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Privacy Notice

  1. About Us

LMC Services Yorkshire CIC (“GPMplus”), trading as GPMplus, is a company limited by guarantee registered in England (Company No. 13084683). Our registered address is 1st Floor, 87–89 Leeds Road, Harrogate, HG2 8BE. 

We provide wellbeing support and education services.  

We act as the Data Controller for all personal information we collect. The purposes for collecting and using this information are outlined in this Privacy Notice. 

This Privacy Notice explains how we collect, use, store, share and protect your personal information, your rights under UK data protection law, and how you can contact us if you have any questions or concerns. 

This Privacy Notice applies to: 

  • Mentors/Coaches 
  • Mentees/Coachees 
  • Contractors and associates  
  • Individuals and organisations accessing education, coaching or wellbeing services  
  • LMC representatives and service contacts  
  • Visitors to our website 
  1. Definitions

In this Privacy Notice: 

  • “We”, “us”, “our”, or “GPMplus” refers to LMC Services Yorkshire CIC. 
  • “Your information” means personal data that can identify you. 
  • “Mentor” refers to an individual providing mentoring services. 
  • “Coach” refers to an individual providing coaching services 
  • “Mentee” refers to anyone registered for mentoring. 
  • “Coachee” refers to anyone registered for coaching. 
  • “Contractor” refers to individuals engaged to provide services. 
  • “Service” refers to the mentoring service itself. 
  1. Why We Provide This Privacy Notice

We are committed to protecting your privacy and handling your personal information fairly, lawfully and transparently. 

This Privacy Notice explains: 

  • what personal information we collect; 
  • why we collect it; 
  • how we use it; 
  • the lawful basis for processing it; 
  • who we may share it with; 
  • how long we keep it; 
  • how we protect it; 
  • your rights under UK data protection legislation; and 
  • how you can contact us if you have any questions. 

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation. 

We obtain personal information directly from you. We may be unable to provide our services without certain information. 

If you have questions, you can contact our Data Protection Lead (details below). 

  1. Data Protection Lead
  • Name: Stacey Fielding (Head of Operations, GPMplus) 
  • Address: 1st Floor, 87–89 Leeds Road, Harrogate, HG2 8BE 
  • Telephone: 01423 807444 

You can contact the Data Protection Lead to: 

  • Request access to your data. 
  • Update or correct your information. 
  • Raise concerns or complaints. 
  1. Why We Collect and Use Your Information

We only collect and use personal information where it is necessary to provide our services, fulfil our contractual or legal obligations, improve our services or where we have another lawful basis for doing so. 

  1. A. Mentors/Coaches/Facilitators

If you work with us as a Mentor/Coach/Facilitator, we may use your information to: 

  • recruit and onboard you;  
  • arrange interviews and agreements;  
  • verify professional qualifications and registrations;  
  • provide access to secure systems and service platforms;  
  • allocate suitable clients;  
  • arrange support sessions;  
  • communicate with you regarding the Service;  
  • provide supervision, peer support and training;  
  • process payments and expenses;  
  • comply with legal, financial and regulatory obligations;  
  • publish your biography and photograph where you have agreed for these to appear on our website.  
  1. Mentees/Coachees/Education attendee

If you receive mentoring or coaching support, or education services from us, we may use your information to: 

  • create and maintain a confidential service record;  
  • assess your mentoring/coaching or education requirements;  
  • match you with an appropriate Mentor/Coach;  
  • arrange appointments;  
  • maintain records of mentoring/coaching or education sessions and agreed actions;  
  • communicate with you regarding your service;  
  • evaluate and improve our services;  
  • request voluntary feedback and satisfaction surveys.  
  1. LMCsandService Contacts 

If you are an LMC or Service Contact, we may use your information to: 

  • provide anonymised service reports;  
  • communicate regarding contracts and service delivery;  
  • provide information about relevant GPMplus services where appropriate.  
  1. Contractors

If you provide services to GPMplus, we may use your information to: 

  • administer contracts;  
  • process payments;  
  • comply with HMRC and accounting obligations;  
  • maintain business records;  
  • communicate regarding service delivery.  
  1. Education and Wellbeing Events

If you attend one of our education or wellbeing events, we may use your information to: 

  • administer bookings;  
  • communicate joining instructions;  
  • provide course materials;  
  • record attendance;  
  • issue certificates where applicable;  
  • evaluate and improve our services;  
  • invite feedback;  
  • inform you about similar services  
  1. Organisational service user

If you access our services as an organisation, we may use your information to: 

  • administer bookings and service arrangements 
  • provide programme materials 
  • record your programme progress and achievements 
  • invite feedback 
  • inform you about similar services 
  1. Information We May Collect

The personal information we collect will depend on the services you receive or provide. We will only collect information that is relevant and necessary for the purposes described in this Privacy Notice. 

General personal information 

We may collect: 

  • Name 
  • Postal address 
  • Email address 
  • Telephone number 
  • Date of birth 
  • Gender 
  • Ethnicity  
  • Professional role and employer 
  • Professional qualifications 
  • Year of qualification 
  • Professional registration details  

Mentors/Coaches 

If you work as a Mentor/coach, we may also collect: 

  • GMC, NMC or other professional registration number 
  • Curriculum vitae, application and employment history 
  • Professional indemnity information  
  • Biography and photograph  
  • National Insurance number 
  • Bank account details 
  • Payment information 
  • Training records 

Mentees/Coachees 

If you register for mentoring or coaching support, we also may collect: 

  • Contact information 
  • Employment details 
  • Information about your objectives 
  • Information about your wellbeing, health, work-related concerns or other matters that you choose to disclose during the mentoring process. 

Contractors 

If you provide services to GPMplus, we may also collect: 

  • Contact details 
  • Business details 
  • National Insurance number (where applicable) 
  • Bank details 
  • Payment records 
  • Tax information 
  • Contract documentation 

We do not intentionally collect more personal information than is necessary to deliver our services or meet our legal obligations. 

  1. Further Information Collected

To deliver the service, we may store information relating to your engagement with GPMplus. This may include: 

  • Email correspondence 
  • Appointment records 
  • Consultation summaries 
  • Mentoring/coaching notes 
  • Agreed action plans 
  • Follow-up communications 
  • Feedback provided by you 
  • Administrative notes relating to service delivery 

Access to service records is strictly limited to those who need the information in order to administer or deliver the Service. This will normally include the individual assigned to provide your service and, where necessary, authorised GPMplus personnel responsible for administering the Service. 

Information will not be disclosed to third parties unless: 

  • you ask us to do so; 
  • we are required by law; 
  • it is necessary to protect someone from a serious risk of harm; 
  • it is necessary to investigate a safeguarding concern, complaint or professional conduct issue; or 
  • another lawful basis applies under data protection legislation. 
  1. Lawful Basis for Using Your Information

We process data in accordance with UK GDPR and the Data Protection Act 2018. Depending on the service and circumstances.  

We rely upon Lawful Basis in order to process data in providing mentoring, coaching and wellbeing services, managing mentor/coach/wellbeing support relationships, paying mentors and contractors and sending service communications in accordance with article 6 of the UK GDPR. 

We rely upon Legal Obligations for processing data for financial records, taxation and HMRC reporting in accordance with Article 6(1)(c) of the UK GDPR. 

We rely upon Legitimate Interest for processing data to maintain service records, service evaluation and improvement and responding to queries in accordance with Article 6(1)(f) of the UK GDPR. 

We rely upon Consent for processing data for optional marketing communications in accordance with UK GDPR Article 6,  Article 7 and Article 4(11). 

  1. Data Retention

We retain information only as long as necessary, in line with our record retention and disposal policy (link). 
 

  1. Who We Share Your Information With
A. Mentors/Coaches:
  • Shared with administrative staff for operational tasks 
  • Shared with Mentees/Coachees for communication. 
  • Shared with Service Leads for the purposes of providing support 
  • Profile information displayed on the website. 

B. Mentees/Coachees:

  • Shared with Mentors/Coaches to provide your service (contact details and service needs). 
  • Shared with administrative staff for operational tasks 
  • Anonymised data shared for reporting purposes. 

C. Contractors:

  • Shared with administrative staff for operational tasks 

D. Education services users:

  • Shared with facilitators, speakers, or venues (limited to necessary details). 
  • Shared with administrative staff for operational tasks 
  • Anonymised data shared for reporting purposes. 

Service Providers 

We may share information with organisations that provide services on our behalf, including: 

  • Secure IT and cloud hosting providers 
  • Website hosting providers 
  • Video conferencing providers (such as Zoom and Teams) 
  • CRM and communication platforms (such as HubSpot) 
  • Database and platform providers (such as Improval) 
  • Payroll and accounting providers 
  • Professional advisers 
  • External trainers or facilitators where necessary 

Legal and Regulatory Bodies 

We may also share information where required to do so by law, including with: 

  • HM Revenue & Customs 
  • Courts 
  • Law enforcement agencies 
  • Regulators 
  • Professional indemnity advisers 
  • Insurance providers 
  • Safeguarding authorities 
  1. Anonymised Data

We may provide anonymised or aggregated statistical information to commissioners, funders or partner organisations for reporting and service evaluation purposes. We may also use this information on our website and in promotional materials. 

This information does not identify individuals and cannot reasonably be used to identify you. 

 

  1. Direct Marketing

We will only send you marketing communications where we have a lawful basis to do so. This will normally be: 

  • your consent; or 
  • where permitted by law because you are an existing customer or service user and the communication relates to similar services. 

You may withdraw your consent or opt out of marketing communications at any time by: 

  • clicking the unsubscribe link in our emails; 
  • contacting us using the details in this Privacy Notice; or 
  • updating your communication preferences where available. 

Opting out of marketing communications will not affect service or administrative communications relating to services you receive from us. 

  1. Your Data Protection Rights

You have the right to: 

  • Be informed about how your data is used. 
  • Access your personal data. 
  • Correct inaccurate data. 
  • Request deletion (where applicable). 
  • Object to processing. 
  • Restrict processing. 
  • Request data portability. 
  • Avoid automated decision-making. 
  • Withdraw consent at any time. 

For more information, visit: ICO – Your Data Matters 

  1. Right to Object and Complain

You may: 

  • Raise concerns with the Data Protection Lead. 
  1. Language Support

If English is not your first language, or if you require this Privacy Notice in an alternative format, please contact us. Where reasonably practicable, we will provide translated versions or alternative accessible formats, such as large print, to help you understand how your information is used. 

  1. Cookies (Google Analytics)

Our website uses cookies to improve functionality, enhance your experience and help us understand how visitors use our website. 

Cookies may be used to: 

  • enable essential website functionality; 
  • remember your preferences; 
  • improve website performance; 
  • collect anonymous or aggregated website usage statistics. 

Where required by law, we will request your consent before placing non-essential cookies on your device. 

We currently use Google Analytics to help us understand how visitors use our website. Google Analytics cookies collect statistical information and do not directly identify individual users. 

You can manage or withdraw your cookie preferences at any time through our cookie banner or your browser settings. 

Further information is available in our Cookie Policy. 

  1. Hyperlinks

Our website may link to third-party sites. These sites have their own privacy and cookie policies, and we are not responsible for their content or data handling. 

  1. Third-Party Suppliers

We use carefully selected third-party organisations to support the delivery of our services. 

These may include providers of: 

  • website hosting; 
  • secure cloud storage; 
  • mentoring platforms; 
  • customer relationship management systems; 
  • video conferencing; 
  • payment processing; 
  • payroll; 
  • IT support; 
  • professional advice. 

Examples currently include: 

  • Improval (23 Lobsters Ltd): stores information required to administer support relationships, including user profiles, course bookings, appointment information, service records, video meeting hosting  and secure communications where applicable. 
  • HubSpot: stores contact information, communication history, send communications, marketing preferences, records of enquiries and is used to help us manage relationships with service users and respond to enquiries 
  • Zoom: used to facilitate online sessions, meetings and training events. Meetings are not routinely recorded unless participants are informed beforehand. 
  • Teams: used to facilitate online sessions, meetings and training events. Meetings are not routinely recorded unless participants are informed beforehand. 
  • Outlook: Used to send and receive emails, manage calendars, schedule meetings and maintain business communications. 
  • WordPress: Used to host and manage our website, including website content, course bookings, online forms and user interactions. 
  • Xero: Used to manage our accounting, invoicing and financial records. 
  • Sharepoint: Used for secure document management, file storage, collaboration and sharing information internally with authorised users. 

AI (artificial intelligence) 

Some of our software providers offer AI-assisted features to help improve productivity, such as summarising information, drafting content or assisting with administration. Where these features process personal information, they do so under our instructions and subject to appropriate contractual and security safeguards.  

We may use AI-assisted tools within our Improval platform to help identify themes in wellbeing and support needs.  

These tools support, but do not replace, human decision-making. Any AI-assisted tools we use are intended to support our staff and do not replace human judgement. 

We ensure all third parties: 

  • Comply with UK GDPR. 
  • Use your data only as required. 
  1. Security and Storage

We take data security seriously by: 

  • Using secure, password-protected systems. 
  • Storing data on secure servers. 
  • Restricting access to authorised personnel. 
  • Securing physical records in locked storage. 
  1. Keeping Your Information Up to Date

Please tell us if your personal information changes so that we can keep our records accurate. 

This includes changes to: 

  • your name; 
  • address; 
  • email address; 
  • telephone number; 
  • professional registration; 
  • employment details where relevant. 

Keeping your information up to date helps us provide our services effectively and reduces the risk of inaccurate information being used. 

  1. Changes to This Privacy Notice

We keep this Privacy Notice under regular review to ensure it remains accurate and reflects changes to our services or legal obligations. 

We may update this Privacy Notice from time to time. 

The latest version of this Privacy Notice will always be available on our website. 

 Last reviewed: July 2026