This privacy notice explains how Prompt UK™ Ltd uses your personal data.
What data do we collect that is relevant to a psychological assessment/formulation or intervention?
We collect personal information which is any information about you that identifies you as an individual and is not meant for everyone to know. This includes but is not limited to your name, gender, ethnicity, date of birth and sexuality. We also collect health data which is information relating to your mental or physical health including previous psychological assessment, formulation, or psychological intervention/support.
What data do we collect that is relevant to the delivery of our learning products?
For learning/training events we will collect data as part of the booking process including the company name, contact details, details of training requests (where applicable), and information about the organisation. During the training we may collect attendance data and feedback responses from delegates. Some training may involve the use of technology (such as Menti) which collects anonymous participant responses. If training is delivered online, the platform (such as MS Teams) may gather email addresses and could include attendance data including names of attendees/delegates.
How do we collect your data?
If you agree, either under occupational conditions set by your employer or other authority with a duty of care, or via self-referral, to take part in a psychological assessment/formulation and/or intervention, a psychologist working for Prompt UK™ Ltd will collect data from you as part of the process. The psychologist may at times collect data about you from other professionals and services, such as your employer, your GP, psychologists, psychiatrists, or social care providers as part of their assessment/formulation/intervention and they may do this by telephone calls, face to face, in writing or via email. If we collect your data as a learning delegate, we may compile or be given a list containing delegates’ names to confirm attendance. We may also ask delegates to complete an anonymised feedback document which can be submitted to learning facilitators at the event or be sent to us electronically.
How will we use your data?
Prompt UK™ Ltd collects your data so we can:
Personal information will only be used for purposes connected to your psychological needs, where there is a clear and demonstrable need to do so.
Your information will only be collected, used, and shared by Prompt UK™ Ltd where it is lawful, necessary, and proportionate to do so.
How do we share your data?
We will share your health information with others when necessary and with your consent, to support your well-being. An example of this may be under agreement with your employer, where under a shared duty of care, we may be asked to highlight any concerns (or positive developments subsequent to concerns) regarding your psychological health. This may be required by your employer in order to consider your psychological resilience in relation to managing your role. A further example of this may be when we share information with the NHS as part of a referral to a mental health service. We may share data in writing, in person or electronically and we will always seek to do this as safely and confidentially as is possible.
Anonymous feedback from learning deliveries will be collated and may be shared with the buyer organisation.
How do we store your data?
We will store your information securely and confidentially in accordance with the law and also in accordance with your employer or care provider data protection policies and our own data management policies. Electronic information will be stored either on a stand-alone system or on a secure cloud system, depending on whether there is an explicit agreement in place with your employer. It will be anonymised by using a code or your initials/first name. No residential or work address will be identified. All data will be encrypted at rest and in transit with technical systems used to prevent information being lost, accessed, or altered. Paper records will be scanned and stored electronically, and the originals destroyed. Access to the anonymised data which we store about you is limited to the psychologist, their clinical supervisor, our practice administrator, and the Managing Director. All operational & administrative staff at Prompt UK™ Ltd are vetted to Enhanced SC, SC or DV level and are bound by strict legal and internal obligations.
We will store your data for 5 years following final engagement with your psychologist.
What are your data protection rights?
Can I see my data?
You have the right to access your personal data. There is no fee. You should write to us at the address below and we will answer within one month. You can sign a form to allow someone such as a legal advisor to make the request (you can get a copy of this form from us in person, via your case management team or by writing to us at the address below).
Can I correct my data?
You can request that we correct data which you believe is inaccurate. You can ask that a note is attached to your data if you believe it is wrong/ misleading. If you wish to do this, you should ask us in person or write to us at the address below.
Can I erase my data?
You have the right to request that we erase your personal data under certain conditions for example if you believe that there is no longer a need for us to store it. We will consider your request and any reasons we need to keep the data, for example if an assessment was conducted. If you want us to erase your data, you should tell us (and your employer or care provider involved who has a duty of care) and you can do this by writing to the address below.
Can I restrict who sees my data?
You can request that we restrict data processing under certain conditions, for example us sharing data with your GP. You can do this in person or in writing. We will consider your request, but we may have a duty to share information even if you do not want us to, for example where there is risk to yourself or others.
Changes to our privacy policy
We keep our privacy policy under review. This policy was last updated in Nov 2025.
How to contact us
Contact can be made in writing to:
Prompt UK™ Ltd. Prompt UK Ltd. 61 Bridge Street, Kington, Herefordshire. HR5 3DJ.
Further information
If you would like further information or to discuss the way that Prompt UK™ Ltd has processed your personal data and your rights, you can contact Prompt UK™ Ltd Data Protection Officer – Mr R. Murrill. Bob@promptuk.com
You can find more information about data protection and your rights at the Information Commissioner’s Office (ICO) website at www.ico.org.uk. If you wish to report a complaint about your personal data, you can contact the ICO via its website.