Privacy Notice

Effective Date: 02.01.2025

The Spectrum Mind Ltd (“we,” “our,” or “us”) is committed to protecting and respecting your privacy. This Privacy Notice outlines how we collect, use, store, and protect your personal information in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

The Spectrum Mind Ltd specialises in mental health and neurodevelopmental conditions, providing assessment, diagnosis, and treatment services. We are a registered company in the United Kingdom, operating under company number 16146661, with our registered office at 20 Wenlock Road, London, England, N1 7GU, and our physical address at 37 Wigton Road, Romford, Essex, England, RM3 9HB.

2. What Information We Collect

We may collect and process the following types of personal data:

2.1 Personal Information Provided by You:

Name, address, date of birth, and contact details (e.g., phone number, email address).
Medical history, health records, and treatment plans.
Emergency contact information.
Payment details (e.g., bank account or credit card information).

2.2 Information Automatically Collected:

IP address, browser type, and operating system when you use our website.
Cookies and similar technologies to enhance user experience (see our Cookie Policy for details).

2.3 Special Category Data:

Health information, including mental health conditions, medication history, and diagnostic details.

Information related to diversity monitoring (e.g., ethnicity or disability status) where explicitly consented to.

3. How We Use Your Information

We process your personal data for the following purposes:

3.1 To Provide Services:

To assess, diagnose, and treat mental health and neurodevelopmental conditions.

To manage appointments and deliver follow-up care.

3.2 For Communication:

To contact you regarding appointments, results, or changes to services.

To send updates, newsletters, or promotional content where consent has been given.

3.3 For Legal and Regulatory Compliance:

To maintain accurate records in compliance with healthcare regulations.

To respond to legal obligations or requests from regulatory authorities.

3.4 To Improve Our Services:

To analyse service use and feedback to enhance patient care.

To conduct audits and quality assurance.

4. Legal Basis for Processing

We rely on the following legal bases for processing your personal data:

Consent: For specific uses such as marketing communications.

Contractual Obligation: To deliver healthcare services as agreed.

Legal Obligation: To comply with laws and regulatory requirements.

Vital Interests: In emergencies to protect your health and safety.

Legitimate Interests: To improve our services and ensure operational efficiency.

5. Sharing Your Information

We may share your data with the following parties where necessary:

Healthcare professionals involved in your care.

Laboratories, pharmacies, or other service providers.

Regulatory bodies and law enforcement when legally required.

Third-party service providers (e.g., IT support, payment processors) under strict confidentiality agreements.

We do not sell or rent your data to third parties.

6. Data Retention

We retain your personal data only as long as necessary to fulfil the purposes outlined in this notice or as required by law. Health records are typically retained for at least 8 years following the last interaction, in accordance with healthcare regulations. For children, we retain medical records until they reach the age of 25, in line with healthcare regulations.

7. Your Rights

Under the UK GDPR, you have the following rights:

Right to Access: Request access to your personal data.
Right to Rectification: Correct inaccurate or incomplete information.
Right to Erasure: Request deletion of your data (where applicable – note that the right to erasure may not apply to certain health records).
Right to Restrict Processing: Limit how your data is processed.
Right to Data Portability: Request transfer of your data to another service provider.
Right to Object: Object to certain processing activities.
Right to Withdraw Consent: Withdraw consent where processing is based on consent.

To exercise your rights, please contact us at info@spectrummind.co.uk

8. Data Security

We implement robust technical and organisational measures to safeguard your personal data, including:

Encryption of sensitive data.

Secure storage systems and access controls.

Regular staff training on data protection practices.

9. International Data Transfers

We do not transfer your data outside the UK. If this changes, we will ensure compliance with relevant data protection laws.

10. How to Contact Us

If you have any questions about this Privacy Notice or wish to exercise your rights, please contact us:

The Spectrum Mind Ltd

Email: info@spectrummind.co.uk

Phone: 02035763134

Address: 37 Wigton Road, Romford, Essex, England, RM3 9HB

11. Complaints

If you are unhappy with how we handle your data, you can contact us or lodge a complaint with the Information Commissioner’s Office (ICO):

Website: https://ico.org.uk

Phone: 0303 123 1113

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We may update this Privacy Notice periodically. Please check our website for the latest version.