ADHD UK Privacy Policy
1. Introduction
1.1 We are committed to safeguarding the privacy of our website visitors; in this policy we explain how we will treat your personal information.
1.2 By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.
2. Credit
2.1 This document was created using a template from SEQ Legal https://seqlegal.com/.
3. Collecting personal information
3.1 We may collect, store and use the following kinds of personal information: (a) Information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths); (b)information that you provide to us when registering with our website (including your email address); (c)Information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (including your name and email address); (d) Information that you provide to us when using the services on our website, or that is generated in the course of the use of those services (including the timing, frequency and pattern of service use); (e) Information relating to any purchases you make of our goods and/or services or any other transactions that you enter into through our website (including your name, address, telephone number, email address and card details); (f) Information contained in or relating to any communication that you send to us or send through our website (including [the communication content and metadata associated with the communication); and (g) any other personal information that you choose to send to us.;
4. Using personal information
4.1 Personal information submitted to us through our website will be used for the purposes specified in this policy or on the relevant pages of the website.
4.2 We may use your personal information to: (a) administer our website and charity; (b)personalise our website for you; (c)enable your use of the services available on our website; (d) send you goods purchased through our website; (e) send statements, invoices and payment reminders to you, and collect payments from you; (f) send you non-marketing commercial communications; (g) send you email notifications that you have specifically requested; (h) send you our email newsletter, if you have requested it (you can inform us at any time if you no longer require the newsletter); (i) deal with enquiries and complaints made by or about you relating to our website; (j) keep our website secure and prevent fraud; and (k) verify compliance with the terms and conditions governing the use of our website.
4.3 We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party’s direct marketing.
4.4 All our website financial transactions are handled through our payment services provider, CharityCheckout. You can review the provider’s privacy policy at the bottom of our “Donate” page. We will share information with our payment services provider only to the extent necessary for the purposes of processing payments you make via our website, refunding such payments and dealing with complaints and queries relating to such payments and refunds.
5. Disclosing personal information
5.1 We may disclose your personal information to any of our officers, insurers, professional advisers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this policy.
5.2 We may disclose your personal information: (a) to the extent that we are required to do so by law; (b) in connection with any ongoing or prospective legal proceedings; (c)in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk); (d) to the purchaser (or prospective purchaser) of any charity, business or asset that we are (or are contemplating) selling; and (e) to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.
5.3 Where we deliver an event or service jointly with partner organisations (for example the Global ADHD Conference, delivered with the partner charities listed on that event’s website), we may share registration, donation and related information with those partner organisations so that the event or service can be delivered, evaluated and reported on. Partner organisations may only use this information in connection with that event or service.
5.4 Except as provided in this policy, we will not provide your personal information to third parties.
6. International data transfers
6.1 Information that we collect may be stored and processed in and transferred between any of the countries in which we operate in order to enable us to use the information in accordance with this policy.
6.2 Information that we collect may be transferred to the following countries which do not have data protection laws equivalent to those in force in the European Economic Area: the United States of America, Russia, Japan, China and India; and Australia, New Zealand, Singapore and South Africa, where our event partner organisations are based.
6.3 Personal information that you publish on our website or submit for publication on our website may be available, via the internet, around the world. We cannot prevent the use or misuse of such information by others.
6.4 You expressly agree to the transfers of personal information described in this Section 6.
7. Retaining personal information
7.1 This Section 7 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.
7.2 Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
7.3 Without prejudice to Section 7.2, we will usually delete personal data falling within the categories set out below: (a)Personal data will be deleted within 5 working days of you informing us that you want us to delete it.
7.4 Notwithstanding the other provisions of this Section 7, we will retain documents (including electronic documents) containing personal data: (a) to the extent that we are required to do so by law; (b)if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and (c)in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
8. Security of personal information
8.1 We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
8.2 We will store all the personal information you provide on our secure password- and firewall-protected servers.
8.3 All electronic financial transactions entered into through our website will be protected by encryption technology.
8.4 You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
9. Amendments
9.1 We may update this policy from time to time by publishing a new version on our website.
9.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
10. Your rights
10.1 You may instruct us to provide you with any personal information we hold about you; provision of such information will be free of charge (except where the request is manifestly unfounded or excessive) and will be subject to the supply of appropriate evidence of your identity.
10.2 We may withhold personal information that you request to the extent permitted by law.
10.3 You may instruct us at any time not to process your personal information for marketing purposes.
10.4 In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.
11. Third party websites
11.1 Our website includes hyperlinks to, and details of, third party websites.
11.2 We have no control over, and are not responsible for, the privacy policies and practices of third parties.
12. Updating information
12.1 Please let us know if the personal information that we hold about you needs to be corrected or updated.
13. Cookies
13.1 Our website uses cookies.
13.2 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
13.3 Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
13.4 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
13.5 We use both session and persistent cookies on our website.
13.6 Blocking all cookies will have a negative impact upon the usability of many websites and you will not be able to see all the features on our website.
14. Data protection registration
14.1 We are registered as a data controller with the UK Information Commissioner’s Office.
14.2 Our data protection registration number is: A8192810
15. Our details
15.1 This website is owned and operated by ADHD UK.
15.2 We are registered in England and Wales under charity registration number 1188365.
15.3 You can contact us via our contact us page.
16. ADHD UK Coaching (coaching.adhduk.co.uk)
16.1 ADHD UK Coaching at coaching.adhduk.co.uk is the online service used by ADHD UK and the coaches who work with us. Clients use it to book and join coaching sessions, read session summaries, set goals, complete short questionnaires and pay invoices. Some coaches who use it run their own coaching business; where they do, that business is responsible for its clients’ information and ADHD UK provides the service on its behalf.
16.2 We collect: your name and contact details; your bookings and attendance; the notes, summaries, goals and actions from your sessions; your answers to questionnaires, which may include information about your health and wellbeing; messages with your coach; and your invoices and payments. If you agree, a session can be transcribed to help your coach take notes. You can change this choice at any time. Session audio is deleted within 30 days.
16.3 Your coaching records can be seen only by you and your coach. ADHD UK staff who run coaching see bookings, attendance and invoices, but not session notes, questionnaires or AI coach conversations.
16.4 We use these suppliers to run the service: Supabase (database, stored in London), Vercel (website hosting), Daily (video calls), Deepgram (transcription, processed in the EU), Anthropic (AI that drafts session summaries and runs the AI coach, processed in the United States), Stripe (payments), SendGrid (email), Bunny (video hosting), and Google or Microsoft if a coach connects their calendar. Each may only use your information to provide its service to us. Our AI provider does not use your information to train its models.
16.5 Connected calendars. A coach can choose to connect their Google Calendar or Microsoft Outlook calendar. Clients never need to. We use a connected calendar only to (a) check when the coach is busy, so their booking page offers only free times, and (b) add, update and remove the coaching sessions booked through the service. We ask only for busy and free times and do not read the titles, descriptions, attendees or locations of other events; busy times are held for a few minutes to show the booking page, then discarded. The connection is stored encrypted. Calendar data is not sold, not shared with anyone else, not used for advertising and not used to train AI. A coach can disconnect at any time from Your Coaching, Booking, or from their Google or Microsoft account settings, and we then delete the connection.
16.6 ADHD UK Coaching’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
16.7 You can see and change your coaching privacy choices at any time on the Privacy page in your Coaching area. Your rights in Section 10 apply to your coaching records too.