1. Who we are
Roundway Centre (“we”, “us”, “our”) provides autism assessments, diagnostic services, and therapy support for children, young people, and young adults up to the age of 25.
We are committed to protecting your privacy and handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Contact details:
Email: office@roundwaycentre.org.uk
Address: Flynn House, 32 Woodford Road, Bramhall, Stockport, SK7 1PA
2. What information we collect
We collect and process personal data to provide safe, effective assessment and therapy services.
This may include:
Personal information
- Name of parent/carer and/or client
- Date of birth
- Contact details (email, phone, address)
- Relationship to child/young person
Sensitive (special category) data
Because we provide neurodevelopmental and therapeutic services, we may also collect sensitive information, including:
- Developmental history
- Behavioural and emotional information
- Mental health and wellbeing information
- Educational information (e.g. school reports, EHCPs)
- Medical or clinical information relevant to assessment or therapy
- Diagnostic assessments and reports
We only collect this information where it is necessary for providing appropriate care and support, and we process it under strict confidentiality.
Technical and website data
- IP address
- Browser/device information
- Website usage data
- Cookies
3. How we use your information
We use personal data to:
- Carry out autism assessments and therapy services
- Communicate with parents, carers, and clients
- Arrange appointments and manage bookings
- Prepare clinical reports and recommendations
- Support safeguarding and duty of care responsibilities
- Maintain accurate clinical records
- Improve our services and website
- Send important service-related updates
We will never use your data for unrelated purposes without your consent.
4. Lawful basis for processing
We process your data under the following lawful bases:
- Consent – where you have given clear permission (e.g. referrals, marketing emails)
- Contract – to deliver the assessment and therapy services you have requested
- Legal obligation – for safeguarding, clinical record-keeping, and regulatory requirements
- Vital interests – where necessary to protect someone’s safety
- Legitimate interests – for running and improving our service in a way that does not override your rights
For special category data (such as health and diagnostic information), we rely on additional legal bases under UK GDPR Article 9, including healthcare provision and explicit consent where required.
5. Confidentiality and safeguarding
We treat all client information as strictly confidential.
However, we may share information without consent if:
- There is a safeguarding concern involving a child or vulnerable person
- We are legally required to do so (e.g. court order, statutory duty)
- There is a risk of serious harm to the individual or others
Where possible, we will inform you before sharing information unless doing so would increase risk.
6. Who we share your data with
We may share data with trusted third-party providers who support our services, including:
- Clinical professionals and assessors within Roundway Centre
- NHS professionals, GPs, or schools (where appropriate and with consent)
- Secure cloud storage and clinical record systems
- Email and communication providers
- Payment and booking platforms
- IT and website service providers
All third parties are required to comply with UK GDPR and maintain strict confidentiality.
We do not sell your data.
7. Data retention
We retain personal and clinical records for as long as necessary to provide safe and effective care and to meet legal and professional obligations.
Typical retention periods may include:
- Clinical records: up to 8–10 years after last contact (or longer for minors, in line with guidance)
- Enquiry data: up to 12–24 months if no service is taken up
- Marketing data: until consent is withdrawn
8. Your rights
Under UK GDPR, you have the right to:
- Access your personal data
- Request correction of inaccurate information
- Request deletion of your data (where appropriate)
- Restrict or object to processing
- Request data portability
- Withdraw consent at any time (where processing is based on consent)
To exercise your rights, contact us at: [your email]
9. Data security
We take data security seriously and use appropriate safeguards to protect your information, including:
- Secure encrypted systems
- Password-protected databases
- Restricted staff access on a need-to-know basis
- Secure storage of clinical records
While we take all reasonable steps to protect your data, no system is completely secure.
10. Cookies and website tracking
Our website uses cookies to:
- Ensure the website functions properly
- Analyse website traffic and performance
- Improve user experience
You can control cookies through your browser settings or via our cookie banner.
11. Children and young people
We work with children and young people up to age 25.
Where a child is under 16, we will typically obtain consent from a parent or legal guardian. We also take into account the child’s ability to understand and consent where appropriate.
12. Third-party links
Our website may include links to external websites. We are not responsible for the privacy practices of those sites and recommend reviewing their policies separately.
13. Changes to this policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website with an updated date.
14. Contact us
If you have any questions about this Privacy Policy or how your data is handled, please contact:
Roundway Centre
Email: office@roundwaycentre.org.uk
Address: Flyn House, 32 Woodford Road, Bramhall, Stockport, SK71PA.