Governance & Compliance
Our commitment to safeguarding, accessibility, data protection and the rights of everyone who joins us — aligned with UK event standards and legislation.
Last updated: June 2026
4Mindz Foundation is committed to safeguarding and promoting the welfare of children, young people and adults at risk who attend or participate in our events. This policy applies to all staff, volunteers, contractors and partners.
This policy is informed by the Children Act 1989 and 2004, the Care Act 2014, the Safeguarding Vulnerable Groups Act 2006, and Working Together to Safeguard Children (2023) statutory guidance.
We recognise that mental health events may attract attendees who are vulnerable or in distress. We will take all reasonable steps to create a safe environment, listen to concerns, and act on them promptly. Under-18s must be accompanied by a responsible adult at all times during our events.
Every event has a named Designated Safeguarding Lead who is the first point of contact for any safeguarding concern. Their contact details are displayed at the event and shared with all volunteers. The DSL is responsible for recording, reporting and escalating concerns.
Safeguarding concerns may include disclosure of suicidal thoughts, self-harm, abuse, neglect, or a person being at immediate risk. Staff and volunteers are trained to listen without judgement, avoid promising secrecy, and report immediately to the DSL.
If an attendee discloses a crisis or safeguarding issue: stay calm, listen carefully, do not investigate, reassure the person, record what was said using the person's own words, and report to the DSL immediately. If there is an immediate risk to life, call 999.
4Mindz Foundation is not a crisis or clinical service. Where an attendee is in crisis, we signpost to Samaritans (116 123), SHOUT (text 85258), Mind Infoline (0300 123 3393), NHS 111, or emergency services (999) as appropriate.
We follow safer recruitment practices for staff and volunteers working with children or adults at risk, including role descriptions, application checks, references, and where eligible, Disclosure and Barring Service (DBS) checks. Volunteers receive safeguarding induction before events.
Photography and filming at events is managed under our Photography & Media Policy. Attendees are informed of any official photography, consent is sought, and attendees who do not wish to be photographed can opt out. No images of children are published without verified parental consent.
All safeguarding concerns are recorded securely and reviewed by the DSL. This policy is reviewed at least annually or following any significant incident or change in legislation.
Last updated: June 2026
This Privacy Policy explains how 4Mindz Foundation collects, uses and protects your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
4Mindz Foundation is the data controller responsible for your personal data. For data protection enquiries, contact us at hello@4mindz.org.
We collect: contact details (name, email, phone) when you register for tickets, volunteer, or contact us; age and access requirements to support event attendance; order and payment information for merchandise (processed securely via Stripe); and content you submit such as community stories, reviews and images.
We process your data under the following lawful bases: performance of a contract (ticket registration and orders), legitimate interests (event management and communications), legal obligation (safeguarding and tax records), and consent (marketing, community content, and photography). You may withdraw consent at any time.
We use your data to: process ticket claims and send confirmations and reminders; manage volunteer applications; process merchandise orders and deliveries; send event-related communications; approve and display submitted community content; and meet legal and safeguarding obligations.
We do not sell your data. We share data only with trusted processors (e.g. Stripe for payments, Resend for transactional emails) who act on our instructions and under appropriate agreements. We may disclose data where required by law or to protect someone's safety.
We retain personal data only for as long as necessary. Ticket and safeguarding records are retained in line with our safeguarding obligations; volunteer records are kept for the duration of engagement plus a reasonable period; order records are retained for accounting and tax purposes (typically six years).
Under UK GDPR you have the right to access, rectify, erase, restrict, or object to the processing of your data, the right to data portability, and the right to withdraw consent. To exercise these rights, contact hello@4mindz.org. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
We take appropriate technical and organisational measures to protect your data, including secure storage, access controls, and encryption in transit. Payment data is handled entirely by Stripe and is not stored on our systems.
Where data is processed by third parties outside the UK, we ensure appropriate safeguards such as Standard Contractual Clauses are in place to protect your data.
Last updated: June 2026
4Mindz Foundation is committed to making our events and digital presence accessible to all, in line with the Equality Act 2010 and the principle of reasonable adjustments.
We believe mental health awareness must be inclusive. We will take positive and proportionate steps to remove barriers and make reasonable adjustments so that disabled people and those with access needs can attend and enjoy our events on equal terms.
We collect access requirements during ticket registration and use them to prepare venues. Adjustments may include step-free access, reserved seating, accessible toilets, hearing support, quiet spaces, large-print materials, and assistance for companions or carers. If you have a specific need, please tell us as early as possible.
Where a disabled attendee requires a companion to access the event, we will provide a free companion ticket on request, subject to availability.
We aim for our website to meet WCAG 2.1 AA standards where practicable, including readable text, keyboard navigation, alt text, and clear contrast. We welcome feedback on any accessibility barrier you encounter.
If you experience an accessibility barrier or wish to raise a concern, contact us at hello@4mindz.org. We will respond promptly and work to resolve the issue.
Last updated: June 2026
4Mindz Foundation is committed to providing a safe environment at all events, in accordance with the Health and Safety at Work etc. Act 1974 and associated regulations.
We take all reasonably practicable steps to ensure the health, safety and welfare of attendees, staff, volunteers and contractors at our events. Responsibility for safety is shared, and everyone is expected to cooperate with safety instructions.
A written risk assessment is completed for every event, identifying hazards and the measures to control them. Assessments cover venue layout, crowd safety, electrical equipment, staging, food handling, and emergency procedures.
Each event has a safety plan covering capacity limits, entry and exit routes, first aid provision, fire safety, stewarding ratios, and incident reporting. Capacity is enforced through our ticketing system.
Adequate first aid cover is provided at every event, with trained first aiders and clearly marked first aid points. For larger events we engage qualified first aid or medical providers.
We ensure clear evacuation routes, accessible exits, fire-fighting equipment, and that staff and volunteers are briefed on emergency procedures. Attendees are informed of exits at the start of each event.
Where refreshments are provided, we follow food hygiene principles under the Food Safety Act 1990 and Food Information Regulations. Allergen information is available on request, and attendees with allergies are advised to check with our team before consuming any food.
All accidents and near-misses are recorded and reviewed. Serious incidents are reported to the relevant authority where required under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013).
Last updated: June 2026
4Mindz Foundation celebrates diversity and is committed to eliminating discrimination and advancing equality of opportunity, in line with the Equality Act 2010.
We do not discriminate against anyone on the basis of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.
We strive to make our events welcoming and representative. We actively seek diverse speakers, partners, and community voices, and we design content that respects different lived experiences of mental health.
Harassment, bullying or discrimination of any kind is not tolerated at our events or within our organisation. Such behaviour may result in removal from an event and being barred from future events (see Code of Conduct).
We use inclusive language, provide trigger warnings where sensitive topics are discussed, and signpost support resources throughout our events.
Last updated: June 2026
This Code of Conduct sets out the behaviour we expect from all attendees, staff, volunteers and partners at 4Mindz Foundation events.
We ask everyone to treat others with respect and kindness, listen with an open mind, respect privacy and confidentiality, and follow instructions from staff and volunteers.
Harassment, discrimination, hate speech, threatening or violent behaviour, disruption of the event, intoxication, and any form of abuse will not be tolerated.
Under-18s must be accompanied by a responsible adult at all times. Adults are responsible for the behaviour of those in their care.
4Mindz Foundation reserves the right to refuse entry or remove any person who breaches this Code of Conduct or the event Terms & Conditions, without refund where charges apply.
To report a concern at an event, speak to a steward or the Designated Safeguarding Lead. After an event, contact hello@4mindz.org.
Last updated: June 2026
This policy applies to merchandise purchased through the 4Mindz Foundation online shop, in accordance with the Consumer Rights Act 2015 and the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.
4Mindz Foundation event tickets are free of charge. They are non-transferable and may not be sold or traded. If you can no longer attend, please let us know so we can release your place.
For merchandise, you have the right to cancel your order within 14 days of receiving the goods without giving a reason. To cancel, contact hello@4mindz.org with your order details.
To return goods, please contact us within 14 days of receipt. Items must be unused, in their original condition and packaging. We will refund the price of the goods and the cost of standard delivery once we receive the returned items.
Refunds are issued to the original payment method within 14 days of us receiving the returned goods. We may withhold reimbursement until we have received the goods back, or you have supplied evidence of return.
If goods are faulty, damaged, or not as described, you are entitled to a repair, replacement or full refund. Please contact us with details and a photo where possible.
For hygiene reasons, certain items (such as pierced jewellery or opened personal care products) may not be returned unless faulty. This will be clearly indicated at the point of sale.
You are responsible for the cost of returning goods unless they are faulty or we sent the wrong item, in which case we will cover reasonable return costs.
Last updated: June 2026
This policy governs the capture and use of photographs and video at 4Mindz Foundation events and on our platforms.
We seek consent before taking and publishing identifiable images of attendees. Where official photography or filming takes place, attendees are informed at the point of entry and given the option to opt out.
No images of under-18s are taken or published without the verified consent of a parent or guardian. Accompanying adults are responsible for ensuring children are not photographed where consent has not been given.
Images may be used for event promotion, social media, press, and our website. We do not use images in a misleading way or for purposes an attendee would not reasonably expect.
Attendees may take photos for personal use but should not photograph or film others without their consent, particularly children. Flash photography may be restricted during sensitive sessions.
You may withdraw consent for the use of your image at any time by contacting hello@4mindz.org. We will remove the image from active use where practicable.
Personal data in images is handled under our Privacy Policy and UK GDPR. Images are retained only for as long as needed for the purpose for which consent was given.
Last updated: June 2026
4Mindz Foundation is an awareness and events organisation. We are not a clinical, counselling, or crisis intervention service.
Our events aim to raise awareness, build community, and signpost support. We do not provide diagnosis, treatment, therapy, or emergency mental health care.
If you or someone else is in crisis or at immediate risk, please do not wait for one of our events. Contact one of the services below or call 999 in an emergency.
Samaritans — 116 123 (free, 24/7). SHOUT — text 85258 (free, 24/7 text support). NHS 111 — option 2 for mental health. Mind Infoline — 0300 123 3393. Childline — 0800 1111. In an emergency, call 999 or go to your nearest A&E.
At our events, support resources are signposted and trained staff and volunteers can direct you to appropriate services. Trigger warnings are given where sensitive topics are discussed.
These documents are reviewed at least annually or following any change in legislation. For questions about any of our policies, contact us at hello@4mindz.org.