Your information
Privacy notice
We take your privacy seriously. This notice explains what information we collect, how we use it, and how we keep it safe.
In short
In short
We only collect the information we need to respond to enquiries, provide assessments and keep our clinical records. We store it securely, keep it only as long as we need to, and never sell it. Microsoft Teams calls may be transcribed in line with our policies for accurate record keeping.
What we collect
Information you share with us
Enquiries and bookings
When you complete a form, send an email or call us, we collect your name, contact details, the reason for your enquiry and any information you choose to share. This helps us respond and decide whether we are the right service for you.
Clinical records
During an assessment we collect referral letters, questionnaires, developmental history, observation notes, informant information, assessment scores and the clinician's report. These are held as confidential clinical records.
We use WriteUpp, a clinical records platform, to store and manage this information. Using a platform that is aimed at UK services does not automatically mean every item of information is stored only in the UK. We have confirmed with WriteUpp that patient data for our account is held on servers within the European Union, in Dublin and Amsterdam, and that backups are retained for two years. WriteUpp also publishes the list of subprocessor organisations it uses, including Microsoft Azure for hosting. The full supplier and international-transfer details are set out in our full privacy notice. If you would like to know more, please ask us.
Learning Hub accounts
If you create a free Learning Hub account, we store your email address and any progress or bookmarks you save so the site works for you across visits.
Website usage
We use analytics to understand how people find and move around the site. This data is anonymised and does not identify you personally.
Online appointments
Microsoft Teams calls and transcription
Some appointments and consultations take place using Microsoft Teams. Where transcription is used, it is done in line with our internal policies and professional obligations, to support accurate record keeping and to make sure nothing important is missed.
- Transcripts are treated as part of the confidential clinical record.
- They are stored securely and only accessed by staff who need them for your care.
- We do not use transcripts for training, marketing or any purpose unrelated to your assessment or support.
- If you have questions about transcription for a specific appointment, please ask your clinician or contact us before the call.
How we use information
Why we keep it
We use your information to respond to enquiries, book appointments, carry out assessments, write reports, provide post-diagnostic support, meet our legal and clinical obligations, and improve our services. We only share information with others when you give clear consent or when we are required to by law.
Your rights
Access, correction and deletion
You have the right to know what information we hold about you, to ask for mistakes to be corrected, and to request deletion where the law allows. We will respond to requests promptly and explain any limits that apply.
To make a request, email bookings@sensationalminds.co.uk.
Questions
Contact us about privacy
If you have any questions about this notice, how we handle your data, or how Microsoft Teams transcription is used, please get in touch.
Answers
Privacy questions
Written to be genuinely useful, and short enough to read at the end of a long day.