise or defend legal claims: legitimate interests and/or legal claims, as applicable.
• To use testimonials, photographs or publicity material: only where a separate, appropriate permission or other lawful basis has been established. We will not assume permission to publicise a young person's identity or story merely because they receive support.

Special-category information, such as health or disability information, requires both an Article 6 lawful basis and an additional Article 9 condition. Mango Learn will identify and document the applicable condition before relying on it. We will only request sensitive information that is relevant and necessary.

5. How we use information

• To understand the young person's needs, strengths, interests and goals and plan suitable support.
• To communicate with the family and, where authorised or otherwise lawful, relevant schools and professionals.
• To keep appropriate session, progress, safeguarding, booking and financial records.
• To make reasonable adjustments and respond to access, communication or sensory needs.
• To comply with legal obligations and take appropriate action where there is a safeguarding concern.

6. Children and young people's information

We aim to explain privacy in language the young person can understand and to involve them in decisions about information wherever appropriate. Parents or carers may arrange support, but a young person's own rights and views still matter. We will consider age, understanding, parental responsibility, the nature of the information and the context when responding to requests or deciding what can be shared.

We do not promise absolute confidentiality. Information may be shared without consent where there is a lawful basis to do so, including where sharing is necessary and proportionate to safeguard a child or another person, comply with law, or respond to a serious risk.

7. Who we share information with

We do not sell personal information. We may share relevant information, on a need-to-know basis, with:

• A parent or person with parental responsibility or other appropriate authority, subject to the young person's rights and the circumstances.
• A commissioning school, local authority or other organisation, in line with the agreed contract, instructions, consent arrangements and applicable law.
• Relevant safeguarding partners or authorities, such as the local authority children's services, police or emergency services, where appropriate.
• Professional advisers, insurers or service providers who need information to support the business, subject to suitable confidentiality and data-protection safeguards.
• Web3Forms, which delivers the website contact form, and Microsoft and other communications or IT providers to the extent necessary to operate email, Teams, document storage or business systems.

Where a school commissions work, the contract should specify who is controller or processor for each activity, what information is required, who receives reports, how long records are retained, and how requests or incidents are handled. This Privacy Notice does not override a lawful written agreement with a school.

8. Microsoft Teams and online sessions

Online sessions are delivered using Microsoft Teams. Please check that the young person can join from a suitable private space and that the device and account settings are appropriate. Teams may process technical and account information under Microsoft's own terms and privacy information.

Mango Learn will not record sessions by default. A session will only be recorded if there is a specific, justified reason, appropriate advance information and any required permissions and safeguards. If recording is proposed, the purpose, access, retention and deletion arrangements will be explained beforehand.

9. Where information is stored and security

We take reasonable technical and organisational steps to protect information against loss, misuse, unauthorised access, alteration or disclosure. These may include access controls, device passwords, secure storage, limited access, software updates and avoiding unnecessary copies. All information is stored securely on a device that is password protected and has regularly updated reputable security software. Client files will never be stored on shared computers or unprotected USB sticks.

Some service providers may process information outside the UK. Where this occurs, we will check the provider's arrangements and use a lawful transfer mechanism or other required safeguard where applicable.

10. How long we keep information

We keep information only for as long as reasonably necessary for the purpose for which it was collected, taking account of safeguarding, contractual, legal, accounting and insurance needs.

11. Your data protection rights

Depending on the circumstances, individuals may have rights to access their personal information, correct inaccurate information, request erasure, restrict or object to processing, and receive data in a portable format. These rights are not absolute and some exceptions apply, particularly where information must be retained or shared for safeguarding or legal reasons.

To exercise a right or ask a question, contact joe@mangolearn.co.uk. We may need to verify identity and clarify the request. We aim to respond within the legal time limit.

You can complain to the Information Commissioner's Office (ICO) at www.ico.org.uk. We would appreciate the opportunity to address concerns first, but this does not affect your right to complain to the ICO.

12. Data breaches

If personal information is lost, disclosed or accessed in error, Mango Learn will assess the incident promptly, take steps to contain it, keep a record and notify the ICO and/or affected people where the law requires it.

13. Cookies and website contact forms

If the website uses cookies, analytics, embedded media or a third-party contact form, the website must provide any additional cookie or provider information required by law. This website is hosted on Microsoft Azure Static Web Apps, in Microsoft's West Europe region. The site does not use analytics, advertising or tracking cookies, and does not embed third-party media. The contact form is delivered by Web3Forms, which receives what you type into the form and forwards it by email to Mango Learn; it does not store your message once it has been sent on, and it is not used to track you across sites. Nothing in the form is required beyond a name, an email address and your message, so please share no more about a child than you need to in a first message.

14. Changes to this Notice

We may update this Notice to reflect changes to our service, systems or legal requirements. Last reviewed: October, 2026.