Privacy Policy
SEND Support Banbury Ltd
1. Introduction
SEND Support Banbury Ltd respects your privacy and is committed to protecting the personal information entrusted to us.
We provide autism and ADHD assessments and a range of SEND, social work, therapeutic and support services to children, young people and adults.
Our services can involve highly sensitive information, including information about health, neurodevelopment, mental health, education, family circumstances and safeguarding. We understand the importance of keeping this information confidential and secure.
This Privacy Policy explains how we collect, use, store and protect personal information when you:
Visit our website;
Contact us;
Make an enquiry or referral;
Book an assessment or other service;
Complete questionnaires or forms;
Attend an assessment;
Provide information about yourself or another person;
Communicate with us; or
Receive an assessment report or other service from SEND Support Banbury.
We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who We Are
The organisation responsible for your personal information is:
SEND Support Banbury Ltd
Company number: 16176185
Address:
First Floor, 4 Parson Street
Banbury
OX16 5LW
SEND Support Banbury Ltd is the data controller for personal information processed in connection with our website and, where applicable, our assessment and support services.
If you have any questions about this Privacy Policy or how we process personal information, please contact us at:
3. What Information We Collect
The information we collect depends on the services you use.
3.1 Information Provided Directly by You
We may collect:
Your name;
Date of birth;
Preferred name;
Pronouns, where provided;
Address;
Telephone number;
Email address;
Emergency contact information;
GP and healthcare information;
NHS number, where relevant;
Information about education or employment;
Information about family and relationships;
Information about support needs;
Medical and developmental history;
Mental health information;
Previous diagnoses;
Medication information;
Neurodevelopmental information;
Information about communication, behaviour and sensory experiences;
Screening and assessment questionnaire responses;
Information provided during interviews and assessments;
Previous assessment reports;
Educational or medical reports;
Information relating to safeguarding; and
Any other information you choose to provide to us.
3.2 Information About Children and Young People
Where we provide services to a child or young person, we may collect information from:
The child or young person;
Parents;
People with parental responsibility;
Carers or guardians;
Schools;
Teachers and SENCOs;
GPs;
Paediatricians;
Psychologists;
Psychiatrists;
Speech and language therapists;
Occupational therapists;
Social workers; and
Other professionals involved in the child’s care, education or support.
This may include developmental, educational, medical, behavioural, social and family information.
3.3 Information Received From Other Organisations
We may receive information from local authorities, schools, healthcare professionals, solicitors, courts, social care services and other organisations where this is relevant to the service we are providing and there is an appropriate lawful basis for doing so.
4. Special Category and Health Information
Some of the information we process is special category personal data under the UK GDPR.
This can include information concerning:
Physical or mental health;
Medical history;
Diagnoses;
Neurodevelopment;
Mental health;
Disability;
Developmental history; and
Other information relating to an individual’s health or wellbeing.
Autism and ADHD assessments necessarily involve processing information of this nature.
The UK GDPR provides additional protection for health information. We will only process special category information where we have both an appropriate lawful basis under Article 6 and an applicable condition under Article 9 of the UK GDPR, together with any additional requirements under the Data Protection Act 2018 where applicable.
Where appropriate to the services we provide, this may include processing necessary for health or social care, diagnosis, assessment or the provision or management of health or social care services.
We apply additional safeguards to sensitive information and limit access to those who have a legitimate reason to access it.
5. How We Use Your Information
We may use personal information to:
Respond to enquiries;
Process referrals;
Arrange and manage appointments;
Conduct autism assessments;
Conduct ADHD assessments;
Complete screening and assessment questionnaires;
Review developmental and medical history;
Gather information from parents, carers, schools and professionals;
Conduct clinical interviews and observations;
Prepare assessment reports;
Provide feedback following an assessment;
Provide recommendations and post-diagnostic support;
Provide SEND and social work services;
Communicate with you about your service;
Communicate with relevant professionals;
Maintain appropriate clinical and professional records;
Process payments and invoices;
Manage cancellations;
Respond to complaints;
Meet legal, regulatory and professional obligations;
Protect children, young people and adults from harm where necessary;
Prevent fraud or misuse;
Maintain the security of our systems; and
Improve the quality and administration of our services.
We will not use assessment information for purposes unrelated to the provision and administration of our services unless we have an appropriate lawful basis.
6. Autism and ADHD Assessments
SEND Support Banbury provides autism and ADHD assessment services for children, young people and adults.
Autism assessments may involve screening questionnaires, parent or caregiver interviews, developmental history, face-to-face assessment, clinical observations and multidisciplinary professional input.
Where appropriate, autism assessments may use recognised assessment tools and frameworks, including ADOS-2 and ADI-R.
ADHD assessments may involve information from the individual, parents, education professionals and other relevant informants, depending on the person’s age and circumstances.
Information obtained during assessments is treated as confidential assessment information and is protected accordingly.
7. Confidentiality
We treat information obtained during assessments and other services as confidential.
Access to personal information is restricted to people who have a legitimate professional or administrative reason to access it.
However, confidentiality has legal and professional limits.
We may disclose information where:
You have provided appropriate consent;
Disclosure is necessary for your care or support;
Disclosure is required by law;
We receive a valid court order;
There is a serious risk of harm to you or another person;
There are safeguarding concerns;
Disclosure is necessary to protect a child or vulnerable adult;
Disclosure is necessary to protect someone’s vital interests; or
Disclosure is otherwise permitted or required by law.
Where appropriate and lawful, we will discuss significant disclosures with you before information is shared.
We may, however, disclose information without informing you beforehand where doing so would increase the risk of harm or would otherwise be unlawful or inappropriate.
8. Children and Young People
SEND Support Banbury provides services to children and young people as well as adults.
When processing a child’s or young person’s information, we will take account of their age, maturity, understanding, rights and best interests.
We may obtain information from parents, people with parental responsibility, carers, schools and healthcare professionals where appropriate.
A parent or person with parental responsibility does not automatically have an unrestricted right to access all information relating to a child.
Requests for access to a child’s information will be considered in accordance with applicable data protection law and the child’s rights and circumstances.
Where appropriate, we will involve the child or young person in decisions concerning their personal information in a manner appropriate to their age and understanding.
9. Information From Parents, Schools and Professionals
Information from people who know the person being assessed can be an important part of an autism or ADHD assessment.
We may therefore request or receive information from:
Parents and carers;
Partners and family members;
Schools and teachers;
SENCOs;
GPs;
Paediatricians;
Clinical psychologists;
Psychiatrists;
Speech and language therapists;
Occupational therapists;
Social workers; and
Other relevant professionals.
We will only request, receive or share information where there is an appropriate lawful basis and where the information is relevant to the service being provided.
10. Assessment Reports
Assessment reports may contain highly sensitive personal information.
Depending on the assessment, a report may include:
Personal and developmental history;
Medical information;
Information provided by parents, carers or other informants;
Educational information;
Assessment findings;
Clinical observations;
Diagnostic conclusions where applicable;
Recommendations; and
Suggested support or reasonable adjustments.
Reports will be provided to the appropriate person or organisation in accordance with the arrangements for the service and applicable data protection law.
We will not routinely disclose assessment reports to unrelated third parties.
11. Sharing Information
We may share personal information where necessary and lawful with:
The person being assessed;
Parents, carers or people with parental responsibility where appropriate;
GPs and healthcare professionals;
Schools, colleges and educational professionals;
Social care professionals;
Members of the multidisciplinary assessment team;
Other professionals involved in an assessment;
Local authorities;
Solicitors and courts where relevant to the service;
Professional advisers;
Insurers;
IT and secure-record providers;
Payment providers;
Accountants and administrative service providers;
Regulatory or professional bodies where required; and
Government authorities or law enforcement agencies where legally required.
We aim to share only information that is relevant and necessary for the particular purpose.
12. Multidisciplinary Assessment Team
Some assessments are delivered by a multidisciplinary team.
Depending on the service, this may involve appropriately qualified professionals from different disciplines.
Relevant assessment information may be shared within the multidisciplinary team where this is necessary for the assessment and there is an appropriate lawful basis.
All professionals involved are expected to maintain appropriate confidentiality and comply with applicable data protection requirements.
13. Email and Microsoft 365
We use Microsoft 365/Outlook for business email and related communication services.
Email communications may contain personal or sensitive information where this is necessary for the provision of our services.
We take reasonable steps to protect email communications and access to our Microsoft 365 accounts, including appropriate account security and access controls.
Where particularly sensitive information needs to be transferred, we may use additional security measures where appropriate.
14. Online and Video Assessments
Some appointments and assessments provided by SEND Support Banbury may take place online using Microsoft Teams, provided through Microsoft 365.
Microsoft Teams may process information such as your name, email address, meeting details, technical information and other information necessary to provide the video communication service.
We use Microsoft Teams to facilitate online appointments and assessments and take appropriate steps to protect the confidentiality of information discussed during those appointments.
We do not routinely record assessment sessions.
If an assessment or consultation is to be recorded, we will tell you before recording begins and explain:
What will be recorded;
Why the recording is being made;
How the recording will be used;
Who will have access to it;
How it will be stored; and
How long it will be retained.
We will obtain any consent or establish any other lawful basis required before recording takes place.
Microsoft may process information in accordance with its own privacy and data protection terms.
We recommend that clients attend online assessments from a private and secure location and take reasonable steps to prevent other people from overhearing confidential discussions.
15. Website Contact Forms and Google reCAPTCHA
Our website allows visitors to contact SEND Support Banbury through an online contact form.
Information submitted through the contact form may include your name, email address and any information you choose to include in your message.
Because our services concern health and SEND, we ask that you do not include detailed medical, diagnostic or other sensitive information in the website contact form unless specifically requested.
Our contact form is protected using Google reCAPTCHA.
Google may process technical information associated with your use of the service.
Google’s own privacy terms apply to its processing of information through reCAPTCHA.
16. Cookies and Website Analytics
Our Website may use cookies and similar technologies.
Cookies may be used to:
Where required by law, we will obtain consent before using non-essential cookies.
We will not intentionally collect detailed clinical or diagnostic information through website analytics or advertising technologies.
17. Marketing
We may contact you about our services where we have an appropriate lawful basis to do so.
We will not use sensitive assessment information, including diagnostic information or assessment results, to create marketing profiles.
You can opt out of marketing communications at any time.
18. Third-Party Service Providers
We may use trusted third-party providers to operate our business and deliver our services.
These may include providers of:
Microsoft 365/Outlook;
Microsoft Teams;
Secure clinical record systems;
Cloud storage;
Appointment and booking systems;
Website hosting;
IT support;
Cybersecurity services;
Payment processing;
Accounting; and
Other administrative services.
Where a third party processes personal information on our behalf, we take appropriate steps to ensure that suitable contractual, confidentiality and security arrangements are in place.
19. Data Security
We recognise the highly sensitive nature of assessment and health information.
We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, alteration, destruction or disclosure.
These measures may include:
Password-protected systems;
Multi-factor authentication where available;
Access controls;
Encryption where appropriate;
Secure electronic communication;
Restricted access to assessment records;
Confidentiality obligations;
Secure backups;
Cybersecurity measures;
Secure disposal of records; and
Regular review of security procedures.
No electronic system can be guaranteed to be completely secure. However, we take reasonable steps to protect the information entrusted to us.
20. How Long We Keep Information
We retain information only for as long as reasonably necessary and in accordance with applicable legal, regulatory, professional and insurance requirements.
Our financial records may be retained for at least six years where required by applicable tax and accounting requirements.
The retention period for clinical and assessment records may be different from the retention period for financial records.
Clinical and assessment records: 8 years
Financial records: At least six years where required by applicable tax and accounting requirements.
Website enquiry information: 1 year
When information is no longer required, we will securely delete, destroy or anonymise it where appropriate.
21. International Transfers
Some third-party service providers may process personal information outside the UK.
Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place under applicable data protection legislation.
22. Automated Decision-Making
We do not use solely automated decision-making to diagnose autism or ADHD.
Assessment and diagnostic decisions are made by appropriately qualified professionals using relevant assessment information, clinical evidence and professional judgement.
23. Your Data Protection Rights
Depending on the circumstances, you may have rights under UK data protection law including the right to:
Access personal information we hold about you;
Request correction of inaccurate information;
Request deletion in certain circumstances;
Request restriction of processing in certain circumstances;
Object to certain processing;
Request portability of certain information;
Withdraw consent where processing is based on consent; and
Complain to the Information Commissioner’s Office.
These rights are subject to certain legal limitations and exemptions.
For example, we may be required to retain certain clinical, financial, legal or professional records even where you request deletion.
24. Accessing Your Information
You can request access to the personal information we hold about you by contacting:
SEND Support Banbury Ltd
Address: First Floor, 4 Parson Street, Banbury, OX16 5LW
Please provide enough information for us to identify you and locate the relevant records.
We may need to verify your identity before releasing information.
Where a request concerns a child or another individual, we will consider whether the person making the request has the appropriate authority and whether disclosure is lawful.
25. Safeguarding
Safeguarding is an important part of our work with children, young people and adults.
Where we identify a concern that a child, young person or adult may be at risk of significant harm, we may need to share relevant information with appropriate safeguarding or statutory services.
We will share information only where there is an appropriate lawful basis and will aim to share information that is relevant and proportionate to the concern.
The welfare and safety of children, young people and adults at risk may take priority over confidentiality where the law permits or requires information to be disclosed.
26. Complaints About Data Protection
If you have concerns about how we have handled your personal information, please contact us first so that we can investigate and try to resolve the matter.
SEND Support Banbury Ltd
Address: First Floor, 4 Parson Street, Banbury, OX16 5LW
You also have the right to complain to the UK’s data protection regulator:
Information Commissioner’s Office (ICO)
27. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or the way we process personal information.
The most recent version will be published on our Website.
The date at the top of this Privacy Policy shows when it was last updated.
Last updated: 18 August 2026
28. Contact Us
If you have any questions about this Privacy Policy or how SEND Support Banbury Ltd processes personal information, please contact:
SEND Support Banbury Ltd
First Floor, 4 Parson Street
Banbury
OX16 5LW
Company number: 16176185
