What is a Privacy Notice?

Oakdale is a 'data controller'. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you regarding how we hold and use your personal information.

How do we collect your personal information?

We may collect personal information directly provided by you or your legal representative at any time you are in contact with Oakdale and we may collect, store and use your personal information whilst you are engaged with Oakdale. We may also collect your personal information from third parties such as the NHS, commissioning authorities or through your private medical insurer.

For what purpose will we use your personal information?

In most cases, we will use your personal information to provide assessment, therapy, treatment or payment purposes. In rare cases, we may need to use your personal information to protect your (or someone else's) interests or if it is in the public interest for us to do so.

Why might we share your personal information with third parties?

We will share your personal information with third parties where required by law, where it is necessary to be able to provide you with assessment, therapy or treatment, to protect your interests (or someone else's interests) or where we have another legitimate interest in doing so.

How long will we use your information?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available in our retention policy.

When might we transfer your information overseas?

We may transfer the personal information we collect about you to countries within the European Economic Area (EEA). We may transfer personal information we collect about you to the United States of America or other parts of the world outside the UK where there has not been an adequacy decision in limited circumstances when a third party supplier has operations in such a country.

What are automated decisions?

Automated decision making takes place when an electronic system uses personal information to make a decision without human intervention. You will not be subject to decisions that will have a significant impact on you based solely on automated decision making, unless we have a lawful basis for doing so and we have notified you.

What is data portability?

The right to data portability allows you to obtain and reuse a copy of your personal data for your own purposes or for us to send the information to a new provider on your behalf (where technically feasible). It allows you to move data, copy data and transfer data in a safe and secure way without affecting its usability.

What are Subject Access Requests?

You have a right of access under the UK General Data Protection Regulation (GDPR). The right of access allows you to obtain confirmation that we are processing your personal data and to receive a copy of that personal data, together with certain supplementary information about how and why it is being used.

Terms of use.

Client Agreement
& Terms of Use.

Version 1, Nov 2026. Next review: Nov 2027.

If you need this document in another format, such as large print, audio or another language, please contact the Governance Team at dpo@oakdalecentre.org.

Welcome to Oakdale

Oakdale provides a range of healthcare services, including psychological therapy, specialist psychological and neurodevelopmental assessments and ADHD medication services. Where services are subject to statutory regulation, these are delivered in accordance with the requirements of the relevant regulator.

These Terms and Conditions (“Terms”) set out the agreement between you (“you”, “your”, “client”) and Oakdale Therapies Ltd, trading as Oakdale (“we”, “us”, “our”). By accessing or using our services, you agree to comply with these Terms. Please read them carefully before proceeding.

We may update these Terms from time to time. Continued use of our services means you accept any changes.

Scope of Services

Oakdale provides:

Autism assessments for children (from age 2), young people, and adults
ADHD assessments for children (from age 6), young people and adults
Combined autism and ADHD assessments for children (from age 6), young people and adults
ADHD Medication (aged 6 and over)
Specialist psychological assessments
Adoption support and trauma services
Cognitive and dyslexia assessments
Psychological therapies and related interventions do we need dyslexia services too here?

We deliver services in person and online, funded through:

NHS Right to Choose / NHS contracts
Private self-funding
Local authority contracts
Agreements with other healthcare and non-healthcare organisations

We do not provide emergency medical or crisis services. If you are in crisis or require urgent help, please contact emergency services (call 999 in the UK) or visit your nearest Accident & Emergency (A&E) department.

Key Responsibilities & Mutual Respect

To ensure a safe and effective therapeutic environment, clients, carers, and visitors agree to:

Provide accurate, complete, and up-to-date medical, educational, and contact details.
Inform Oakdale promptly of any changes to personal or health circumstances.
Attend scheduled appointments on time and comply with the cancellation notice periods.
Treat Oakdale staff, practitioners, and fellow visitors with respect and courtesy.

Oakdale operates a strict zero-tolerance policy toward physical or verbal aggression, harassment, threats, or abuse. We reserve the right to cancel appointments, terminate sessions, or discharge clients from the service in the event of inappropriate or unsafe behavior.

We expect our clients to display and uphold our values.

Overview of Cancellations, Payments & Liabilities

Financial liability depends on your funding pathway:

Publicly Funded Services (NHS / Local Authority / ASGSF): Services are fully funded by the commissioning body and free to the client at the point of care. Clients hold no personal financial liability provided care remains strictly within the pre-approved contract scope. However, strict attendance rules apply; consecutive missed sessions without adequate notice (typically 24 hours) may result in discharge back to the referrer.
Self-Funded & Private Services: Fees apply as published on our website at the point of booking and must be paid at least 24 hours in advance. A minimum of 24 hours notice is required for cancellations. Cancellations made with less than the required notice or missed sessions are fully chargeable.
Private Medical Insurance: Clients using health insurance retain ultimate financial responsibility. Most insurers do not cover missed appointments or late cancellation fees; where an insurer declines payment, the client accepts direct liability for the outstanding balance.
Liabilities: Nothing in this Agreement shall limit Oakdale’s liability where prohibited by law or affect the client’s statutory rights. Subject to this, Oakdale’s total liability shall not exceed the fees paid for the relevant services, to the extent permitted by law.

Summary of Confidentiality, Privacy & Data

Your care is confidential. Oakdale complies fully with UK GDPR and the Data Protection Act 2018. Special category health data is processed securely for healthcare delivery. Information is never shared without your consent except where legally mandated - such as safeguarding concerns, preventing serious harm, or complying with court orders. More information about how Oakdale processes your data can be found via our website’s privacy notice.

Eligibility, Capacity and Legal Authority

To access Oakdale services, clients must meet age criteria specific to their pathway and be residents in the UK (NHS Right to Choose requires England residency). If accessing services while temporarily abroad, clients must ensure compliance with local regulations. Parents, guardians, or legal representatives booking on behalf of a child or vulnerable person confirm they hold appropriate legal parental responsibility or power of attorney.

On-Premises Rules & Visiting Oakdale Facilities

When attending any Oakdale therapy centre:

Sign-In & Supervision: All visitors must sign in at reception. Children and vulnerable individuals must be supervised by a parent/carer at all times and cannot be left unattended in waiting areas.
Unaccompanied Attendance: Clients aged 14 and over may attend appointments unaccompanied only by prior arrangement with their practitioner and with an emergency plan in place. For children under 14, a parent/carer must remain in the building for the entire duration of the session.
Premises Hygiene & Rules: Oakdale enforces a strict no-smoking and no-vaping policy across all premises. Mobile phone use is prohibited inside clinical consultation rooms during appointments.
Animals: Animals are strictly prohibited inside Oakdale premises, with the exception of pre-authorised, certified assistance or therapeutic animals cleared by management prior to arrival.
Substance Impairment: Practitioners reserve the right to terminate any session immediately if a client presents under the influence of alcohol or non-prescribed controlled substances.

Remote / Online Service Delivery & Recording Rules

Oakdale delivers virtual appointments via secure platforms (e.g., Google Workspace). Clients attending remotely must ensure they are in a quiet, confidential, and safe environment. If attending from a public area, you must inform your clinician immediately.

Client Recording Policy: Audio or video recording of sessions by clients or carers on personal devices is strictly prohibited unless explicitly agreed upon in advance and formal written consent (Recording Agreement) is provided. Unauthorised recordings constitute a breach of contract and privacy.
Oakdale AI & Administrative Tools: Oakdale utilises secure, enterprise-grade AI productivity tools (such as Google Workspace Gemini) to support administrative efficiency. These tools operate under a strict information governance policy framework: they are never used to make autonomous clinical or safeguarding decisions, and all AI-assisted notes are subject to mandatory human clinical review.

Research, Audit & Data Protection

Oakdale processes special category data under Article 9(2)(h) of UK GDPR. In addition to direct care delivery, data may be used for internal audit, clinical quality evaluation, and ethical research.

Opt-Out Research (Anonymised): Anonymised and aggregated data that cannot identify an individual may be used for evaluation or research on an opt-out basis. Clients may opt out at any time without impacting their clinical care by contacting DPO@oakdalecentre.org.
Opt-In Research (Identifiable): Any research project requiring identifiable personal data will only proceed with explicit, written opt-in consent or formal approval from a Health Research Authority (HRA) / Research Ethics Committee.
National Data Opt-Out (NHS Clients): For NHS RTC clients, Oakdale respects the NHS National Data Opt-Out program (managed via nhs.uk/your-nhs-data-matters).

Practitioner Contractual Models

To provide specialist capacity, Oakdale engages clinicians under three distinct operational structures:

Employed Practitioners: Staff clinicians working directly under Oakdale’s operational oversight, policies, and clinical governance.
Associate Practitioners: Independent contracted specialists operating under Oakdale’s clinical standards, systems, and policy framework.
Freelance Therapists: Self-employed clinicians who utilise Oakdale’s administrative infrastructure (e.g., room booking, billing, reception cover) but remain directly responsible for their own independent clinical record-keeping, governance, and client communications.

Clients may request clarification regarding their practitioner’s specific contractual model at any time.

Intellectual Property & Website Usage

All materials, assessment summaries, clinical tools, written documentation, and website contents created by Oakdale are protected by UK copyright and intellectual property laws. Clients are granted a limited, personal, non-commercial license to use reports and resources provided directly for their care. You may not copy, reproduce, distribute, or modify Oakdale materials without prior written consent.

Complaints & Feedback Resolution

We welcome feedback to continuously improve care. If you have concerns, feedback, or formal complaints:

Feedback and compliments can be submitted online via our website feedback form or via the Experience of Service Questionnaire (ESQ).
Formal complaints should be submitted in writing to your practitioner or directly to Oakdale management at dpo@oakdalecentre.org. Concerns are handled according to our formal Complaints Policy.
NHS-funded clients retain the right to escalate unresolved complaints to their respective NHS commissioning body or the Parliamentary and Health Service Ombudsman.