Privacy Policy

1. Who we are

ADHDaptive Ltd is a UK business providing coaching, consultancy, training, and related support.

Website: adhdaptive.org
Email: info@adhdaptive.org
Registered company number: 15938331

2. What information we collect

We may collect personal information such as:

Name
Email address
Phone number
Billing and payment information
Information you choose to share through forms, emails, bookings, or coaching enquiries
Information relevant to coaching or support, which may include health, disability, neurodivergence, workplace, education, or personal circumstances

Please do not send detailed medical or confidential information through the website contact form. More detailed information can be discussed through an agreed and appropriate communication method.

3. How we collect information

We collect information when you:

Contact us by email or through the website form
Book a discovery call, Brain Session, coaching session, or other appointment
Buy a service or resource
Sign up for updates or downloads
Take part in coaching, training, consultancy, or another ADHDaptive service
Browse the website, where basic privacy-focused analytics data may be collected

Website contact form

The website contact form is processed through Formspree. Formspree receives the information entered into the form and sends a notification to an ADHDaptive email account.

Form submissions are currently retained in the Formspree dashboard for up to 30 days. ADHDaptive may keep the resulting email or enquiry record for longer where it is needed to respond, provide a service, keep business records, or meet a legal obligation.

Bookings

Bookings may be handled through Calendly. When you use a Calendly booking link, Calendly may collect information needed to arrange the appointment, such as your name, email address, booking time, and anything else you choose to provide.

Calendly may use cookies or similar technologies on its own booking pages. Calendly is responsible for its own privacy controls and data handling on its platform.

4. How we use your information

We use personal information to:

Respond to enquiries
Arrange and deliver services
Prepare coaching notes or summaries where this has been agreed
Send invoices or service information
Manage bookings and communication
Improve website content and user experience
Meet legal, tax, insurance, or regulatory obligations

5. Coaching notes, transcripts, recordings, and summaries

With your explicit permission, ADHDaptive Ltd may record or transcribe a coaching session to help prepare a written summary.

Recording or transcription is optional
The reason for using it will be explained before it happens
You can refuse or withdraw permission
A recording or transcript is used only for the agreed purpose
Source recordings and transcripts are deleted once the summary has been completed, unless there is an agreed reason to retain them
Written summaries are provided to you and kept only for as long as they are needed

Where coaching information includes health, disability, diagnosis, neurodivergence, or other sensitive personal information, ADHDaptive will only process it where there is an appropriate legal basis and a condition for processing special-category data.

6. Use of ChatGPT and other digital tools

ADHDaptive may use ChatGPT, provided by OpenAI, as a drafting tool when preparing coaching summaries or organising notes.

ChatGPT is not used to diagnose anyone, assess eligibility for support, make decisions about a client, or replace professional judgement.

Before information is entered into ChatGPT:

The information is reduced to what is needed for the task
Real names are not used
Email addresses, phone numbers, addresses, employer names, and other unnecessary identifying details are removed
Names may be replaced with neutral labels such as “client”
Information that is not needed for the summary is left out

The ChatGPT account setting called “Improve the model for everyone” is turned off. This means new conversations are not used by OpenAI to train its models.

Public sharing links are not created for coaching information. Material used to prepare a summary is deleted when it is no longer needed for that purpose.

OpenAI still processes information supplied to ChatGPT in order to provide the service and may retain information under its own privacy and security rules.

7. Data minimisation

ADHDaptive Ltd aims to collect and use as little personal information as reasonably possible.

This means:

Only collecting information needed to provide a service or respond to an enquiry
Not collecting information “just in case”
Removing unnecessary identifying information before using digital tools
Not keeping information longer than it is needed
Regularly reviewing and deleting information that is no longer required

8. Lawful basis for processing

ADHDaptive may process personal information under one or more lawful bases, depending on why the information was provided.

These may include:

Contract, where information is needed to provide an agreed service
Consent, where you have made a clear and informed choice
Legitimate interests, where information is needed to run the business and this does not override your rights
Legal obligation, where records must be kept or information must be provided by law

Where special-category information is processed, such as information about health, disability, or diagnosis, ADHDaptive will also identify an appropriate condition under UK data-protection law. This may include explicit consent.

9. How we store and protect your data

We take reasonable steps to protect personal information and limit access to authorised use.

Information may be stored in secure email, booking, payment, document-storage, form-processing, and business-management systems used by ADHDaptive Ltd.

Access to these services is protected through account security measures such as passwords and multi-factor authentication where available.

This website does not use advertising pixels, behavioural profiling tools, retargeting trackers, or Google Analytics.

I do not want people followed around the internet because they looked for information about ADHD, autism, coaching, burnout, shared care, or workplace support.

10. How long we keep your data

Personal information is kept only for as long as it is needed for the reason it was collected, or for a period required by law, tax, insurance, professional, or business record-keeping obligations.

Different types of information may be kept for different periods:

Formspree currently retains website-form submissions in its dashboard for up to 30 days
Enquiry emails may be retained while an enquiry or service remains active
Recordings and transcripts used to create summaries are deleted once the summary has been completed, unless another period has been agreed
Invoices and financial records are kept for the period required by tax and company law
Service records may be retained where needed for insurance, contractual, safeguarding, or legal reasons

11. Sharing your data

ADHDaptive Ltd does not sell personal information.

Information may be processed by trusted service providers where this is needed to run the business or provide a service.

These may include:

Formspree for website contact-form submissions
Calendly for appointment bookings
OpenAI where ChatGPT is used as a drafting tool
Email and cloud-storage providers
Payment and accounting providers
Cloudflare and Plausible for website security and privacy-focused analytics
Professional advisers, insurers, regulators, or public authorities where there is a lawful reason

Service providers have their own privacy, security, and retention arrangements. ADHDaptive limits the information shared with them to what is reasonably needed for the task.

12. International processing

Some service providers used by ADHDaptive may process or store information outside the United Kingdom.

Where personal information is transferred internationally, ADHDaptive will take reasonable steps to use providers that apply recognised contractual, privacy, or security protections.

13. Your rights

Under UK data-protection law, you may have the right to:

Ask what personal information we hold about you
Request a copy of your personal information
Ask for inaccurate information to be corrected
Ask for information to be deleted where appropriate
Ask for processing to be restricted
Object to certain uses of your information
Withdraw consent where consent is being relied upon
Ask for information in a portable format where this right applies

To make a request, email info@adhdaptive.org.

You also have the right to raise a concern with the Information Commissioner’s Office if you are unhappy with how your information has been handled.

14. Cookies and website data

The ADHDaptive website itself does not use cookies for normal browsing.

The site uses Cloudflare Web Analytics and Plausible Analytics to understand basic website use, such as which pages are visited, which content is useful, and whether the site is working properly.

These tools are used to provide broad website statistics rather than to build personal profiles or follow people across other websites.

If you click a Calendly booking link, you will use Calendly’s booking system. Calendly may use cookies or similar technologies on its own pages. These are controlled by Calendly rather than ADHDaptive.

15. Third-party links

This website may link to third-party websites or services. ADHDaptive Ltd is not responsible for their privacy practices, content, or security.

This includes booking services, payment providers, social-media platforms, and other external websites linked from ADHDaptive.

16. Changes to this policy

This privacy policy may be updated when services, systems, or legal requirements change. The latest version will be published on this page.