Privacy & Cookie Policy

Last Updated: Aug 2026

Initial Clinical Assessment

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1. Contact Details

If you have any questions about this policy or your data, you can contact us:

Email: info@openmindassessments.ie
Phone: 085 836 2890
Address: 4 The Bank, Hayestown, Rush, Co. Dublin, K56 CK11

2. Personal Data We Collect

We may collect the following categories of data:

Personal details
Name, date of birth, contact details, address, and emergency contact information.

Administrative data
Booking information, appointment history, correspondence, invoices, and payment records.

Clinical data
Developmental history, mental health history, medical history, neurodevelopmental information, questionnaire responses, psychometric results, clinical notes, diagnostic formulation, and reports.

Collateral information
Information from third parties such as family members, partners, GPs, referrers, or other professionals (where consent is provided).

Technical data
IP address, browser type, device information, cookies, and website usage data.

3. Why We Use Your Data

We use personal data to:

Respond to enquiries
Arrange and deliver assessments
Carry out ADHD and autism assessments
Administer questionnaires and clinical tools
Prepare reports and feedback
Communicate with you about your care
Manage payments and administration
Maintain clinical and legal records
Meet regulatory, insurance, and legal obligations
Ensure security and service quality

We only collect data that is necessary for these purposes.

4. Health Data (Special Category Data)

Much of the information we process is health-related data.

This is considered “special category data” under GDPR and is subject to additional safeguards.

We process this data only where it is necessary for:

Clinical assessment and diagnosis
Healthcare provision
Clinical reporting and formulation
Professional and legal obligations

5. Legal Basis for Processing

We process personal data on the basis that it is necessary to provide clinical services you have requested.

For health data, processing is carried out under healthcare-related lawful bases, subject to strict confidentiality.

We may also process data where required for:

Legal obligations
Safeguarding
Insurance or professional requirements
Legitimate business operations

Consent is specifically used when sharing information with third parties such as GPs, employers, or family members.

6. Sharing Your Data

We do not sell your data.

We may share information only where necessary with:

You (the client)
Healthcare professionals (with consent or lawful basis)
Referrers, employers, universities, or insurers (with consent)
IT, booking, and service providers
Accountants, insurers, or legal advisers
Regulators, courts, or authorities where required
Emergency or safeguarding services where risk is identified

Only the minimum necessary information is shared.

7. Third-Party Service Providers

We use trusted providers to deliver our service, including:

Microsoft 365 (email, storage, documentation, video calls)
Microsoft Teams (remote sessions)
NovoPsych (questionnaires and psychometrics)
QbCheck / Qbtech (ADHD testing where appropriate)
Secure payment processors
Website hosting and analytics providers
Accounting and professional services

All providers are selected for their security and GDPR compliance.

8. International Data Transfers

Some providers may store data outside the EEA.

Where this occurs, appropriate safeguards are used, such as:

EU Standard Contractual Clauses
Adequacy decisions
Other lawful transfer mechanisms

9. Data Retention

We retain data only as long as necessary:

Enquiries not progressing: up to 12 months
Clinical records: typically 8 years
Financial records: at least 6 years
Complaints or legal records: as required

Clinical records are not deleted on request where retention is required for legal, clinical, or professional reasons.

10. Data Security

We use appropriate safeguards including:

Secure Microsoft 365 systems
Password protection and multi-factor authentication
Access controls and limited staff access
Encrypted or secure storage where appropriate
Secure disposal procedures
Regular security reviews

No system can be guaranteed 100% secure, but we take data protection seriously.

11. Your Rights

You may have the right to:

Access your data
Correct inaccurate information
Request restriction of processing
Object to processing in certain cases
Request deletion in limited circumstances
Withdraw consent (where applicable)
Data portability (where applicable)
Lodge a complaint with the Data Protection Commission

These rights may be limited where clinical or legal obligations apply.

Contact: james@openmindassessments.ie

12. Cookies

Our website uses cookies to ensure proper functionality and improve user experience.

We may use:

Strictly necessary cookies (required for site function)
Functional cookies (preferences and forms)
Analytics cookies (usage insights, with consent where required)

We do not routinely use marketing or advertising cookies.

13. Managing Cookies

You can manage cookies through:

Website cookie settings/banner
Your browser settings

Disabling cookies may affect website functionality.

14. Complaints

If you are unhappy with how your data is handled, please contact us first so we can resolve the issue.

You also have the right to complain to the Data Protection Commission.

15. Changes to This Policy

This policy may be updated periodically. The latest version will always be available on our website.

Assessments

Email: info@openmindassessments.ie
Phone: 085 836 2890

Book an Initial Clinical Assessment

The first step is to contact us to make an enquiry or request an Initial Clinical Assessment. This provides an opportunity to discuss your concerns, ask questions about the assessment process, and explore whether an ADHD, autism, or AuDHD assessment may be the right next step. You will be guided through the process and told what to expect moving forward.