Colley and Jones Autism Customer Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Email

info@colleyandjones.co.uk

What information we collect, use, and why

We collect or use the following personal information for the operation of client or customer accounts:

  • Names and contact details
  • Addresses

We also collect or use the following information for the operation of client or customer accounts:

  • Health information relevant to autism diagnosis and support

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Address

Lawful bases and data protection rights

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legitimate interests – We use your information to provide services, improve our support, and comply with legal obligations, while ensuring your rights and privacy are protected. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • To provide accurate and timely diagnosis and support to individuals with autism and their families. To ensure the quality and safety of our services. To continuously improve our services through feedback and evaluation. To communicate effectively with our clients and their families. To manage our business operations and maintain financial sustainability. To comply with legal and regulatory obligations. We are committed to respecting the privacy of our clients and their families, and only process personal data for legitimate interests where it is necessary to achieve our objectives. We take steps to ensure that our legitimate interests are balanced with the privacy rights of individuals and do not override those rights.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Where we get personal information from

  • Directly from you

How long we keep information

Type of Data | Retention Period

Client Records (including assessment reports, and personal data) | 10 years from the date of last contact with the client, or until the client reaches the age of 25, whichever is longer.

Financial Records (including invoices, payments, and expenses) | 6 years from the end of the financial year in which the transaction occurred

Email correspondence | 6 years from the date of the last communication

Complaints | 6 years from the date of resolution

In line with the UK General Data Protection Regulation (UK GDPR), data should not be kept for longer than is necessary for its original purpose and must be securely destroyed when it is no longer needed.

We have a joint controller relationship with Colley and Jones Autism. We process your personal information with that joint controller for the following reason: In order to manage customer accounts and for dealing with enquiries.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

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

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

26 November 2024