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In this privacy notice we explain how we will process your personal information obtained when you engage us for our services and through other interactions, for example, when you use our website https://www.neurospectrum.co.uk, interact and network with us professionally, or visit our social media pages.
It is important that you read this privacy notice, together with any other privacy notice we may provide on specific occasions, so that you are fully aware of how and why we are using your data, and what data protection rights you have.
Neurospectrum is a professional practice of private clinical psychologists, neuropsychologists, nurses, occupational therapists, psychiatrists and speech and language therapists. Neurospectrum comprises of a compassionate team of specialists with lived experience of neurodiversity each committed to delivering specialist assessment and treatment for conditions of neurodevelopment to both adults and children.
Neurospectrum will collect data most of the time from you directly for example when you make first contact via phone or email or when you visit our premises. Neurospectrum can, however, also collect information and data from other sources such as your use of the website and social media pages.
When we say we, us or our in this privacy notice, we mean Neurospectrum Limited, a company registered in England and Wales under company number 13242053 with the registered office address of 26 Chishillways, Barrasford, Hexham, England, NE48 4AE.
For the purposes of the Data Protection Legislation, we are the controller of your personal data. This means that we are responsible for deciding how we hold and use personal information about you.
Our Data Protection Officer is Dr Jake Hutchinson (Director of Clinical Services). You can contact him at jake@neurospectrum.co.uk.
We are committed to protecting your privacy and safeguarding your personal data. Our use of your personal data is subject to the UK General Data Protection Regulation, the UK Data Protection Act 2018 and other UK privacy laws (together UK Data Protection Legislation).
Personal data means information which relates to an identified or an identifiable individual.
Types of personal data we may collect | Examples |
Identity data | title; first name; last name; date of birth; gender; images and recordings of you |
Contact data | email address; home address; telephone number, school name; school address; teacher name. |
Usage data | how you use and navigate our website, app and social media pages; products and services purchased; services you sign up for; events you attend or show an interest in. |
Professional data | job title; name of business or organisation; professional credentials; professional contact details. |
Communication data | details of enquiries submitted by you through our website, app, social media pages or emailed to us; information obtained through networking; newsletter subscription preferences; referrer details such as name, address, telephone number and referral reason. |
Financial and transactional data | bank account statements; bank account details; payment card details; details of orders/ services made and processed; details of payment received/made; details of invoices received/issued. |
Contract data | Details of your contracts with us. |
We collect certain special categories of personal data about you, including information about your health. More specifically we collect the following:
Special category of personal data | Specifics |
Health data | Medical records; mental health records; medical assessment records; genetic information. |
Race, ethnic origin and religion data | Medical records; mental health records; medical assessment records; genetic information. |
Criminal convictions and offence data | Medical records; mental health records; medical assessment records; medico-legal reports. |
The aforementioned data is collected through your interactions and engagement of us, for example, your completion of forms or from notes and information you provide to us or from your direct consent for us to obtain records.
Lawful bases for processing special categories of data
Under the Data Protection Legislation, we can only use special category personal data if we have a proper reason for doing so, for example: explicit consent, vital interests, employment etc.
We rely on explicit consent, vital interests, public health and health and social care purposes to process the special categories of data set out above. Consent shall be obtained during your engagement of us. If you decide to withdraw your consent at any stage, then you may do so by emailing us at admin@neurospectrum.co.uk.
Where you provide us with your explicit consent, we may process the following sensitive personal data for the below specific purposes:
Special category of data | Specific purposes for processing special category data |
Health data |
|
Race, ethnic origin and religion data |
your needs. |
Criminal convictions and offence data |
your needs. |
You have the right to withdraw consent at any time by emailing us at admin@neurospectrum.co.uk.
We may also collect, use and share anonymised, aggregated data (including anonymised health and wellbeing data) for any purpose including marketing, scientific research and statistical learning purposes.
Anonymised data may be derived from your personal data but is not considered personal information in law as this information does not directly or indirectly reveal your identity. For example, we may aggregate information on how you use our Website to calculate the percentage of users accessing a specific service via the Website.
We provide our services to children and in the course of doing so will collect their personal data in accordance with a privacy notice suitable for the age and understanding of the relevant child.
We collect most of this information from you direct. However, we may also collect information from other sources.
Type of source | Examples |
Direct interactions with you | when you contact us (e.g. by phone, email, visiting our premises); when you register your interest in our services; when you use our services; when you undergo a clinical assessment; when you participate in our user research activities (e.g. provide us with feedback or respond to our questionnaires and surveys); when you network with us (e.g. provide us with your business card or contact us via our social media); when you attend webinars we organise. |
Your use of our Website, and mobile app | when you use our website, app services and interact with us on social media; when you submit an enquiry or feedback to us or complete our survey; when you sign up to our mailing list, when you post any information or materials on our app. |
Automated technologies or interactions | as you interact with our website and app, we may automatically collect technical data. We collect this personal data by using cookies, server logs and other similar technologies. |
Your use of our social media pages | when you follow, post on, or interact with us on our social media accounts. |
From publicly accessible sources | your website; your profiles on social media platforms (e.g., LinkedIn, Facebook, Twitter); professional networking groups and databases. |
Third parties | from another organisation or professional who may have made an onward referral; doctors; clinicians; health-care professionals; hospitals; clinics; schools; universities. |
Under the Data Protection Legislation, we can only use your personal data if we have a proper reason for doing so, for example: consent, contact, legitimate interests, or legal obligation.
We may send you emails about our products and services if you are our existing client (on the basis of our legitimate interests) or, if you are our prospective client, when you expressly consent to receive such marketing emails.
We may also use cookies and similar tracking technologies (for example tracking pixels in our marketing emails) and analytics services (such as Google Analytics) to collect information about your use of our services and your interactions with our marketing emails.
We will ask for your consent to the use of non-essential cookies, including third party cookies.
You can always ask us to stop using your personal information for marketing purposes by:
From time to time, we may ask you to confirm or update your marketing preferences.
We may share your information with third parties for the purposes set out in this notice.
If you are our registered user of our services, we may share your personal data with associates and other affiliated businesses who may deliver services on our behalf.
We use Anna Money as our banking provider in connection with the provision of our services. When you pay us, you will be providing your personal data (for example, bank account details) to Anna Money.
Please see their Privacy Policy.
We use Royal Mail as our delivery service provider in connection with the provision of our services. When you use our services, us you will be providing your personal data (for example, home address) to Royal Mail. Please see their Privacy Policy.
We may also use Stripea payment gateway, to process payments in connection with our services. If you pay us using Stripe or if you receive payments from us through Stripe, you will be providing your personal data (for example, details of your payment card and billing address) to Stripe. Please see their Privacy Policy.
We also share data with providers and developers of other IT, digital, and technology products and services, which we use to operate our business. For example, providers of the Q Interactive Neuropsychological Assessment system. We impose contractual obligations on such providers to ensure that your personal data is protected.
We may also:
Such data recipients will be bound by confidentiality obligations.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
For example:
We may also anonymise your personal data (so that it can no longer be associated with you) for analytics, research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
You have a number of rights in relation to your personal data, which allow you to access and control your information in certain circumstances. You can exercise these rights free of charge, unless your request is manifestly unfounded or excessive (in which case we may charge a reasonable administrative fee or refuse to respond to such request).
Your right | Explanation |
Access | This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. |
Rectification | The right to require us to correct any inaccuracies in your personal data. |
Erasure (to be forgotten) | The right to require us to delete your personal data in certain situations. |
Restriction of processing | The right to require us to restrict processing of your personal data in certain circumstances (e.g., if you contest the accuracy of the data we hold). |
Data portability | The right to receive, in certain situations, the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party. |
To withdraw consent | The right to withdraw your consent, if we rely on your consent to use your information. |
To object | The right to object at any time to your personal data being processed for direct marketing (including profiling) or, in certain other situations, to our continued processing of your personal data (e.g., processing carried out for the purpose of our legitimate interests). |
Not to be subject to automated individual decision-making | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you, or similarly significantly affects you. |
If you would like to exercise any of those rights, please contact us at admin@neurospectrum.co.uk. Please let us know what right you want to exercise and the information to which your request relates.
We have appropriate security measures to prevent personal data from being accidentally lost or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
We hope that our Data Protection Officer can resolve any query or concern you may raise about our use of your information. You may contact our Data Protection Officer by using the contact methods set out in the How to contact us section of this privacy notice.
The Data Protection Legislation also gives you a right to lodge a complaint with a supervisory authority, in the country where you work, normally live or where any alleged infringement of data protection laws has occurred. The supervisory authority in the United Kingdom is the Information Commissioner, who may be contacted at https://ico.org.uk/make-a-complaint/, telephone on 0303 123 1113, or by post to: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
We would, however, appreciate the chance to deal with your concerns before you approach the supervisory authority, so please contact us in the first instance.
This privacy notice was last updated on 19th August 2022.
We may change this privacy notice from time to time; when we do, we will publish the new version of the privacy notice on our website. If you are our customer, we may also inform you via email or post.
