Privacy Policy
Last updated: 19 August 2026
This notice explains what happens to the information you give us through this website — including the referral and assessment forms — and the choices you have about it.
Who is responsible for your information
Insight Clinic is the data controller for the information collected through this website. We decide what is collected and why.
Our website was built and is maintained for us by Hashtag Media Group, who act on our instructions as a processor. They do not use your information for their own purposes.
Contact: Insight Clinic, 6 The Square, Ballygowan, BT23 6HA — or 36 The Square, Comber, BT23 5DU. Email info@insightclinic.co.uk.
What we collect
If you use the enquiry form, we collect your name, email address, subject and message.
If you complete a referral, assessment or questionnaire form, we collect what that particular form asks for. Depending on the form this can include the client’s name and date of birth, contact and address details, GP and school details, and detailed information about health, development, communication, behaviour and day-to-day functioning, together with any consent or terms declarations the form contains.
Information about someone’s health is special category personal data under the UK GDPR. The law gives it extra protection, and so do we.
Most of our forms are completed by a parent, carer or a referring professional on behalf of a child. Where that is the case, the information is about the child even though you are the person providing it.
Our forms let you save your progress and come back later. While you are still filling a form in, a copy of your answers is kept in your own browser only. It is not sent to us until you press Submit, and it is cleared once you do.
Why we use it
To respond to enquiries, to process and triage referrals, to arrange and carry out assessment and therapy, and to keep the clinical records we are required to keep. We also use technical measures to keep the forms working and to prevent abuse of them.
Our legal basis
[TO BE CONFIRMED BY INSIGHT CLINIC — the Article 6 lawful basis relied on for referral and enquiry information, and the Article 9 condition relied on for health information. For a clinic providing assessment and therapy this is commonly Article 9(2)(h), health and social care, but it is a clinical governance decision for Insight Clinic to confirm rather than an assumption this website should make.]
Where it is stored, and how notifications work
When you submit a form, your answers are stored in the secure database behind this website. That stored record is the only complete copy, and it can be read only by authorised Insight Clinic staff who have signed in.
Your answers are not emailed. When a form arrives we send our team a short notification containing only a reference number, the form name and the time it was received, so they know to sign in and review it. It contains no name, no date of birth and no clinical information. This is deliberate: email is not a suitable place for health information to sit.
If you give an email address, we may send you a short acknowledgement confirming that your form arrived and giving you your reference number. It does not repeat your answers back to you.
The website is hosted by Hostinger on servers in the United Kingdom/EEA.
Who can see it
Access to submitted forms is restricted to authorised Insight Clinic personnel who have both a website account and specific permission to view submissions. Signing in to the website is not by itself enough. Our website maintainers may see technical information in the course of supporting the site, but do not routinely access referral contents.
Spam protection
Our forms use Google reCAPTCHA to tell people apart from automated software. When you complete a form, reCAPTCHA collects technical information including your IP address and how you interacted with the page, and sends it to Google. We use it because these forms would otherwise be a target for automated abuse. Google’s privacy policy and terms apply to that processing. See our Cookie Policy for more detail.
How long we keep it
[TO BE CONFIRMED BY INSIGHT CLINIC — the retention period for referral and assessment records, and for general enquiries. The website can automatically delete submissions once they reach a set age; the period itself must be set by the clinic in line with its clinical record-keeping and legal obligations.]
We do not keep information for longer than we need it, and enquiries that do not become referrals are kept for a shorter period than clinical records.
Your rights
You have the right to ask for a copy of the information we hold about you, to have inaccurate information corrected, to ask us to delete it, to ask us to restrict or object to how we use it, and to receive it in a portable form. Where we rely on your consent, you can withdraw it at any time.
These rights are not absolute. Where information forms part of a clinical record we may be required to keep it even if you ask us to delete it — if so, we will explain why. To make a request, contact us at info@insightclinic.co.uk. We may need to confirm your identity, and your relationship to the person the information is about, before we can respond.
How we protect it
Information you send us travels over an encrypted connection (HTTPS). Submitted forms are stored in the website’s database rather than being circulated by email, access requires an account with specific permission, and the forms carry technical protections against automated abuse. No system can be guaranteed completely secure, but we keep these measures under review and take them seriously in proportion to how sensitive this information is.
Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority, at ico.org.uk/make-a-complaint or on 0303 123 1113.