Privacy & Cookies Policy
Last updated: November 2026
In brief: We collect only the information we need to provide coaching, courses, assessments and related support. We do not sell your personal information. Where you complete an interactive assessment, your full assessment response may be transferred to Delenta to support your coaching programme. Assessment responses and generated reports may be removed from the active assessment archive after 90 days; please download your own copy during that period.
Personal data we collect
We collect personal information only where it is relevant to providing our services, running our website, communicating with you or meeting legal obligations.
Website visitors: IP address, browser/device information, cookie preferences and website analytics information.
Coaching clients: Name, email address, phone number where provided, emergency contact details where relevant and provided, booking information, coaching goals, session notes, invoices and payment records, and information you choose to share during coaching. This may include information about health, disability, neurodivergence, workplace experiences or reasonable adjustments.
Assessment users: Information submitted through Tally forms, including your full assessment responses, calculated outputs, generated PDF reports and related administrative information. Depending on the assessment, this may include information about your experiences, work, learning, wellbeing, accessibility needs, disability or neurodivergence.
Course participants: Account details, course progress, module-completion information, billing information and comments or submissions made within the course platform.
People who contact us: Emails, enquiries, feedback, complaints and correspondence.
Optional transcript and summary users: Where you opt in, we may create a Google Meet transcript and use Gemini within Google Workspace to prepare an AI-assisted session summary.
Why we use personal information
We use personal information to:
provide coaching, psychoeducation, digital courses, assessments, resources and agreed reports;
manage bookings, communicate with clients and provide accessibility adjustments;
deliver interactive assessments and generate personalised reports;
transfer assessment information to Delenta where an assessment is linked to coaching;
issue invoices, receive payment and maintain financial records;
create optional transcripts and AI-assisted session summaries where a client has opted in;
administer employer-funded, grant-funded or Access to Work arrangements;
respond to enquiries, feedback and complaints;
maintain and improve our website, service delivery and client experience;
meet legal, regulatory, tax, insurance, safeguarding and professional record-keeping obligations; and
send marketing communications only where we have the required consent or another lawful basis.
Our lawful bases
Under UK GDPR, we need a lawful basis for every use of personal information.
Contract: We use personal information needed to provide the coaching, course, assessment, report, booking, invoice or other service you have requested.
Legitimate interests: We may use limited information to run and protect our business, respond to enquiries, improve our services, maintain reasonable business records and understand website use. We balance these interests against your rights and expectations.
Legal obligation: We may retain or disclose information where required for tax, accounting, legal, regulatory, safeguarding or other legal obligations.
Consent: We rely on consent for marketing and for optional recording, transcription and Gemini-assisted session summaries. You can withdraw consent for future processing at any time.
Special-category data: Coaching, assessment or accessibility information may include data about health, disability or neurodivergence. Where we process this information, we apply the additional safeguards and conditions required by UK GDPR. Where we rely on explicit consent, such as for optional recording, transcription and Gemini-assisted session summaries, you can withdraw that consent for future processing at any time.
Interactive assessments, Tally and Delenta
Some assessments and psychoeducation activities are available as downloadable PDFs and as interactive forms hosted through Tally.so (“Tally”).
When you complete an interactive assessment, we collect the answers you provide, along with any name, email address or other details requested in the form. Depending on the assessment, this may include information about your experiences, work, learning, wellbeing, accessibility needs, disability or neurodivergence. This information may constitute special-category personal data under UK GDPR.
We use assessment responses to:
generate your personalised report or recommended resources;
provide the assessment, psychoeducation activity or coaching support you have requested;
support coaching conversations and session planning, where the assessment is linked to coaching;
maintain appropriate service and safeguarding records; and
improve the clarity and accessibility of our assessments, using aggregated or anonymised information where possible.
When an assessment is linked to coaching, your full Tally assessment response is transferred to Delenta through our automated workflow. This allows us to store relevant assessment information in your Delenta client record, make related resources available, and support your coaching programme.
We use Google Apps Script to process Tally responses and manage this workflow. This may involve receiving your Tally responses, calculating outputs, creating or updating a report or chart, saving relevant files in Google Workspace, and transferring the assessment response to Delenta.
This automation is used only to deliver the service you have requested. It is not used to make solely automated decisions about your funding, employment, coaching suitability, support needs or other matters with legal or similarly significant effects.
Tally acts as a data processor and stores assessment responses on our behalf. You can request access to, correction of, or deletion of your assessment responses, subject to legal and professional record-keeping requirements.
Storage and security
We use password-protected systems, access controls and reputable service providers to store and manage personal information. Depending on the service you use, this may include Delenta, Squarespace, Google Workspace, Tally, Stripe, ChargeBee, Monzo and QuickChart.
Squarespace: website hosting, public web pages, contact forms, analytics and any purchases made directly through the Website.
Delenta: client portal, scheduling, messaging, session and programme management, course delivery, resources, client records, assessment information transferred from Tally, Delenta AI summaries and payment checkout.
Tally: interactive assessment forms and storage of form responses.
Google Workspace: email, calendar, Google Meet, documents, cloud storage, optional meeting transcription and Gemini-assisted session summaries.
Google Apps Script: automation used to process assessment responses, generate reports and transfer assessment information to Delenta.
QuickChart: temporary creation of visual charts for reports.
Stripe: payment processing, payment links, invoices, refunds and payment records.
Monzo Bank: receiving BACS payments, paying suppliers and business-banking administration.
We take reasonable steps to keep information secure, including limiting access to people who need it for legitimate business purposes. No online system can be guaranteed completely secure, but we review our processes and use appropriate security measures for the nature of the information we hold.
We use Delenta AI or Gemini within our Google Workspace account. We review the applicable settings and terms periodically and take reasonable steps to configure the service in line with our privacy commitments.
How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, insurance, professional and safeguarding requirements.
Coaching records: Coaching agreements, session notes, invoices and relevant service records are normally retained for five years after the coaching relationship ends.
Assessment responses and generated reports: Assessment responses and generated PDF reports may be removed from the active assessment archive after 90 days. Clients should download and keep their own copies during this period. Where an assessment response has been transferred to Delenta and forms part of your coaching record, it may be retained for the coaching-record retention period explained above.
Google Meet transcripts and Gemini-assisted session summaries: Raw Google Meet transcripts are retained only for as long as needed to create and check the session summary, and are then deleted as soon as reasonably practicable. We retain the final session summary as part of the coaching record for five years after the coaching relationship ends, unless a shorter period is agreed or legal/professional obligations require longer retention.
Course accounts: Inactive course accounts and associated progress data may be deleted after two years of inactivity.
Financial records: We retain invoices, payment and tax records for the period required by applicable law.
Your rights
Subject to legal limits and exemptions, you may have the right to:
ask for access to the personal information we hold about you;
ask us to correct inaccurate or incomplete information;
ask us to erase information in certain circumstances;
ask us to restrict how we use information in certain circumstances;
object to processing based on legitimate interests;
withdraw consent at any time where we rely on consent, including for future recording, transcription, AI-assisted summaries or marketing;
ask for a portable copy of certain information where applicable; and
complain to the Information Commissioner’s Office.
To exercise your rights, email jules@kindredneurodiversity.co.uk.
You can contact the ICO or make a complaint through its website at ico.org.uk. We would appreciate the opportunity to address your concern first.
Who we share information with
We do not sell your personal information. We share it only where necessary to provide services, process payments, operate our business, comply with legal obligations or where you have asked us to do so.
Where coaching is employer-funded, grant-funded or Access to Work-funded, we may share only the minimum administrative information needed for invoices or claims. This may include the Client’s name, invoice reference, session date/duration/status, total delivered hours and amount invoiced or paid.
We do not share session notes, recordings, transcripts, AI-assisted summaries, assessment responses, personal reflections, health information or neurodivergence-related information with an employer, Payer, DWP or another Funder without the Client’s explicit written permission, unless required by law or necessary to protect someone from serious harm.
Where coaching is arranged through a referral service, such as The Neurodivergent Therapy Space, we may share the minimum administrative information necessary for referral, booking and payment administration, such as the client’s name, booking dates, session status and the minimum payment-administration information necessary for the arrangement. We do not share coaching content, notes, reflections, assessment responses, transcripts or AI-assisted summaries without the client’s explicit written permission, unless required by law or necessary to address a serious safeguarding concern.
Some providers may process information outside the UK. Where this happens, we take steps to ensure that appropriate safeguards are used in accordance with UK data-protection law. Please contact us if you would like more information about the providers and safeguards relevant to your information.
Webforms and assessment storage
When you submit a contact form, data is shared with Squarespace to allow us to respond.
When you complete an interactive assessment, data is collected through Tally and processed through our automated assessment workflow using Google Apps Script. Your full assessment response may then be transferred to Delenta where the assessment is linked to coaching.
Optional Google Meet transcription and AI-assisted session summaries
Optional transcription and AI-assisted session summaries are available to support accessibility, working memory and reflection.
We only use this process where the Client has opted in through the booking process or otherwise given clear permission. The Client can change their mind at any time and can ask for transcription to be paused or stopped before or during a session.
If the Client opts in:
We start Google Meet transcription during the coaching session.
Google Meet creates a transcript, which is saved as a Google Docs file in the meeting organiser’s Google Workspace/Drive environment.
We may use Delenta AI or Gemini within our Google Workspace account to prepare an AI-assisted summary of themes, agreed actions and useful reflections.
We review the summary before sharing it with the Client.
Transcripts and AI-assisted summaries are confidential. They are not shared with an employer, manager, Payer, Access to Work contact or other third party without the Client’s explicit written permission, except where disclosure is required by law or necessary to prevent serious harm.
AI is used as an assistance tool for drafting session summaries. We do not use it to make solely automated decisions about a Client’s funding, employment, coaching suitability, support needs or other matters with legal or similarly significant effects.
Choosing not to use transcription or AI-assisted summaries will not affect access to coaching. Clients can request a non-recorded alternative, such as a short manually prepared action summary.
ICO registration
Registered with the Information Commissioner’s Office (Ref: ZB936117).
Analytics and cookies
Necessary cookies are used to provide core website functions. Performance and analytics cookies are used only where you actively choose to accept them through our cookie banner.
You can manage your cookie preferences through the cookie banner when you first visit the website. You can also clear or block cookies through your browser settings. For help changing a previous choice, please contact us at jules@kindredneurodiversity.co.uk.
Contact details
Jules Crowther jules@kindredneurodiversity.co.uk