PRIVACY NOTICE

The Mind Orchestra

Last updated: 20 October 2026

Website: https://www.themindorchestra.com

1. Introduction

Welcome to The Mind Orchestra.

Your privacy matters to us. We are committed to respecting your personal information, being transparent about how it is used, and taking appropriate steps to keep it secure.

This Privacy Notice explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with, how long we retain it, and the rights available to you under applicable data protection law.

This Notice is intended to meet relevant requirements of:

• The UK General Data Protection Regulation (UK GDPR);

• The Data Protection Act 2018, as amended;

• The Data (Use and Access) Act 2025;

• The Privacy and Electronic Communications Regulations 2003 (PECR), as amended;

• The European Union General Data Protection Regulation (EU GDPR), where applicable; and

• Applicable European national privacy and electronic communications laws.

We aim to handle personal information lawfully, fairly, transparently and proportionately, collecting only what is reasonably necessary for specified purposes.

This Notice describes our responsibilities and practices. It is not a request for blanket consent to process your information.

 

2. Who We Are

The Mind Orchestra is a UK-based creative, educational and wellbeing business operated by Nick Gent, trading as The Mind Orchestra.

Our activities include original music, sound healing, guided meditation, mantra, contemplative practices, courses, private coaching, mentorship, personalised soundscapes, community activities and related educational content.

For personal information collected and processed for our own business purposes, Nick Gent trading as The Mind Orchestra is the data controller.

This means we determine why and how that personal information is processed.

Data Controller: Nick Gent, trading as The Mind Orchestra

Business location & Postal correspondence address: 

406 Route des Ruisseaux 24270 Savignac-Lédrier Dordogne, Nouvelle-Aquitaine France

Email: themindorchestra@gmail.com

Website: https://www.themindorchestra.com

For privacy enquiries, requests concerning your information or complaints about our handling of personal data, please contact us using the email address above.

 

 

3. Scope of This Privacy Notice

This Notice applies to personal information we process in connection with:

• The Mind Orchestra website and its pages at www.themindorchestra.com;

• Customer accounts, member areas, course libraries and digital learning resources;

• Music, audio recordings, guided practices, downloads and other digital products;

• Online and in-person coaching, sound healing sessions and mentorship;

• AstroSonic and other personalised creative commissions;

• Memberships, workshops, live classes and community activities;

• Enquiries, contact forms, bookings, applications and consultations;

• Newsletter subscriptions, free resources, email sequences and other communications;

• Customer purchases, payment administration and support;

• Website analytics and permitted marketing activities; and

• Other services operated directly by The Mind Orchestra.

The Notice applies whether you access our services using a desktop computer, mobile browser, tablet or another compatible device.

Some services may be delivered through external platforms. Where we determine the purposes of the processing, this Notice continues to apply to our handling of your information.

Independent third-party platforms may also act as separate data controllers and have their own privacy notices.

 

4. Personal Information We Collect

The information we collect depends on how you interact with us and which services you use.

We may collect the following categories of information where relevant.

 

4.1 Identity and Contact Information

This may include your name, email address, telephone number, postal address, country of residence and preferred means of communication.

 

4.2 Account and Membership Information

When you register for an account, course or membership, we may process information such as your account identifier, enrolments, subscriptions, purchases, progress, account preferences and activity within our services.

Password and authentication functions may be managed by our website platform or other contracted technology providers.

 

4.3 Purchase and Transaction Information

When you purchase a product or service, we may process your order details, billing information, payment status, transaction identifiers, subscription information, invoices, refunds and relevant customer correspondence.

Payments may be handled by external payment providers.

The personal information those providers collect and process is also subject to their own security arrangements and applicable privacy policies.

 

4.4 Bookings and Participation Information

When you enquire about or participate in coaching, mentoring, sound healing, workshops or other services, we may collect relevant booking information, service preferences, goals, correspondence and details necessary to arrange or deliver the service.

 

4.5 Personalised Creative Services

For services such as AstroSonic Signature Soundscapes, we may request personal information relevant to creating your commissioned work.

Depending on the service, this may include your date, time and place of birth, creative preferences, intentions, musical interests and information you choose to share about your desired experience.

We use this information to prepare and deliver the personalised service you have requested, rather than for unrelated purposes.

 

4.6 Communications and Submissions

We may process information you provide through contact forms, emails, enquiries, surveys, feedback, course submissions, community discussions and customer-support communications.

 

4.7 Technical and Website Information

When you use our website, certain technical information may be processed, including:

• Internet Protocol (IP) address;

• Browser and device type;

• Operating system;

• Pages visited and referral information;

• Approximate location inferred from network information;

• Website interaction and performance information;

• Cookie identifiers and related preferences; and

• Security and diagnostic information.

Precise device location is not assumed to be collected simply because you visit our website. If a feature requires precise location information, we will provide appropriate information and obtain any permission or consent required.

 

4.8 Marketing Preferences

We may retain your email subscription status, marketing preferences, consent records, unsubscribe requests and relevant email interaction information where lawful and necessary.

We do not need all these categories of information from every visitor or customer.

 

5. How We Obtain Information

We generally obtain personal information:

Directly from you, when you complete a form, make an enquiry, purchase a product, register for a course, book a session, subscribe to communications or contact us.

Through your use of our website, where technical information is generated through permitted cookies, security systems and other technologies.

Through contracted service providers, such as booking systems, payment processors, website platforms and course delivery services.

Through referral and affiliate arrangements, where a referral is made and appropriate information is shared to attribute a purchase or enquiry.

Through independent third-party platforms, where you interact with our content and the platform lawfully provides us with relevant information.

Where we receive personal information indirectly, we will provide additional privacy information when required by law.

 

6. Why We Process Personal Information

We only process personal information when we have an appropriate lawful basis.

Under applicable data protection law, those lawful bases may include:

Contract: Where processing is necessary to perform an agreement with you or take steps you request before entering into an agreement.

Legal obligation: Where processing is necessary to comply with an applicable legal requirement.

Legitimate interests: Where processing is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms.

Consent: Where you have freely given specific, informed consent for a particular purpose.

The lawful basis depends on the activity concerned.

Purpose	Typical lawful basis
Answering enquiries about services	Legitimate interests or steps before a contract
Creating customer accounts and providing purchased content	Contract
Delivering courses, coaching and bookings	Contract
Creating personalised soundscapes	Contract
Managing payments and purchases	Contract and, where applicable, legal obligation
Maintaining legally required financial records	Legal obligation
Providing customer support	Contract or legitimate interests
Protecting website and account security	Legitimate interests or legal obligation
Sending newsletters to subscribers	Consent
Sending eligible existing-customer marketing	Legitimate interests, subject to applicable electronic marketing rules
Using non-exempt analytics or advertising technologies	Consent where required
Managing complaints and legal claims	Legal obligation or legitimate interests

Where we rely on legitimate interests, these may include maintaining a safe and effective website, responding to enquiries, preventing misuse, administering our business and improving services.

We assess those interests against the reasonable expectations, rights and freedoms of the individuals concerned.

Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect processing already carried out lawfully before withdrawal.

Some information is needed to fulfil a booking, purchase or legal requirement. If you choose not to provide it, we may be unable to deliver the relevant service.

Other information is optional.

 

7. Sensitive Personal Information and Private Sessions

Some of our services invite personal reflection, contemplation, creative exploration or discussion of individual experiences.

During private coaching, sound healing, mentorship or other sessions, you may choose to disclose information about your physical or emotional wellbeing, personal circumstances, spiritual or philosophical beliefs, or other sensitive matters.

Certain information, particularly health information and information revealing religious or philosophical beliefs, may qualify as special category personal data under the UK GDPR or EU GDPR.

We recognise that such information requires additional protection.

We aim to minimise the sensitive information we request, limit its use to the relevant purpose and restrict access to those who genuinely need it.

Where special category information is necessary for a requested service, we will identify an appropriate lawful basis under Article 6 and an additional condition under Article 9 of the applicable GDPR.

Where we rely on explicit consent, we will request it through a separate, clear and specific process.

You may withdraw explicit consent at any time, although doing so may affect our ability to continue an element of a service that genuinely requires the information.

We do not require you to disclose your medical history, religious beliefs or other sensitive personal information merely to browse our website or purchase ordinary music recordings.

We will not use information disclosed privately in coaching or mentoring for public testimonials, marketing content or unrelated profiling without an appropriate lawful basis and, where required, your specific consent.

Private-session information should not be submitted through public community areas.

 

8. Coaching, Mentorship, Classes and Recordings

Information associated with coaching and educational services may be used to arrange sessions, prepare relevant teaching materials, personalise agreed activities, communicate with you and administer your participation.

Where session notes are necessary, we aim to keep them proportionate to the services being delivered.

Live classes, video meetings or workshops may use third-party communication platforms.

If we intend to record an identifiable private session, or publish identifiable contributions from a group session, we will provide appropriate advance information and seek the consent or other lawful authorisation required.

Participation in a session does not automatically grant us permission to publish your identifiable image, voice, story or personal information.

Public reviews or testimonials may be displayed where lawfully obtained. Identifiable testimonials will be used consistently with the information and permissions given when they are collected.

 

9. Email Marketing, Newsletters and Free Resources

We may offer newsletters, free guided practices, downloadable resources, course updates and communications relating to The Mind Orchestra.

Where consent is required, we will request your permission before sending marketing emails.

For existing customers, we may also send marketing about our own similar products or services where the relevant legal conditions for an existing-customer exception are satisfied.

This includes providing an appropriate opportunity to opt out when contact details are collected and in subsequent marketing communications.

We do not treat the purchase of a product, creation of an account or acceptance of our Terms of Use as automatic consent to unrelated marketing.

You may unsubscribe from marketing communications at any time using the unsubscribe link provided or by contacting us directly.

Unsubscribing from promotional messages does not prevent us from sending essential communications about purchases, bookings, accounts, security or services you have requested.

We may retain limited information necessary to respect your unsubscribe request and avoid contacting you again unlawfully.

Where email tracking technologies are used, we will assess and apply the relevant privacy and electronic communications requirements.

 

10. Cookies and Similar Technologies

Our website may use cookies and similar technologies to operate correctly, maintain account sessions, remember preferences, assess performance and support permitted marketing activities.

These technologies may include browser cookies, local storage, scripts and tracking pixels.

We distinguish between:

Essential technologies: Necessary for requested website functionality, such as account authentication, security or checkout processes.

Functional technologies: Used to remember preferences or improve the way the website appears or functions.

Analytics technologies: Used to understand website usage and improve our services.

Advertising and marketing technologies: Used, where applicable, to support advertising, attribution or marketing measurement.

We seek consent before using technologies that require consent under the applicable laws.

UK law permits certain narrowly defined exceptions, including qualifying statistical and functional purposes, subject to their statutory conditions and requirements concerning transparency and objection.

Different or additional consent requirements may apply to visitors in the European Union.

Where consent is required, declining optional cookies should not prevent access to the core website services that do not depend upon them.

You can manage your choices through the cookie controls made available on our website.

Further information, including the technologies actually used, providers, purposes and retention periods, should be available in our separate Cookie Policy or cookie preferences interface.

Browser settings may also allow you to remove or block cookies, although this may affect some functionality.

We do not rely upon continued browsing alone as valid consent to optional tracking.

 

11. Sharing Personal Information

We do not sell personal information as a standalone commercial product.

We may share information with carefully selected external organisations where necessary for legitimate and lawful business purposes.

These may include:

Website and course delivery providers: Including Kajabi, which supports website functionality, customer accounts, digital content and related business operations.

Booking and scheduling providers: Including Calendly where used for scheduling appointments.

Payment providers: To process transactions, subscriptions, refunds and payment administration.

Communication providers: To deliver authorised email communications, video sessions and customer support.

Technical service providers: Including security, hosting, analytics and website maintenance services.

Professional advisers: Including accountants, legal advisers and other advisers where reasonably necessary.

Affiliate and referral partners: Where limited information is necessary to administer a lawful referral or commission arrangement.

Public authorities and legal bodies: Where disclosure is required by law or necessary to establish, exercise or defend legal claims.

Our service providers may act as data processors, independent controllers or joint controllers depending on their activities.

Where a provider processes information on our behalf, we are responsible for having appropriate contractual and organisational safeguards in place.

We limit disclosures to information relevant to the particular purpose and do not grant unrestricted access to private client information.

Where a third-party platform controls its own processing activities, its privacy notice will also apply.

 

12. International Data Transfers

The Mind Orchestra operates from the United Kingdom and may serve people internationally.

Certain technology providers and their authorised subprocessors may store, access or otherwise process personal information outside the United Kingdom or European Economic Area, including in the United States.

International transfers are subject to applicable UK and EU data protection requirements.

Where legally required, we will ensure that an appropriate transfer mechanism applies.

Depending on the transfer, this may include:

• A recognised adequacy decision or UK adequacy regulation;

• The EU-US Data Privacy Framework or its applicable UK Extension, where the recipient is eligible and appropriately certified;

• European Commission Standard Contractual Clauses;

• The UK International Data Transfer Agreement or approved UK Addendum; or

• Another transfer mechanism or exception permitted by applicable law.

Where required, we will assess risks associated with the transfer and apply appropriate supplementary safeguards.

The precise arrangements depend on the relevant recipient, destination and processing activity.

You may contact us to request further information about applicable international transfer arrangements and how to obtain a copy of relevant safeguards, subject to any lawful confidentiality restrictions.

We do not treat a person's ordinary use of our website as a substitute for a valid international transfer mechanism.

 

13. How Long We Retain Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, tax, accounting, contractual, security and dispute-resolution requirements.

Retention depends upon the nature of the information and the circumstances in which it is processed.

Our retention criteria include:

Customer and purchase records: Retained for the period required by applicable accounting and tax legislation and any reasonably necessary related legal purposes.

Course and account information: Retained while your account or relevant access rights remain active, followed by an appropriate period for account closure, administration and resolving outstanding matters.

Enquiries and correspondence: Retained for a proportionate period after the enquiry has concluded, taking account of whether it relates to an ongoing customer relationship.

Coaching and mentorship records: Retained only for a justified period connected with service continuity, contractual obligations, safeguarding where applicable and the handling of potential disputes.

Sensitive session information: Subject to particular attention to minimisation, access restrictions and appropriate retention.

Marketing information: Retained while there is a valid basis for sending communications, with limited suppression records retained where necessary to respect an opt-out.

Technical and analytics information: Retained in accordance with the relevant purposes, technology settings and applicable data protection requirements.

Complaints and legal correspondence: Retained for a proportionate period necessary to manage the complaint, demonstrate compliance and address relevant legal claims.

Our detailed retention schedule should specify the applicable time periods or more precise criteria for each category of information.

When information is no longer required, we will take appropriate steps to delete, anonymise or securely dispose of it, subject to legitimate technical limitations such as scheduled backup deletion.

 

14. Data Security

We take the security of personal information seriously.

We aim to apply appropriate technical and organisational measures proportionate to the nature and risks of the processing.

These may include access controls, secure authentication, appropriately configured service providers, encrypted transmission where supported, system maintenance and procedures for dealing with security incidents.

Access to personal information is limited according to legitimate business needs.

We also take account of the sensitivity of personal information disclosed in coaching or other private services.

Although no electronic storage or transmission method can guarantee absolute security, we remain responsible for taking appropriate protective measures.

Where a personal data breach occurs, we will assess our legal obligations, including notifying the relevant supervisory authority or affected individuals where required.

You can help protect your information by maintaining the confidentiality of your login credentials and informing us promptly if you suspect unauthorised access to your account.

 

15. Your Data Protection Rights

Depending on your location, the applicable law and the circumstances of the processing, you may have the following rights.

Right to be informed: To receive clear information about how your personal data is used.

Right of access: To request confirmation of whether we process your personal data and obtain access to it.

Right to rectification: To request correction of inaccurate information or completion of incomplete information.

Right to erasure: To request deletion of personal information in circumstances where the law provides this right.

Right to restrict processing: To request that certain processing be limited.

Right to data portability: To receive qualifying personal information in a structured, commonly used and machine-readable format and, where applicable, transfer it elsewhere.

Right to object: To object to certain processing based on legitimate interests and to object at any time to the processing of your personal information for direct marketing.

Rights concerning automated decisions: To receive applicable safeguards and exercise relevant rights where qualifying solely automated decisions have legal or similarly significant effects.

Right to withdraw consent: Where processing relies on consent, to withdraw it at any time without affecting the lawfulness of earlier processing.

These rights are not absolute. Some requests may be subject to statutory exemptions or competing legal obligations.

 

Exercising Your Rights

To make a request, please email:

themindorchestra@gmail.com

Please provide enough information to help us understand your request and identify the relevant records.

We may request reasonable additional information where necessary to confirm your identity.

We aim to respond without undue delay and within the applicable statutory time limit, normally one calendar month, subject to lawful extensions where relevant.

We will not ordinarily charge a fee for exercising your data protection rights. Fees or refusals will only be considered where permitted by applicable law.

 

16. Privacy Complaints

If you are concerned about how The Mind Orchestra has collected, used, stored or shared your personal information, you may make a privacy complaint directly to us.

Please contact:

Email: themindorchestra@gmail.com

Subject: Data Protection Complaint

We will acknowledge receipt of a UK data protection complaint within the legally required period, currently 30 days.

We will take appropriate steps to investigate complaints without undue delay, keep complainants appropriately informed and communicate the outcome.

You may also complain to the relevant supervisory authority.

United Kingdom

The Information Commissioner's Office (ICO) is the UK's independent data protection regulator.

Website: https://ico.org.uk

European Union / European Economic Area

Where the EU GDPR applies, you may have the right to lodge a complaint with a relevant data protection supervisory authority, including the authority in the country of your habitual residence, place of work or the location of an alleged infringement.

You do not need our permission to contact a supervisory authority.

Nothing in this Notice restricts your statutory rights to seek regulatory or judicial remedies.

 

17. Automated Systems and Digital Assistance

We may use automation to support ordinary business administration, including email delivery, bookings, account administration, customer communications and service management.

Where an automated website assistant or similar feature is provided, information entered into it may be processed to respond to your enquiry, operate the service and maintain its security.

We will provide additional information where necessary about relevant external providers, retention and use of submitted information.

Please avoid entering unnecessary sensitive personal information into general website chat features.

Where automated processing or profiling gives rise to additional legal obligations, including those concerning decisions with legal or similarly significant effects, we will apply the relevant statutory safeguards and provide the required information.

 

18. Children and Age Restrictions

Our coaching, memberships and associated services are primarily intended for adults aged 18 and over unless a particular service expressly provides otherwise.

We do not knowingly solicit personal information from children through services intended exclusively for adults.

If we become aware that personal information has been collected from a child in circumstances where collection or processing is unlawful, we will take appropriate steps to address the matter, including deletion where required.

Parents or guardians who have concerns may contact us through the details in this Notice.

 

19. External Websites and Platforms

Our website may contain links to external websites, music services, video platforms, social media networks, booking providers and other online resources.

Examples may include YouTube, Insight Timer, social media services and third-party booking facilities.

These organisations may collect and process information independently under their own privacy policies.

We encourage you to review the relevant privacy information before submitting personal details to an external service.

Where third-party content is embedded directly into our website, additional privacy and cookie considerations may apply.

This Notice does not remove our responsibilities for personal information that we control or for technologies that we choose to integrate into our website.

 

20. Changes to This Privacy Notice

We may update this Notice to reflect changes to our services, technology, data processing activities or applicable law.

Where we make changes, we will update the revision date displayed at the beginning of the Notice.

Where legally required, we will provide additional notification or seek fresh consent before implementing a new processing activity.

Earlier versions may be retained where reasonably necessary for compliance and record-keeping purposes.

A change to this Notice does not retrospectively provide consent for processing that legally requires separate authorisation.

 

21. Contact Information

For privacy enquiries, questions about this Notice, data protection requests or complaints, please contact:

The Mind Orchestra

Nick Gent, trading as The Mind Orchestra

406 Route des Ruisseaux 24270 Savignac-Lédrier Dordogne, Nouvelle-Aquitaine France

Email: themindorchestra@gmail.com

Website: https://www.themindorchestra.com

We welcome questions about how personal information is handled and will make reasonable efforts to respond clearly and appropriately.

© 2026 The Mind Orchestra. All rights reserved.

This Privacy Notice applies to the processing of personal information by The Mind Orchestra. It does not override rights and protections provided by applicable data protection legislation.