Privacy notice

Who we are

Oakwell is a trading name of Hanson Care Group Ltd, registered in England and Wales, company no. 11998035, registered office 14 Lawn Close, Ruislip, HA4 6ED. We are the controller of the personal information described here. ICO registration ZB976316. CHECK: ZB976316 was not found on the ICO’s public register on 25 Oct 2026: Hans to confirm the number or send the ICO certificate (§22.10)

For any privacy question, email info@oakwellmentalhealth.co.uk. CHECK: a named privacy contact, and whether a Data Protection Officer is needed

When you send us an enquiry

Our enquiry form asks for your name, how you’d like us to contact you, your email or phone number, who the enquiry is for, the service you’re interested in, your area, how you heard about us, and an optional message. Please don’t include medical details: we’ll ask for those securely once we’ve spoken.

• Why: to reply to you and, if you’d like, arrange a call or an assessment.
• Lawful basis: taking steps at your request before a contract (UK GDPR Article 6(1)(b)). Because an enquiry about an autism or mental health service can reveal health information, we also rely on Article 9(2)(h), for health care purposes, with the enquiry handled by a registered health professional. CHECK: confirm the lawful basis and Article 9 condition with Hans (and a DPIA for enquiries, §22.3)
• How it reaches us: the form sends your enquiry by email through SendGrid (Twilio), our email delivery service, to our mailbox. The form keeps no copy on our web server. SendGrid may process data in the United States. CHECK: the transfer safeguard Twilio relies on, e.g. the UK extension to the EU–US Data Privacy Framework (§9)
• Our mailbox: our email is provided by Microsoft 365. CHECK: data processing agreement, MFA and who has access (D2.5)
• How long we keep it: CHECK: how long enquiries are kept if someone doesn’t go on to use our services
• If you give an email address, we send you an automatic confirmation. It contains no health details.

When you visit this website

• Our web server records each request: your IP address, the page, the time and your browser. We keep these logs for 14 days, to keep the site secure and fix problems (our legitimate interests, Article 6(1)(f)).
• The site is hosted by Websposure Ltd, which acts as our processor. CHECK: hosting and data processing agreement, and the server’s location (§22.17)
• We set no cookies and use no advertising or tracking tools. Calm mode remembers your choice in your browser’s storage: see our cookies page.
• Analytics: none at the moment. CHECK: if a cookieless analytics service is added, name it here

When you use our services

CHECK: this section is written from Hans’s drafted privacy notice once the D2.4 answers are in. It must cover the clinical records platform; the video platform, whether observation sessions are recorded, who can view recordings and for how long; school questionnaires about a child; sharing within the team, including our contracted clinical psychologist and speech and language therapist; letters to GPs; and a short version for young people.

How long we keep clinical records

We follow our Clinical Records Retention and Disposal Policy, based on the NHS England Records Management Code of Practice 2021: for adults, 8 years after the last clinical contact; for children, until their 25th birthday, or their 26th if care ended when they were 17; and longer where there is a documented reason, such as a complaint or legal proceedings. CHECK: Hans to confirm this wording (D1)

Your rights

You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable form. Email info@oakwellmentalhealth.co.uk. We reply within one month.

If you’re unhappy with how we’ve handled your information, you can complain to the Information Commissioner’s Office.

Changes to this notice

Last updated: CHECK: date this notice is finalised