Axia ASD Ltd Privacy Notice


Who We Are

Axia ASD Ltd is registered with Companies House no: 08139418.
Axia ASD Ltd delivers diagnosis and Post Diagnostic Support for Neurodevelopmental Disorders as referrals through the NHS and also to private clients. It is owned and directed by Dr Linda Buchan, Consultant Clinical Psychologist: B.Sc., B.Sc. (Hons), M.Psychol, D.Clin.Psychol, CPsychol, AFBPsS, HCPC.

Axia ASD operates a website as www.axia-asd.co.uk

Axia ASD Ltd is committed to protecting the privacy of information provided by clients.

Collection of your personal information for clients and subscribers

Axia ASD Ltd only collects information about individuals who are referred to us through an NHS pathway or who approach us as private clients. We may also collect information from schools to assist us in our diagnostic process of children. If you are a private client, we will collect information from you in our Developmental History Questionnaire. Information will be collected from individuals who use our services in order for us to carry out our services to you.

You may use the Axia ASD Ltd website without providing any personal information. However, if you wish to make an enquiry via the website, you are requested to provide relevant contact details, such as your name, e-mail address and contact telephone number to enable us to respond to your enquiry.

You may add comments or queries which might also contain personal information, but you can also choose to remain anonymous. Your email address with not be published with your comments.

If your enquiry does not result in you being seen by Axia ASD then this personal information will be deleted once your enquiry has been dealt with. If you or your child is subsequently seen by Axia ASD Ltd, these details may be added to their personal record.

The website contains links to other Internet sites which are outside our control and are not covered by this privacy policy. We are not responsible for data which you provide through any such linked websites.

If you are a subscriber to our mailing list, we will only hold the details that you provide us with in order to send you email alerts regarding our New Posts on the website and the Monthly Round Up. We will not share this information with any third parties and you can choose to unsubscribe from this service at any time.

Our use of personal information

Personal information is collected by us via the Axia ASD Ltd website, telephone, email, post and face to face during diagnostic assessment and post diagnostic support sessions.

Any sensitive personal details are stored in a secure and confidential system and processed in confidence by Axia ASD Ltd and shall only be used for the purposes of delivering appropriate services to individuals.

If you use our service through an NHS referral, the information you provide to us will shared with the referrer when we send them the completed assessment report and confirmation of diagnosis. Similarly, if you do not receive a diagnosis from us, we will write to the referrer with a summary of the assessment procedure and any recommendations discussed during the process.

As a private client, we do not share the information you provide us with anyone unless we have your consent to do so, as detailed in the Terms of Business for patients, which you will have read and agreed to before using our service.

If you access our service as a private client, we may also use your bank details to process your payment. These details will not be held by us after we have processed your payment.

Unless we are required to do so by law, we will not disclose any personal information collected to any person other than as set out above.
We do not employ agents to process personal data, for example specialist mailing companies to send out communications.

We do not give or sell client details to any third parties.

How we use your personal information

We use this information to:
To prepare, plan and provide neurodevelopmental assessment and post diagnostic support services appropriate for individual’s needs
To communicate with you via post, email, telephone and mobile messages in relation to:

  • confirming and preparing for appointments

  • general communication in between appointments

  • sending you reports and post diagnostic support and or therapy letters
  • sending you resources which may accompany your reports or letters

  • sending you invoices and receipts

Whenever personal identifiers are not needed for these tasks, if possible we remove them from the information we use.

How we store personal information
All information about our clients, their assessments and follow up letters is stored securely in our systems to ensure that we have a complete record of our service to them. Following discharge, the only information we hold about clients are of the assessment report and discharge letter. If a client is referred to us through the NHS, we only hold an electronic record of the assessment report and discharge letter. All other information is either returned to the referrer or securely shredded.

The minimum amount of confidential information will be taken out of Axia ASD Ltd’s office base. When an individual’s information is taken out of the office base it will be kept with the diagnostician or will be locked in the boot of the diagnostician’s car (whichever is deemed to be the most secure at that time).

We use a secure electronic cloud–based system to store all our electronic data, which is compliant with the General data Protection regulations (GDPR)

We hold manual files for the duration of an individual’s use of our service. These files are held securely on our premises. The premises are in a secure building. Once individuals have been discharged from our service, we will securely shred the manual file and only the relevant information that we are required to hold by law will be kept in a secure electronic form, which is backed up regularly.

In accordance with law, all records will be kept securely: adults for 7 years and for children, for 25 years. After this, all records relating to individuals will be destroyed.

Meeting our professional obligations

It is a legal requirement for all diagnosticians to be registered with the relevant bodies. All diagnosticians used by Axia ASD Ltd comply with the clear standards of conduct, performance and ethics set out by their regulatory body. These standards include the way in which they process and share information.

All of our Administrative staff are bound by Axia ASD’s Policies in relation to confidentiality and handling data. All of our policies comply with GDPR.

UK Data Protection Law and EU General Data Protection Regulations
Data Protection Law lays down wide-ranging rules, backed up by criminal sanctions, for the processing of information about identifiable, living individuals. It also gives individuals certain rights in relation to personal data held about them by others.

Our lawful basis for processing personal information

Our lawful basis for processing and storing personal information is one of ‘legitimate interest’ (under article 6 of GDPR). We cannot adequately deliver a service to our clients without processing their personal information. As it is both a necessity for our service delivery and of benefit to, we have a legitimate interest to process and store their data.

Data relating to an individual’s health is classified as ‘Special Category Data’ under section 9 of the GDPR. The regulations specify that health professionals who are “legally bound to professional secrecy” may have a lawful basis for processing this data. All of our diagnosticians are legally bound to keep client information confidential and it is under this condition that we process and store personal information.

Our responsibilities

We are committed to maintaining the security and confidentiality of your records. We actively implement security measures to ensure their information is safe, and audit these regularly.

We will not release your personal details to any third party without first seeking your consent unless this is allowed for or required by law.
We are constantly working to ensure compliance with current data protection regulation.

Your rights

Data protection legislation gives you various rights. The most important of these are as follows:

  • You have the right to a copy of information we hold about you or your child
  • You have the right to ask for your record to be amended if you believe that it is wrong.

How to access yours or your child’s records

  • You can access the information we hold about you by writing to us at the address given below. Please apply in writing rather than by email, so that we receive an original signature to compare against the records we hold.
  • A copy of your or your child’s records is provided free of charge.
We will provide access to yours or your child’s records within 30 days of receipt of all necessary information. Please make your request in writing to:

Subject Access Requests, Axia ASD Ltd Red Hill House, 41 Hope Street, Saltney, Chester, CH4 8BU
If you have any further questions about how we use your information, please contact:
sue@axia-asd.co.uk

Further information about data protection legislation and your rights is available from the Information Commissioner’s Office or by calling 0303 123 1113, 9am to 5pm, Monday to Friday.


The Next Axia ASDis 18th July 2018
12:00 pm to 2:00 pm

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20th June 2018
at 12:30 pm

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