How Miniflora looks after your information
Miniflora respects your privacy and is committed to handling personal information carefully, securely and transparently. This notice explains what information we may collect, why we use it, when it may be shared and the rights you have.
Last updated: September 2026
Who we are and the data controller
Miniflora SEND Support CIC is the data controller responsible for the personal information collected through this website and our services.
Legal name: Miniflora SEND Support CIC
Company number: 17483957
Registered in: England and Wales
Registered office: 32 Eyre Street, Sheffield, United Kingdom, S1 4QZ
Data protection enquiries:
1. Who we are
Miniflora SEND Support CIC is a registered Community Interest Company providing practical SEND family administration and navigation support.
2. What information we may collect
Miniflora only aims to collect information that is necessary for the service.
- parent/carer name
- contact details
- information submitted through website forms
- information about the support being requested
- notes from Family Navigation sessions
- information about appointments, referrals, meetings and outstanding actions where relevant
- information about work, study or childcare circumstances where relevant
- correspondence with Miniflora
- service feedback
Health, disability and SEND information
Some families may share information relating to disability, health, neurodivergence or additional needs. This can be sensitive personal information. Miniflora will only ask for or record this where it is genuinely relevant to the support being provided.
Please do not send full medical records, NHS numbers, complete EHCP files or large amounts of sensitive documentation unless Miniflora has specifically explained why the information is needed.
3. Information about children
Miniflora is primarily a parent and carer-facing service. We may sometimes need limited information about a child to understand the practical situation a parent is managing.
We aim to collect the minimum information needed and avoid collecting unnecessary identifying or sensitive information about children.
4. Why we use information
We may use personal information for purposes such as:
- responding to enquiries
- providing Family Navigation support
- creating Family Maps and action plans
- tracking agreed follow-ups
- preparing for meetings or appointments
- signposting to appropriate services
- making a referral where the parent has specifically agreed
- maintaining appropriate service records
- safeguarding
- evaluating and improving Miniflora
- meeting legal or regulatory responsibilities
5. Our legal basis
UK data-protection law requires Miniflora to identify a lawful basis under Article 6 of the UK GDPR whenever we use personal information.
Depending on the purpose, Miniflora may rely on:
• Article 6(1)(b) – Contract: where using personal information is necessary to respond to a request for support, take steps before providing a service, or deliver the Family Navigation service agreed with the parent or carer.
• Article 6(1)(f) – Legitimate interests: where Miniflora has a genuine and proportionate reason to use information for service administration, security or service improvement, and the individual’s rights and interests do not override that reason.
• Article 6(1)(c) – Legal obligation: only where a specific legal duty requires Miniflora to collect, retain or share information.
Special-category information
Information about health, disability, neurodivergence or SEND may be special-category information requiring additional protection.
Where this information is necessary to provide the requested support, Miniflora will normally rely on Article 9(2)(a) – explicit consent. Consent will be requested separately, for clearly explained purposes, and a record of the consent will be maintained.
A person may withdraw their consent by contacting info@miniflora.co.uk. Withdrawing consent will not affect processing that took place before consent was withdrawn, but it may mean that Miniflora can no longer provide parts of the service that require that information.
In exceptional circumstances, such as a serious safeguarding concern or immediate risk of harm, Miniflora may need to use or share relevant information without consent where this is permitted or required by law. Miniflora will identify and document the applicable lawful basis and special-category condition before doing so.
Miniflora aims to collect and use only the minimum information genuinely necessary for each purpose.
6. When information may be shared
Miniflora does not sell personal information.
Simply signposting a parent to another organisation does not mean Miniflora will send that organisation the family’s information.
If a parent asks Miniflora to make a referral or share information, we will normally explain what information will be shared, with whom and why before doing so.
Information may also need to be shared where there is:
- a serious safeguarding concern
- an immediate risk of harm
- a legal requirement to disclose information
7. Confidentiality and safeguarding
Miniflora treats family information confidentially, but confidentiality has limits. Information may need to be shared where necessary to protect a child or adult from serious harm or where the law requires it.
8. How information is kept safe
Miniflora uses password-protected and encrypted business systems and devices, multi-factor authentication where available, access controls and regular security updates. Access to personal information is limited to those who need it to provide or administer the service.
9. How long information is kept
Miniflora will only keep personal information for as long as it is needed for our work with you and to meet any legal or safeguarding requirements. In most cases, this will be up to 6 years after our last contact with you, unless there is a clear reason to keep it for longer (for example, an ongoing safeguarding concern or legal obligation). When information is no longer needed, it will be securely deleted or anonymised.
10. Your rights
Depending on the circumstances, you may have rights to:
- request access to your personal information
- ask for inaccurate information to be corrected
- request deletion in certain circumstances
- request restriction of processing in certain circumstances
- object to certain processing
- withdraw consent where consent is specifically being relied upon
To make a request, please contact: info@miniflora.co.uk
11. Complaints
If you have concerns about how Miniflora has used your information, please contact us first so we can try to resolve the issue.
Email: info@miniflora.co.uk
You may also have the right to raise a concern with the UK Information Commissioner’s Office (ICO).
12. Changes to this notice
Miniflora may update this Privacy Notice as the service develops, particularly if our services, systems or legal structure change. The latest version will always be available on this page.