Privacy & data protection
Privacy notice
Clairemind · Draft version 2 · Revised 18 October 2026
Draft — not yet approved for publication. The operator’s legal identity, retention schedule, provider and transfer details, and legal review are still outstanding.
Screening stays on your device unless you choose to send a prep pack. Submitted packs contain contact details and health-related information. Shared links grant access to anyone holding a valid link, and pack openings are recorded.
1. Who is responsible for your information
This notice describes information handled through Clairemind’s screening, preparation and team tools. It covers visitors, people completing screeners or submitting prep packs, parents and carers, pack recipients and team members, including guide reviewers.
Controller details awaiting confirmation: the legal name and postal contact address of the person or organisation operating Clairemind. Clairemind is a service name, not a confirmed legal entity. Any applicable data protection officer or representative details also require confirmation.
The privacy contact currently displayed by the site is support@clairemind.org. The operator must confirm that this mailbox is monitored and suitable for privacy requests before this draft is finalised.
2. Screening and preparation on your device
Screening scores and the rule-based appointment preparation plan are calculated in your browser. Completing a screener does not itself submit those answers to Clairemind. Screening summaries and journey progress use browser session storage so that you can move between pages. The summaries can include whether a safety-related answer was flagged.
Sending a prep pack is a separate, optional action. If you submit it, the site sends the available screening summary together with your completed prep-pack entries and contact information. Do not assume that information remains device-only once you choose to send it.
Session storage normally lasts for the tab’s session, but browser session restoration may restore it. Closing a tab is not a guaranteed deletion method. Use your browser’s site-data controls to remove locally stored information; printed, downloaded or saved copies must be deleted separately.
3. Information collected and its sources
Prep-pack submissions contain your full name, email address and GP practice name and town. Phone number, date of birth and main concerns are optional. The submission also includes available screening summaries and non-empty prep-pack answers you have entered. These entries may reveal health information about you or another person, including a child.
Submission records also contain an identifier, submission time, consent confirmation and processing status. Shared-pack records include a link token, creation and expiry details, first-open time and an opening count. Opening records are associated with the submission; an opening does not establish who opened the link or whether an email was delivered.
Team information includes sign-in account details and authentication records. Editorial review records include a guide identifier, verdict, notes, reviewer account identifier and time. Team settings include the owner contact email, letter sign-off and update time. The internal calendar displays submission information rather than establishing an external calendar connection.
Hosting, authentication, font and diagnostic services can receive technical request information, such as IP address, browser information and error details. The precise production log contents, recipients and retention require confirmation. Avoid including unnecessary personal information in free-text fields or review notes.
4. Purposes and lawful bases
The optional prep-pack workflow asks for permission to store your details and health answers to prepare a GP letter and contact you about it. The intended consent basis is Article 6(1)(a) of the UK GDPR, together with Article 9(2)(a), explicit consent, for health information. The operator and legal adviser must confirm that the wording, evidence and withdrawal process support valid explicit consent, including where someone submits information about another person.
Other processing supports shared-pack access, opening records, team sign-in and administration, editorial review history, service operation, security and handling enquiries or rights requests. The operator must document the Article 6 basis for each purpose and an Article 9 condition wherever that processing involves health information, including pack access, associated opening records and administration. Both requirements must be met; one does not replace the other. This draft does not assume that consent, contract, legitimate interests or a legal obligation automatically applies to every activity.
There is no requirement to submit a prep pack to use the public screening tools. If you choose the pack service, the required contact and GP fields are needed to create the submission; leaving optional fields blank does not prevent submission. The site’s local scoring and guidance do not make a clinical diagnosis or an official referral decision.
5. Consent and withdrawing permission
The prep-pack form requires a consent checkbox before submission and records the confirmation with the submission time. The current implementation does not establish a dedicated record of the exact consent-notice version or a separate withdrawal log.
You may withdraw consent by contacting the privacy contact. Withdrawal does not affect the lawfulness of processing carried out on valid consent before withdrawal. It may mean that an unfinished consent-based letter service cannot continue. You can also request deletion; applicable rights and exceptions are explained below.
The operator must confirm the practical process for identifying your record, stopping processing, handling deletion and communicating with any recipients. This notice does not promise that a request is actioned automatically or that all recipient copies can be recalled.
6. Who receives information
Authorised Clairemind team accounts can access submitted packs through the team area, subject to the application’s access controls. Hosting, database and authentication providers also process information to operate the service. The site uses Lovable Cloud and requests fonts from Google; the contracting legal entities, provider roles, subprocessors and production diagnostic services must be confirmed.
The pack workflow is intended to prepare a letter for you to take to your GP. It is not an automatic NHS referral. Team members can create a pack link and copy it for sharing, including by email. The inspected application does not establish an automatic email-sending service; actual mailbox providers and manual handling practices need confirmation.
Sharing a pack link can disclose its contents to the recipient and anyone to whom the link is forwarded. External sites you choose to visit, including linked sources, apply their own privacy notices. The operator must confirm any other disclosures, including disclosures required by law; this draft does not claim that information can only ever be seen by the Clairemind team.
7. Shared packs and opening records
A valid pack link gives access without a team sign-in. Anyone holding an unexpired link can view the name, GP practice, concerns, submission date, screening summary and completed prep answers returned by the pack page. Treat the full link as confidential and share it only with intended recipients.
Pack links default to a 14-day access period. The service records the first opening and an opening count for the team’s pack records. These are access measurements, not proof of delivery or the identity of the person opening the link. They are distinct from advertising-cookie tracking.
Expiry stops access through that link; it does not delete the submission or link record. Deleting a submission removes its associated link records in the application’s data model. Someone who has already printed, downloaded or saved the pack may retain a separate copy outside Clairemind’s control.
8. How long information is kept
A confirmed retention schedule is still required. The current application does not automatically delete a submission when its status is marked letter sent, and link expiry is not deletion. This draft therefore makes no promise that information is deleted immediately after a letter is sent.
The operator must specify periods or meaningful retention criteria for pending and completed submissions, consent evidence, shared links and opening records, team accounts, review history, settings, correspondence, service logs and backups. These criteria must reflect the documented purpose and any applicable legal requirements, rather than indefinite retention by default.
Browser-held information is described in the next section. Copies held in a mailbox, exported by a team member or saved by you or another recipient need their own retention and deletion arrangements. Backup expiry and the handling of deletion requests in backups are not yet confirmed.
10. Security and account access
The application uses authenticated team access and role-based database policies for administration of submissions and reviews. Pack-link access is different: possession of a valid link is sufficient to view the pack. A private page or a request not to index it is not a substitute for protecting the link.
No online service can guarantee absolute security. The operator must verify production access arrangements, account provisioning, backups, provider access and diagnostic safeguards. In particular, error reporting may include page paths, so the treatment of confidential pack-link tokens in diagnostic records needs review. This draft does not claim encryption certification or data-protection compliance.
11. Children and information about others
Clairemind includes a child screening route intended for parents or carers. A prep pack may contain information about a child or another person. Only provide information that you are authorised to share, and avoid unrelated details about other people.
The operator must confirm appropriate checks for parental responsibility, authority, the child’s understanding and capacity, and any applicable consent requirements. This draft does not invent a minimum age or treat one age threshold as permission for all health-information processing. Someone else’s consent and rights may require separate consideration.
12. International processing and transfers
The service is framed around UK guidance, but that does not establish where information is hosted or accessed. The actual hosting, database, authentication, support, font, diagnostic and email processing locations have not all been verified.
Before this notice is finalised, the operator must identify any restricted international transfers and the applicable adequacy decision or safeguards, where required, and explain how to obtain relevant information or a copy of safeguards. This draft does not promise UK-only storage, no overseas access or identical legal protection in every country.
13. Your rights and complaints
Where applicable under data protection law, you may request access to your personal information, correction, erasure, restriction of processing and portability, and may object to certain processing. These rights depend on the processing and lawful basis and are subject to legal conditions and exceptions. You may withdraw consent where processing relies on it.
Contact the privacy address to make a request and describe the information or service concerned. Do not send additional health information unless it is necessary. Proportionate identity checks may be needed to avoid disclosing someone else’s information. Requests generally require a response within one month under UK GDPR, subject to applicable rules on verification, extensions and exceptions.
For unsent information held only on your device, Clairemind may not hold a copy to retrieve or erase; manage it using your browser’s site-data controls. Removing browser data does not delete a prep pack already submitted to the service.
You can complain to the UK Information Commissioner’s Office if you are concerned about the handling of your information. You do not have to contact Clairemind first to exercise that right. The operator’s rights-handling procedures must be confirmed before this notice is finalised.
14. Changes and related information
This draft was revised on 18 October 2026. A final notice must reflect the service’s actual practices and contain the outstanding operator, retention and provider details. Material changes to data handling require review of the notice and any consent affected; this draft does not promise email notifications that the service has not implemented.
This document explains data handling; it is not medical advice or a certification of legal compliance. The terms of use and the existing support and safety information remain separate documents.