Privacy Policy

Policy Statement

This privacy policy explains how we collect, use, and protect your personal information when you interact with Jane Stratton Cognitive Learning Specialist. We are committed to safeguarding the privacy and personal data of all clients, families, and website users in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

Jane Stratton Cognitive Learning Specialist supports individuals with neurodivergent conditions to reach their full potential through comprehensive cognitive assessments. These assessments explore comprehension, memory, creativity, problem-solving and critical thinking to build a tailored picture of each client’s strengths and learning profile.

Who We Are

Jane Stratton Cognitive Learning Specialist is the data controller for any personal information you provide to us. You can contact us using the following details;

Data Controller: Jane Stratton

Contact Email: [email protected].

Phone: 07507 789519

Website: https://cognitivespecialist.co.uk/

What Information We Collect

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

• Full name

• Email address

• Phone number

• Date of birth

• Information relating to cognitive abilities or support needs

• Booking and payment data (via Calendly and payment processors)

• Assessment responses

• Contact preferences and mailing list subscriptions

We do not knowingly collect data from children without the appropriate consent from a parent or guardian.

We also collect limited technical data through cookies – please see our Cookie Policy for more details.

Child Privacy

We work with children aged 5 and above. Personal data about children is only collected with the verified consent of a parent or guardian. This typically occurs when a parent completes an online onboarding form and signs an electronic contract on behalf of their child.

Data relating to children is handled with strict confidentiality, used solely for the delivery of assessment services, and stored securely in accordance with data protection laws. Information is never shared with third parties unless it is necessary for service delivery and the parent or guardian has explicitly provided consent.

If we become aware that we have collected data from a child without the appropriate consent, we will delete it promptly.

How We Collect Your Data

We collect data when:

• You book a consultation or assessment (via Calendly)

• You contact us via our website, email, or phone

• You provide responses during cognitive assessments

• You subscribe to our mailing list or request updates

• You request follow-up communication involving schools, families or employers (with your permission)

How We Use Your Information

Your data is used for the following purposes:

• Schedule and manage cognitive assessments

• Respond to enquiries

• Develop personalised assessment reports and feedback

• Communicate with families, schools, or employers (only with consent)

• Administer invoicing and manage records

• Send newsletters or information you’ve opted into

Our legal bases for processing include contract, consent, legitimate interests, and legal obligation.

Use of Cookies

We use cookies and similar technologies to improve your experience on our website, understand how visitors use our content, and support essential website functions.

When you visit our site, a cookie banner will appear allowing you to manage your preferences. You can choose to accept or reject non-essential cookies.

We rely on consent for the use of non-essential cookies (such as those used for analytics or advertising) and on legitimate interests for essential cookies required for site functionality.

Our Legal Grounds for Using Your Data

Under UK data protection law, we must have a lawful basis to process your information.

Our legal bases for processing include;

• signed contract,

• consent,

• legitimate interests,

• and legal obligation.

How Long We Keep Your Information

We only keep personal data for as long as necessary to fulfil the purpose it was collected for and as outlined by the ICO Data retention policy appendix B.

• Assessment and consultation records: Up to 6 years after the last contact

• Mailing list data: Until you unsubscribe or inactive for 2 years

• Financial records: As required for tax and legal obligations (up to 7 years)

Who We Share Your Data With

We only share your data where necessary and with your consent:

• With SOI Systems: Client names are shared solely to generate official reports based on assessment responses.

• With schools or employers: Only when requested and authorised by you

• With payment processors: For secure transaction handling

• With booking and IT service providers: Such as Calendly and Funnel Sketchers, to manage assessments and client communications

• With payment processors: For secure transaction handling.

We do not sell personal data and ensure that all third parties comply with UK GDPR standards.

Our Commitment to Data Security

We take the security of your personal information seriously. To prevent unauthorised access, maintain data accuracy, and ensure proper use of your information, we have put in place appropriate physical, electronic, and organisational measures to safeguard the data we collect.

These measures include secure servers, data encryption, access restrictions, and regular reviews of our security practices. We take reasonable and practicable precautions to ensure your data security.

Your Rights

As a data subject you have the following rights under UK GDPR:

• To be informed of what data we hold and are collecting.

• To access the personal data, we hold about you

• To ask us to correct or update inaccurate data

• To ask us to delete your data in certain circumstances

• To object to or restrict how we use your data

• To withdraw consent at any time (where we rely on consent)

• To lodge a complaint with the UK Information Commissioner’s Office (ICO)

To exercise any of these rights, contact us using the details further up.

Changes to This Policy

We may update this policy occasionally to reflect changes in regulation or how we work. The latest version will always be available on our website, and we will highlight any significant changes clearly.

Complaints

If you have any concerns about your personal data, you can contact us directly. You also have the right to raise a complaint with the Information Commissioner's Office (ICO):

ICO Contact Information:

Website: https://www.ico.org.uk

Phone: 0303 123 1113

Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

For further information or to exercise your rights, please contact Jane Stratton at [email protected]