Privacy Policy

Last Updated: 08 August 2025

Keystone Neuro Ltd is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, share and protect your personal data — whether you are visiting our website or using our case management services.

1. Who We Are

Keystone Neuro Ltd
Email: info@keystoneneurocm.co.uk
Phone: 07518 079 040
Registered in the United Kingdom

Keystone Neuro Ltd is the data controller responsible for the personal data we collect.

2. Information We Collect

A. When You Use Our Website

We may collect certain data automatically when you visit our website:

• IP address

• Browser type

• Time zone

• Device information

• Pages viewed

• Referring website

We also collect data you voluntarily provide via contact forms:

• Full name

• Email address

• Phone number

• Organisation or role (if provided)

• Other personal information you provide in the contact form.

This information is collected to improve website performance and respond to your enquiries.

B. When You Use Our Services (Clients & Professionals)

As a rehabilitation case management service, we may collect and process special category personal data, including:

• Full name, address, date of birth, contact details

• Health and medical history

• Case records and care plans

• Risk assessments and therapy notes

• Legal information (e.g. solicitor or deputy contacts)

• Images or recordings used for clinical care

• Vocational and education-related information

We only collect this information where necessary for service delivery and always in accordance with GDPR.

3. Legal Basis for Processing Your Data

We process your personal data only where permitted by law, including:

• Consent – e.g. signing our client consent form

• Legal obligations – e.g. safeguarding or employment law

• Legitimate interests – e.g. coordinating care or running our business

• Contract performance – e.g. delivering services agreed with you or your representatives

You may withdraw your consent at any time by contacting us.

4. How We Use Your Information

We use your personal data to:

• Deliver rehabilitation and case management services

• Coordinate with health and legal professionals

• Maintain accurate records of care

• Respond to enquiries or complaints

• Meet regulatory and legal obligations

• Improve our website and service delivery

5. How We Store and Protect Your Data

We take security seriously. Your data is stored securely in cloud-based systems including:

• Qunote (for client notes – Qunote GDPR compliance)

• Google Workspace (for documents – Google GDPR info)

We use:

• Encrypted devices

• Password protection and 2-factor authentication

• Data retention and deletion policies (see below)

All staff and associates follow strict IT and data security procedures, including remote wipe capabilities and secure file transfers.

6. Data Retention

We retain personal data only as long as necessary:

Type of Data

Retention Period

Adult client records

8 years after case closure

Child client records

Until their 25th birthday (or 26th if aged 17 at end of service)

Employment data

6–7 years after employment ends

Enquiry form data

12 months

Website analytics

12 months (anonymous data only)

Once the retention period ends, data is securely deleted.

7. Your Rights Under GDPR

You have the right to:

• Access your personal data

• Request corrections or deletions

• Restrict or object to processing

• Withdraw consent (where applicable)

• Request data portability

• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of these rights, contact our Data Controller:

Siobhan Gourd
📧 siobhan@keystoneneurocm.co.uk
📞 07518 079 040

8. Sharing Your Data

We only share your data:

• With your consent

• With professionals directly involved in your care or case (e.g. solicitors, therapists)

• Where legally required (e.g. safeguarding, court orders)

• With trusted third parties under GDPR-compliant agreements

We do not sell your data or use it for unsolicited marketing.

9. International Data Transfers

Our main systems (Google Workspace, Qunote) may process data on servers outside the UK. These providers have implemented standard contractual clauses and safeguards that meet UK GDPR requirements.

10. Cookies and Analytics

We may use cookies to enhance your website experience. These include:

• Essential cookies (site performance)

• Analytical cookies (anonymous visitor stats)

You can manage your cookie preferences through your browser settings or via our cookie banner.

11. Links to Other Websites

Our website may contain links to third-party websites. We are not responsible for their content or privacy policies. Please review those policies before submitting personal data.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, the updated version will be posted here with the "Last Updated" date changed accordingly.

13. Contact Us

For questions or concerns about this policy or how we handle your data, please contact:

Siobhan Gourd
📧 siobhan@keystoneneurocm.co.uk
📞 07518 079 040