Kaisa Health | A trading name of Spectrum Neuro Health Ltd
Last updated: 11 October 2026
- Introduction
At Kaisa Health, your privacy matters to us. We understand that seeking a healthcare
assessment can involve sharing sensitive and personal information, and we are committed to treating that information with care, confidentiality and respect.
Kaisa Health is a trading name of Spectrum Neuro Health Ltd. This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us, book an appointment or access our services. We process information in accordance with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018. - Who Is Responsible for Your Information?
Spectrum Neuro Health Ltd, trading as Kaisa Health, is responsible for personal information processed for its services where it acts as the data controller.
Legal organisation: Spectrum Neuro Health Ltd
Trading name: Kaisa Health
Registered address: 24 Douglas Avenue, London, E17 5BW
Privacy contact: support@kaisahealth.co.uk - What Information We Collect
Depending on your interaction with us, we may collect:
Names, dates of birth, contact details and relevant parent or guardian details
Appointment, booking, billing and payment information
Communication preferences and accessibility requirements
Enquiry, consultation and assessment information
Relevant medical, developmental, educational and assessment information
Website usage information, technical data and cookies
Where necessary, sensitive information about health, disability, language, religion or cultural preferences - How We Use Your Information
We use personal information to respond to enquiries; arrange consultations and assessments; administer bookings and payments; communicate appointment details; conduct assessments and prepare reports; accommodate accessibility and personal preferences; provide follow-up information; maintain records; meet legal or professional duties; and protect our systems.
We do not sell personal information. We send marketing communications only where lawful, and you may unsubscribe at any time. - Our Legal Basis for Processing Information
Kaisa Health • Privacy Policy
Depending on the activity, we rely on contract, legal obligation, legitimate interests or consent under Article 6 UK GDPR. We determine and document the appropriate basis for each activity. Health and other special category information requires an additional Article 9 condition. For eligible clinical assessment and healthcare activities, this may be Article 9(2)(h), subject to the relevant legal and professional confidentiality requirements. In other circumstances we may rely on explicit consent or another applicable condition.
6. Clinical Records and Assessment Reports
We use WriteUpp as our chosen dedicated clinical practice management platform for assessment records, clinical documentation and reports. Clinical records are managed separately from our general WordPress website. Access is restricted to authorised personnel and relevant professionals who need the information for their work. We will verify and maintain appropriate contractual, security, access and international data transfer safeguards for WriteUpp.
Once implemented, access will be restricted to authorised personnel and relevant professionals. Our website booking and enquiry systems may still process limited, potentially sensitive appointment information and will require appropriate safeguards.
Please do not submit detailed medical histories, assessment reports or highly sensitive
documents through our general contact form unless we provide an approved secure method.
7. Booking and Payment Information
Our website uses third-party systems that may include Amelia for appointments, Square for
payments, and WordPress and our hosting provider for website operations. Payment card
information is handled by the relevant payment provider; we do not intend to store full card details on our website. Payment providers may also act as independent controllers under their own privacy notices.
8. Who We Share Information With
Where necessary and lawful, we may share relevant information with authorised clinicians and assessors; secure clinical platform providers; booking, payment, email, hosting and IT suppliers; other healthcare or educational professionals where disclosure is authorised or otherwise lawful; and regulators or public bodies when legally required.
We limit sharing to what is reasonably necessary. We do not routinely share confidential
assessment reports with schools, employers or other third parties without an appropriate legal basis.
9. Children and Young People
We may collect information from parents, guardians, young people and appropriate professionals. We consider the child’s age, understanding, rights and applicable consent and confidentiality requirements. Parental responsibility does not automatically entitle a person to every confidential record.
10. How We Protect Your Information
We aim to apply appropriate technical and organisational safeguards, including restricted access, suitable authentication, secure clinical systems, confidentiality duties, contractual protections and incident-response procedures. No online system can be guaranteed completely secure.
Kaisa Health • Privacy Policy
- How Long We Keep Your Information
We retain personal information only for as long as needed for the relevant purpose, subject to applicable legal, professional, clinical and safeguarding obligations. Our working retention schedule is:
Adult clinical assessment records and reports: generally 8 years after the last clinical contact.
Children’s clinical assessment records and reports: generally until the 25th birthday, or 26th birthday if the last clinical contact occurred at age 17.
General enquiries that do not become bookings: generally 12 months after the last contact.
Cancelled bookings without an assessment: generally 12 months, unless a dispute or other lawful requirement justifies longer retention.
Financial and accounting records: generally 6 years, or longer where tax or other legal obligations require.
Marketing records: until withdrawal of consent, objection, or the information is no longer required, subject to limited suppression records.
Complaints and safeguarding records: retained according to case-specific legal, safeguarding and professional requirements.
These periods are reviewed against applicable professional requirements, including any longer retention obligations. At the end of the applicable period, records are securely deleted, anonymised or archived as appropriate. Before terminating WriteUpp, we will arrange a secure export or migration of any records that must still be retained. - International Data Transfers
Some service providers may process or access information outside the UK. Where this happens, we will assess the arrangements and use safeguards required by UK data protection law, including relevant adequacy arrangements or approved contractual protections. We will review hosting and transfer arrangements for the selected clinical platform and other providers. - Cookies and Website Technology
Our website may use cookies and similar technologies for essential functions, bookings, preferences and performance. Where required, we will obtain consent before setting non-essential cookies. Further details will be provided through our cookie information and consent controls. - Your Data Protection Rights
Subject to legal conditions and exemptions, you may request access, correction, deletion, restriction, portability, object to certain processing, withdraw consent where applicable and raise concerns. Some rights may be limited by legal or clinical record-keeping duties. Contact support@kaisahealth.co.uk to make a request. We may need to verify your identity. - Complaints
Please contact us first if you have concerns. You may also complain to the Information
Commissioner’s Office (ICO), the UK data protection regulator: https://ico.org.uk. - Changes to This Privacy Policy
Kaisa Health • Privacy Policy