Privacy Policy

Who is responsible for your information

The controller of your information is Neuropsych Consulting Ltd, which trades as neurodiagnostix. It is registered in England and Wales, company number 04907185, and its registered office is 109 Coleman Road, Leicester, LE5 4LE.

Dr Ahmed Vanker, Consultant Clinical Neuropsychologist, is the clinician who delivers the service. He is registered with the Health and Care Professions Council, registration PYL21938.

We are registered with the Information Commissioner's Office. Our registration number is [TO CONFIRM: ICO registration number].

If you have a question about this notice, or about anything we hold about you, write to records@neurodiagnostix.co.uk. [TO CONFIRM: the records mailbox is live and monitored, and who reads it]

What we collect

We only ask for what the assessment needs. That is:

• Account details. Your name, email address and the sign-in details held by the service that runs our accounts.
• Date of birth. We use it to confirm the service is right for your age and to tell two records apart.
• Contact and safety details. Your address, phone number, and the emergency contact or next of kin you give us.
• Your questionnaire answers. What you are experiencing, how long it has gone on, your medical and treatment history, medication, how you have been in the last two weeks, and your answers about self harm, abuse and safeguarding. This is health information about you, and the law calls it special category data.
• Documents you upload. Previous reports, assessments, letters and anything else you choose to send us.
• Messages. The updates and messages exchanged about your case.
• What the clinician writes. His notes, his decision about next steps, and your written report.
• Payment references. The record that a payment was made, its amount and its reference. Card numbers are handled by our payment provider and never reach us.
• Technical information. The ordinary records a website and an app keep in order to work and stay secure, such as the time of a request and the device or browser that made it.

We do not buy information about you from anyone, and we do not build a profile of you from anything other than what you tell us and what the clinician records.

Why we are allowed to hold it

Two questions have to be answered separately in law: why we may hold information about you at all, and why we may hold health information about you in particular.

• For ordinary information, such as your account and payment records, our basis is that we need it to provide the service you asked us for, which is a contract with you. Article 6(1)(b).
• For health information, which is most of your questionnaire, our basis is your explicit consent, given when you begin, and the provision of health care by a clinician bound by a duty of confidentiality. Article 9(2)(a) and Article 9(2)(h).
• Where the law obliges us to keep or hand over a record, our basis is that legal obligation. Article 6(1)(c).
• Where there is a risk to someone’s life, we may act to protect it. Article 6(1)(d) and Article 9(2)(c).

You can withdraw your consent at any time. Withdrawing it stops us using your information for the assessment from that point on. It does not undo what was already done, and it does not remove a clinical record we are required to keep.

How we use it

• To decide whether this service is the right one for you, and to tell you when it is not.
• For the clinician to read your questionnaire and decide what should happen next.
• To arrange and hold your video consultation.
• To write your report and send it to you.
• To take payment and keep our accounts.
• To keep the app and the website working, secure and available to you.
• To act where someone is at risk. If your answers suggest there is a risk to your life or to someone else, we may contact you, your GP, or emergency services. We would tell you we had done so unless doing that would increase the risk.

We do not use your information to advertise to you.

Who sees it

• Dr Vanker, and any clinician or administrator working with him on your care.
• The companies that run the service for us. They act only on our instructions and cannot use your information for their own purposes. They are the company that hosts our systems, the company that runs our accounts and sign-in, our payment provider, our video consultation provider, and our email provider.
• Anyone you ask us to send your report to, such as your GP. We do that only when you ask.
• Regulators, courts and public authorities, where the law requires it, and emergency or safeguarding services where there is a risk to life.

We never sell your information, and we never share it for marketing. [TO CONFIRM: the named list of processors and where each one stores data]

Where it is kept, and for how long

Your information is stored on servers in the United Kingdom or the European Economic Area. Where a provider processes information outside those places, we require a contract that gives your information the protection UK law expects.

We keep clinical records in line with the guidance in the NHS Records Management Code of Practice. Our default for an adult record is eight years from the end of your care. [TO CONFIRM: this eight year default is confirmed as the practice policy]

Payment and accounting records are kept for as long as tax law requires, which is normally six years. Technical logs are kept for a short period and then deleted. When a retention period ends, the record is deleted or anonymised.

Your rights

Under UK data protection law you have the right to:

• See what we hold about you, and get a copy of it.
• Have it corrected if it is wrong. A clinical opinion you disagree with is not deleted, but your disagreement is recorded alongside it.
• Have it deleted, where we are not required to keep it. Most of a clinical record has to be kept for its retention period, so this right is often limited.
• Restrict what we do with it while a question about it is being sorted out.
• Receive it in a portable form, for the information you gave us yourself.
• Object to a particular use of it.
• Withdraw your consent at any time.

Using any of these rights is free, and we answer within one month. We will ask you to confirm who you are first, so that nobody else can obtain your record.

Request a copy of your record

Write to records@neurodiagnostix.co.uk and ask for a copy of your record. You do not have to give a reason, and you do not have to use any particular form of words.

It helps if you tell us:

• Your full name and date of birth.
• The email address you used with us.
• Whether you want everything, or only part of it, such as your report or your questionnaire answers.

We will ask you to confirm your identity, then send your record within one month. If a request is unusually large we may take longer, and we will tell you why within the first month. There is no charge.

You can also ask us to correct, restrict or delete what we hold, or to send it to you in a portable form, at the same address. [TO CONFIRM: the records mailbox is live and monitored, and who reads it]

Cookies

The patient app and the signed in parts of the service are different: they have to remember that you are signed in, and they store what is needed to do that and nothing else. That is not something you can turn off and still use your account.

Cookie Policy

If you are unhappy

Tell us first, at hello@neurodiagnostix.co.uk, and we will look into it. [TO CONFIRM: the practice complaints procedure and the address complaints go to]

You can complain to the Information Commissioner’s Office about how we have handled your information, at any time and whether or not you have raised it with us. Their website is ico.org.uk and their helpline is 0303 123 1113.

A complaint about Dr Vanker’s professional conduct can be made to the Health and Care Professions Council, which is the regulator he is registered with.

Changes to this notice

If we change how we use your information we will change this page and change the date on it. Where a change matters to you, we will tell you rather than leave you to notice.

This notice was written on 3 September 2026.