PRIVACY POLICY and TERMS:
Terms and Conditions
Welcome to Autism Assessment Scotland
Thank you for choosing Autism Assessment Scotland (linked with Neurodiversity-Diagnostics).
These Terms and Conditions explain how our services operate and set out the responsibilities of both Autism Assessment Scotland and our clients. By booking an appointment, completing our consent documentation or continuing to use our services, you confirm that you have read, understood and accepted these Terms and Conditions.
Our Services
Autism Assessment Scotland provides specialist neurodevelopmental assessment and support services for adults and young people. Services may be delivered either remotely using secure video technology or through face-to-face appointments where available.
Our services include, but are not limited to:
If the service you require is not listed, please contact us to discuss your individual requirements.
Our Clinical Standards
Our assessments are completed in accordance with recognised national clinical guidance, including NICE and SIGN recommendations where applicable.
To ensure a high standard of clinical practice, assessments are undertaken by appropriately qualified specialist clinicians with relevant expertise in neurodevelopmental conditions.
Many members of our clinical team have extensive NHS experience alongside their independent clinical practice.
While our reports are prepared to recognised professional standards, acceptance of private assessments remains at the discretion of individual NHS Boards, Local Authorities or other organisations.
Should a professional disagreement ever arise regarding a diagnostic outcome, Autism Assessment Scotland reserves the right to seek an independent clinical opinion from a suitably qualified clinician who has had no prior involvement in the assessment.
Our Clinical Team and Professional Responsibility
Autism Assessment Scotland provides an administrative and organisational framework through which experienced healthcare professionals deliver independent clinical services.
The clinicians working with Autism Assessment Scotland are self-employed independent practitioners. They are not employees, workers, partners or agents of Autism Assessment Scotland, and nothing within these Terms and Conditions creates an employment relationship between Autism Assessment Scotland and any clinician.
Each clinician practises independently and is solely responsible for the professional services they provide. This includes maintaining their own:
Professional registration with the appropriate regulatory body.
Professional indemnity insurance.
Compliance with applicable professional, legal and regulatory standards.
Clinical records where applicable.
Independent clinical judgement and decision-making.
Autism Assessment Scotland is responsible for coordinating enquiries, appointments, administration and communication with clients. However, all clinical opinions, diagnostic decisions, recommendations, reports and treatment advice are made independently by the clinician(s) conducting the assessment.
Before joining Autism Assessment Scotland, clinicians are required to provide evidence of:
Appropriate professional qualifications.
Current registration with their relevant regulatory body.
Specialist clinical knowledge and experience.
Enhanced DBS or PVG clearance where applicable.
Professional indemnity insurance.
Information Commissioner's Office (ICO) registration where required.
Relevant continuing professional development and specialist training.
Clinical Assessments
All assessments are carried out in accordance with recognised clinical guidance, including NICE and SIGN recommendations where applicable.
Where our assessment model requires more than one clinician, each clinician contributes their own independent professional opinion before any diagnostic outcome is reached.
Autism Assessment Scotland facilitates the assessment process but does not direct, influence or control the independent clinical judgement exercised by the clinicians involved.
Many clinicians working with Autism Assessment Scotland also have significant experience within NHS and other specialist healthcare services. While our assessments are designed to meet recognised professional standards, acceptance of independent diagnostic reports remains at the discretion of individual NHS Boards, Local Authorities, employers or other organisations.
In the unlikely event of a professional disagreement regarding the outcome of an assessment, Autism Assessment Scotland reserves the right to arrange an independent clinical review by a suitably qualified clinician who has had no previous involvement in the assessment.
Consent
Informed consent is an essential part of every assessment.
Adults must provide their own written consent before an assessment can begin.
Where a referral or booking is made by another person, we will still require consent directly from the individual being assessed before discussing confidential information or proceeding with appointments.
If there are concerns regarding a person's capacity to provide informed consent, this should be discussed with us before the assessment process begins.
Booking Your Assessment
Appointments are confirmed once payment has been received and booking arrangements have been completed.
Assessment dates cannot be guaranteed until payment requirements have been satisfied.
Following confirmation, appointment details and any preparation documents will be provided.
Online Appointments
Many assessments are delivered remotely using secure video consultation platforms such as Zoom or an equivalent encrypted system.
Clients are responsible for ensuring they have:
A reliable internet connection
A suitable device with camera and microphone
A private environment suitable for confidential clinical discussions
Where technical difficulties prevent a video consultation from taking place, we will make reasonable efforts to continue the appointment by telephone or rearrange where appropriate.
Autism Assessment Scotland cannot accept responsibility for interruptions caused by internet service providers, equipment failures or other circumstances beyond our control.
Fees and Payment
Payment is required to secure your appointment.
Where instalment payments have been agreed, the full assessment fee must be paid before the assessment process is completed unless alternative arrangements have been confirmed in writing.
We do not routinely offer formal payment plans; however, instalment payments made before your appointment may be accepted by prior agreement.
Please contact us if you experience any difficulties making payment.
Reports
Where your chosen assessment includes a written diagnostic report, this will usually be completed within approximately 21 days following your final clinical appointment.
Timescales may occasionally vary depending on clinical workload or exceptional circumstances.
Reports will normally be issued directly to you. Copies can also be shared with healthcare professionals or other authorised individuals where you have provided your consent.
Cancellations and Missed Appointments
As a specialist independent service, appointments are reserved exclusively for each client.
If you need to cancel or rearrange an appointment, please notify us as soon as possible by email.
Our cancellation policy is as follows:
Cancellations made within 48 hours of the appointment may incur a charge of 50% of the assessment fee.
Cancellations made within 24 hours, or failure to attend without notice, may result in the full appointment fee becoming payable.
Where Autism Assessment Scotland needs to cancel or rearrange an appointment due to unforeseen circumstances, no cancellation charge will apply to the client.
Emergency and Crisis Support
Autism Assessment Scotland provides scheduled assessment and clinical services only.
We are not an emergency or crisis service and cannot provide immediate mental health support.
If you believe you or another person is at immediate risk, you should contact 999, attend your nearest Accident & Emergency Department or seek urgent assistance through NHS services.
Complaints
We aim to provide a professional, respectful and high-quality service at all times.
If you are dissatisfied with any aspect of your care, we encourage you to discuss your concerns with your lead clinician in the first instance, as many issues can be resolved quickly through open communication.
If your concerns remain unresolved, please contact Autism Assessment Scotland in writing and we will investigate your complaint in accordance with our complaints procedure.
Where appropriate, we will advise you of any further steps available should you remain dissatisfied following completion of our internal complaints process.
Limitation of Liability
Autism Assessment Scotland accepts responsibility for providing services with reasonable care and professional competence.
However, we cannot accept liability for delays, cancellations or interruptions caused by circumstances outside our reasonable control, including severe weather, illness, technical failures, internet outages or other unforeseen events.
Nothing within these Terms and Conditions limits or excludes liability where this would be unlawful under applicable legislation.
Changes to These Terms
Autism Assessment Scotland reserves the right to amend these Terms and Conditions where necessary to reflect changes in legislation, professional guidance or service delivery.
The most up-to-date version will always apply to services provided following publication.
Continued use of our services after any revisions have been made will constitute acceptance of the updated Terms and Conditions.
Privacy Policy
Privacy Commitment
At Autism Assessment Scotland, we recognise the importance of protecting your personal information and are committed to handling it responsibly, securely and transparently.
This Privacy Policy explains what personal information we collect, why we collect it, how it is used, how it is stored, and the circumstances in which it may be shared. It also outlines your rights under UK data protection legislation.
Autism Assessment Scotland complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and all other applicable data protection laws. We act as the Data Controller for the personal information we collect in relation to our services. Individual clinicians may also act as independent Data Controllers or Data Processors where appropriate and will comply with their own professional and legal obligations.
By accessing our website or using our services, you acknowledge that you have read and understood this Privacy Policy.
Information We Collect
In order to provide safe, effective and appropriate clinical services, we need to collect and retain certain personal information. We only collect information that is necessary for the delivery of our services and only where there is a lawful basis for doing so.
Depending on the service you receive, we may collect information including:
Full name and date of birth
Home address
Telephone numbers
Email address
GP details
Educational history where relevant
Medical history, developmental history and existing diagnoses
Correspondence received from healthcare professionals where you have authorised this
Clinical assessment notes
Reports, letters and supporting documentation
Payment and invoicing information
We will always seek to ensure that the information we hold is accurate, relevant and kept up to date.
How We Obtain Your Information
Most of the information we hold is provided directly by you, or by a parent, guardian or authorised representative where appropriate.
Information may be received through:
Where necessary, and only with your knowledge and consent or another lawful basis, we may request additional information from professionals involved in your care, such as your GP, psychiatrist, psychologist, occupational therapist, speech and language therapist, social worker or other healthcare providers.
How Your Information Is Used
Your personal information is processed solely for purposes connected with the delivery and administration of our services.
This may include:
Arranging and managing appointments
Carrying out assessments
Producing diagnostic reports
Providing therapeutic support
Communicating with you regarding your care
Maintaining accurate clinical records
Meeting professional, regulatory and legal obligations
Managing billing and financial records
We will only contact you using the communication methods you have agreed to.
Sharing Your Information
Your information is treated as confidential.
We will never sell, rent or share your personal information for marketing purposes.
Information will only be shared where:
You have provided your consent;
It is necessary for your ongoing care;
We are legally required to do so; or
Disclosure is necessary to protect you or another person from serious harm where permitted by law.
Where reports or correspondence are shared with healthcare professionals, educational services or other authorised organisations, this will normally only occur with your agreement unless disclosure is required by law.
Legal Basis for Processing
Autism Assessment Scotland processes personal information in accordance with Article 6 and Article 9 of the UK GDPR.
Our primary lawful basis is Legitimate Interests, as processing personal information is necessary to provide clinical assessment and related healthcare services.
Health information is classed as Special Category Data. This information is processed under the provisions allowing healthcare professionals who are subject to duties of confidentiality to process such data for the provision of health care.
All clinicians working with Autism Assessment Scotland are professionally bound by strict confidentiality requirements.
Protecting Your Information
We are committed to ensuring your information remains secure.
Appropriate technical and organisational measures are in place to protect personal data against unauthorised access, alteration, loss or disclosure.
These measures include:
Password-protected electronic records
Encrypted clinical systems
Secure practice management software
Locked storage for any paper records
Restricted access to confidential information
Paper records are securely destroyed when they are no longer required in accordance with our retention procedures.
Electronic records are retained within secure systems that comply with current UK data protection standards.
Data Retention
We retain personal information only for as long as it is necessary to fulfil the purposes for which it was collected and to comply with our legal, professional and regulatory responsibilities.
Retention periods generally include:
Adult health records: normally retained for 8 years after the conclusion of treatment or assessment.
Children's records: retained until the individual's 25th birthday, or 26th birthday where treatment ended at age 17.
Mental health and psychology records: retained for 20 years after treatment has ended or 10 years following death, in accordance with current guidance.
Financial records, including invoices, receipts and payment information, are retained for 7 years to meet HMRC accounting requirements.
Once retention periods have expired, records are securely destroyed or permanently deleted using appropriate disposal methods.
Your Rights
Under UK data protection legislation, you have several important rights regarding the personal information we hold about you.
These include the right to:
Be informed about how your information is used.
Request access to your personal information.
Ask us to correct inaccurate or incomplete information.
Request deletion of your information where there is no legal reason for us to continue processing it.
Request that we restrict how your information is used in certain circumstances.
Receive a copy of your data in a portable format where applicable.
Object to certain types of processing.
Not be subject solely to automated decision-making or profiling.
We are committed to ensuring these rights are respected and will respond to requests in accordance with the timescales set out under UK GDPR.
Accessing Your Information
You have the right to request a copy of the personal information we hold about you by submitting a Subject Access Request (SAR).
Requests should be made in writing. Before releasing information, we may ask for proof of identity to ensure your information remains secure.
We aim to respond within one calendar month, although this may be extended where permitted under data protection legislation.
Correcting or Removing Information
We encourage you to let us know if any of your personal details change or if you believe any information we hold is inaccurate.
Where appropriate, we will update or correct your records without unnecessary delay.
If you request that your information be deleted, we will first determine whether we have a legal, regulatory or professional obligation to retain it. Where no such obligation exists, your information will be securely erased.
Electronic Communications
Reports, letters and other clinical documentation may be sent electronically where appropriate.
Electronic correspondence is transmitted using secure methods, and any confidential reports are normally issued through secure electronic systems where available.
Information will only be shared with third parties where you have authorised us to do so or where disclosure is required by law.
Website Privacy & Cookies
Our website is hosted within secure data centres that comply with applicable UK data protection standards.
Like most modern websites, we use cookies to improve functionality and understand how visitors use our website.
Cookies may be used to:
Maintain website functionality.
Improve performance.
Monitor website traffic and usage.
Help us improve the content and user experience.
We use Google Analytics to collect anonymous statistical information regarding website usage. This information does not identify individual visitors but helps us understand how our website is being used and where improvements can be made.
If you prefer not to accept cookies, you can adjust your browser settings accordingly. Please note that disabling cookies may affect certain features of the website.
Information Commissioner's Office
Autism Assessment Scotland and its clinicians are committed to complying with all applicable UK data protection legislation. Each of our clinicians is registered with ICO.
If you have any questions regarding how your personal information is handled, we encourage you to contact us in the first instance so that we have the opportunity to resolve your concerns.
If you remain dissatisfied, you have the right to raise your concerns with the Information Commissioner's Office (ICO), the UK's independent authority responsible for upholding information rights.
Further information can be found on the ICO website.
Changes to This Privacy Policy
We may review and update this Privacy Policy from time to time to reflect changes in legislation, regulatory guidance or the way we provide our services.
The most recent version will always be available through Autism Assessment Scotland, and any significant changes will be communicated where appropriate.
Continued use of our services following any updates constitutes acceptance of the revised Privacy Policy.
