Privacy policy
How headwell collects, uses and protects your information.
Who we are
headwell ([PLACEHOLDER: legal entity name, company number and registered address]) is the data controller for the personal information described here. Our contact for data protection is Martin Dawson, director: hello@headwellclinic.com. [PLACEHOLDER: ICO registration number]
What we collect
- Screener and questions: your answers to the ASRS-v1.1 Screener, the screener result, your answers to our own questions, and the next step we suggested. This is health information.
- Contact details: your name, email address and phone number.
- Consent records: whether and when you gave consent, including the optional consent to marketing.
- Campaign tags: if you arrived from one of our adverts, the campaign name in the link (for example
utm_campaign). We don't use tracking cookies, pixels or analytics tools. - If you book: booking details and payment confirmation (card details go directly to Stripe; we never see them), your pre-assessment questionnaire, and the information you share at triage and assessment.
- If you contact us: your message and contact details.
Nothing you enter in the screener is sent to us until you tick the consent box and submit your contact details. If you leave before that, your answers stay in your browser and are discarded when you close the page.
Why we use it, and our legal basis
- To show your result, contact you about an assessment and prepare for triage. Health information: your explicit consent (UK GDPR Article 9(2)(a)). Other information: your consent, and steps you ask us to take before entering a contract (Article 6(1)(a) and (b)).
- To provide your assessment if you book. Performance of our contract with you (Article 6(1)(b)); for health information, the provision of health care (Article 9(2)(h)). [PLACEHOLDER: confirm bases with Martin]
- To send marketing emails, only if you ticked the optional box. Your consent (Article 6(1)(a)). You can unsubscribe at any time.
We don't use your information for automated decisions with legal or similarly significant effects. The suggested next step after the screener is guidance only. A member of our team reviews every booking at triage.
Who sees it
The headwell team only. We use the following service providers (processors) to run the service. They act on our instructions and can't use your data for their own purposes.
| Provider | What for |
|---|---|
| Vercel | Hosting this website |
| Make (Celonis) | Passing screener and contact-form submissions to our records. [PLACEHOLDER: currently run on an account operated by Scralfs on headwell's behalf, under a processor agreement] |
| Airtable | Storing enquiry and screener records |
| Cal.com | Booking your triage call |
| Stripe | Taking payment |
| Google Workspace | Email and calendar |
| Microsoft Teams | Video calls, if you choose them |
Some of these providers store data outside the UK, including in the United States. Where they do, we rely on [PLACEHOLDER: the UK adequacy regulations / UK Extension to the EU-US Data Privacy Framework / International Data Transfer Addendum, per provider].
We never sell your data. We don't share screener answers or results with advertising or analytics platforms.
How long we keep it
[PLACEHOLDER: retention periods. Proposed: screener records not followed by a booking deleted after X months; clinical records kept for Y years in line with professional guidance.]
Your rights
You can ask to see, correct or delete your information, ask us to restrict or stop using it, and ask for a copy to take elsewhere. Where we rely on your consent, you can withdraw it at any time. That won't affect anything we did before you withdrew it. Email hello@headwellclinic.com.
If you're unhappy with how we've handled your information, please tell us. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Cookies
This website doesn't set advertising or analytics cookies. If you go on to book, Cal.com and Stripe may set cookies needed to run their booking and payment pages.