Privacy, confidentiality and anonymisation expectations.
This page explains how First Response Dementia Services handles enquiry information, what is expected around anonymisation, and the general data minimisation approach used by the service.
1. Who this notice applies to
This notice applies to people and organisations making enquiries to First Response Dementia Services, booking consultancy or training work, or sharing anonymised material for review.
2. Data controller
First Response Dementia Services is responsible for deciding how enquiry and service-related information is handled for the purposes of this website and the services described on it.
Business contact email: contact@firstresponsedementia.co.uk
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3. What information may be collected
- Name, job title, organisation and contact details
- General information about the service issue you are enquiring about
- Booking details, agreed scope, fees and correspondence
- Anonymised behavioural information and supporting documents where relevant
- Website messages or form submissions sent by prospective clients
4. What should not be sent through the website
Initial enquiries should remain anonymised and high level. Do not send resident names, initials, dates of birth, NHS numbers, addresses, room numbers, or documents containing identifiable personal data through website forms or general enquiry email unless something different has been explicitly agreed in advance.
5. Lawful basis
Information is generally handled because it is necessary to respond to enquiries, take steps requested before entering into a contract, deliver agreed services, keep appropriate business records, and meet legitimate professional and legal responsibilities.
6. Anonymisation and data minimisation
First Response Dementia Services is designed to operate using anonymised information wherever reasonably possible. Only the minimum information needed for behavioural formulation, care planning support or training preparation should be shared.
- Use age bracket rather than exact date of birth where possible
- Redact names, initials and unique identifiers
- Remove identifiable headers from screenshots and scanned records
- Only share the material genuinely needed for the agreed work
7. If identifiable information is sent accidentally
If identifiable information is sent in error, the material may be deleted, withdrawn or returned and a corrected anonymised version may be requested before work continues.
8. How information is used
- To respond to enquiries and arrange consultations
- To prepare proposals, quotes, booking confirmations and invoices
- To deliver agreed consultancy or training work
- To maintain appropriate service and business records
- To follow up on work already delivered where that is reasonably required
9. How long information is kept
Information is only retained for as long as reasonably necessary for enquiry handling, service delivery, record keeping, accounting, insurance and legitimate follow-up. Unnecessary case material should not be retained longer than needed.
10. Sharing information
Information is not shared with third parties unless this is necessary for legitimate business operation, legal compliance, safeguarding, insurance, accounting, secure administration, or where disclosure is otherwise required by law.
11. Your rights
Depending on the circumstances, you may have rights to request access to the personal information held about you, ask for correction, request erasure, object to certain processing, or ask for restriction of processing.
12. Scope and limits
This service provides consultancy and training support only. It does not provide emergency response, direct clinical treatment or prescribing. Providers remain responsible for local governance, safeguarding, clinical decisions and their own record keeping.