Privacy Notice for Clients – Lumen Sense

1. Introduction

This Privacy Notice explains how Lumen Sense collects, uses, stores, and protects your personal information when you access our Irlen screening services. We are committed to safeguarding your privacy and complying with the UK GDPR and the Data Protection Act 2018.

2. What Information We Collect

We collect only the information necessary to provide effective screening and support:

Personal Details

• Name
• Date of birth
• Contact information
• Emergency contact (if relevant)

Screening & Assessment Information

• Questionnaire responses
• Screening results and observations
• Notes relating to visual stress symptoms
• Overlay/filter recommendations

Optional Information

• Educational or workplace background
• Medical or optometric history (only if you choose to share it)

3. Why We Collect Your Data

Your data is used to:

• Provide Irlen screening and follow‑up support
• Communicate with you about appointments and results
• Maintain accurate professional records
• Meet legal, insurance, and safeguarding requirements
• Improve service quality (using anonymised data only)

We do not use your information for marketing unless you give explicit consent.

4. Lawful Basis for Processing

We process your data under:

• Contract – to deliver the service you request
• Consent – for optional information or marketing
• Legitimate Interests – for record‑keeping and service improvement
• Legal Obligation – where required by law or insurers

5. How Your Data Is Stored

Your information is kept securely using:

• Password‑protected digital systems
• Encrypted devices
• Locked filing cabinets for paper records
• Restricted access for authorised personnel only

6. How Long We Keep Your Data

• Screening records: up to 7 years after your last appointment
• Records for children: until age 21, or 7 years after last contact
• Financial records: 6 years (HMRC requirement)

After this period, data is securely deleted or destroyed.

7. Sharing Your Information

We do not share your data unless:

• You give explicit consent
• It is necessary for safeguarding
• Required by law or insurers
• You request a referral to another professional

We never sell personal data.

8. Your Rights

You have the right to:

• Access your data
• Request corrections
• Request deletion (where legally allowed)
• Restrict or object to processing
• Withdraw consent
• Request data portability

We respond to all requests within one month.

9. Contact Details

For questions or data requests:

Data Protection Lead: Johanna Brewer 

Email: hello@lumensense.co.uk

10. Updates to This Notice

We may update this notice periodically. The latest version will always be available on request.