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Date of last review: 29 June 2026
1.Introduction
This Privacy Policy (together with our terms and conditions and any other documents referred to in it) describes the type of information that we collect from you through the use of our services, or the use of our website https://rtnmentalhealth.co.uk/, how that information may be used or shared by us and the safeguards we use to protect it.
We have drafted this Privacy Policy to be as clear and concise as possible. Please read it carefully to understand our policies regarding your information and how we will treat it.
You have the right to make a complaint at any time to the Information Commissioner”s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
If you have any comments on this Privacy Policy please email them to enquiries@rtnmentalhealthsolutions.com.
2.Who We Are
Here are our details:
– Our company name is: RTN Mental Health Solutions Limited
– ICO Registrations: RTN Mental Health Solutions ZB179345, RTN Medical ZB345820
– Our registered address is: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
– Our nominated Data Protection Officer is Roz Ryan-Mills, who can be contacted at roz@8foldgovernance.com
We respect your privacy and promise to only use your personal information in strict accordance with UK data protection laws. This includes the UK GDPR, the Data Protection Act 2018, the Data (Use and Access) Act 2025, and any future updates or replacements to these laws.
3.What We May Collect
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you depending on your interaction with us which we have grouped as follows:
| Service/Interaction | Personal Data Categories | Purpose for Data Processing |
| Website interactions including: | Identity data e.g. name, email, phone number Health data e.g. online test results, health data revealed through enquiries Account Data e.g. your username and password, appointments made by you, your interests, preferences, feedback and survey responses |
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Assessment services including:
| Identity data e.g. name, email, phone number Financial and transactions information e.g. billing address, invoicing address, bank account and payment card details Health data required to facilitate your assessment e.g.
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Therapy services including:
| Identity data e.g. name, email, phone number Financial and transactions information e.g. billing address, invoicing address, bank account and payment card details Health data required to facilitate our services e.g.
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Medical services including:
| Identity data e.g. name, email, phone number Financial and transactions information e.g. billing address, invoicing address, bank account and payment card details Health data required to facilitate our services e.g.
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Like many websites, we use “cookies” to enhance your experience and gather information about visitors and visits to our websites. Please refer to our cookie notice in section 5 for information about cookies and how we use them and what kind.
We also collect and share aggregated data. This is statistical or demographic info that we group together – for example, looking at what percentage of people use a specific feature on our website. Because this data is entirely anonymous, it does not reveal who you are and is not legally considered personal data.
However, if we ever combine this data with your personal info in a way that could identify you, we will treat it as personal data and protect it under this privacy policy.
If you provide personal information to us about another data subject, you are responsible for ensuring that you have their consent to provide that data for the uses set out in this Privacy Policy and for bringing this Privacy Policy to their attention.
4.Legal basis for processing your personal data
UK GDPR) state that we must have a valid legal reason to use your personal information. The exact reason depends on how you interact with us and our services. We use your data under the following legal reasons:
If you are referred to us by an NHS organisation under the ‘Right to Choose’ framework: As we operate under the statutory obligations of the NHS in these instances, our lawful bases for processing your data are Article 6(1)(e) – Public Task (for the general processing of your personal data) and Article 9(2)(h) – Provision of Health or Social Care (for processing your special category data, such as health information).
If you approach us directly as a private treatment provider: When you engage with us as a private healthcare provider under our standard terms and conditions, our lawful bases are Article 6(1)(b) – Contract (for the general processing of your personal data needed to fulfil our contractual obligations with you) and Article 9(2)(h) – Provision of Health or Social Care (for processing your special category data, such as health information).
There may also be occasions where we are required to process your personal data in line with our legal responsibilities as a medical service provider. This is set out below.
Article 6(1)(c) – Legal Obligation: We process your personal data when it is necessary for compliance with a legal obligation to which RTN Mental Health Limited is subject. This includes, but is not limited to:
Article 6(1)(a) – Consent: We will process your personal data where you have provided your explicit consent for specific processing activities. This includes sending direct marketing communications, including third-party marketing materials, to you via email or text message. You maintain the right to withdraw your consent to marketing at any time by contacting us at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ.
Article 6(1)(f) Legitimate Interest: We may process your data when it is necessary for our legitimate interests as a business.
5.Cookies
We use cookies to distinguish users and improve our Website. Please look at our Cookie Policy at https://rtnmentalhealth.co.uk/privacy-policy/ for more cookie information.
6.Where We Store Your Data and Security
Sometimes, we need to send your info outside the UK to process your payments or provide our services. If we do this, we make sure it is just as safe and secure as it would be inside the UK. We use strict legal contracts and approved safety standards to protect it.
We take security seriously. We use physical, digital, and management steps to keep your data safe, including:
Strict access: Only employees and partners who absolutely need your data to do their jobs can see it. They must follow our instructions and keep it strictly confidential.
Firewalls & Encryption: We use firewalls to block threats, and all of your payments are fully encrypted.
Breach plans: If something ever goes wrong, we have a plan ready. We will notify you and the proper authorities if there is ever a data breach that affects you.
While we do everything we can to protect your data, sending info over the internet is never 100% secure. Please take care when sending us information online. If we give you a password to log into our website, you must keep it secret. Please do not share it with anyone.
7.Retention
We keep your personal data only for as long as necessary to fulfill our legal and contractual obligations. If your data includes clinical or health records, we retain it in strict accordance with the NHS Records Management Code of Practice guidelines.
8.Who we share your personal information with
To deliver our services safely and effectively, we may need to share your personal information with other organisations. We only share the minimum information necessary for the purpose and we have strict contracts and agreements in place to ensure your data is protected.
We may share your information with the following categories of recipients:
Clinical and Medical Service Providers: This includes third-party companies and specialists we work with to provide parts of your clinical care, such as diagnostic testing, specialist interpretation, or clinical advice.
Other Health and Social Care Professionals: Where necessary for your direct care, we may share your information with other professionals involved in your treatment, such as your GP, other mental health teams, specialists you are referred to, or social care services.
Service Providers (Data Processors): These are third parties who provide services to us and act on our instructions. They are not permitted to use your data for their own purposes. This includes:
Regulatory and Legal Bodies: We may be required by law to share your information with official bodies, such as the Care Quality Commission, the Information Commissioner’s Office, or for the purposes of a court order. We will also share information with the police or emergency services if we believe there is an immediate and serious risk to your or another person’s safety.
As a medical service provider, we owe a strict common law duty of confidentiality to all our patients. This means that any health or personal information you share with us is treated with the highest level of care and will not be disclosed to third parties without a valid legal basis.
For Your Direct Care: We may share relevant medical information with other RTN healthcare professionals involved in your treatment (such clinicians, specialists, or therapists) on the basis of implied consent, ensuring you receive seamless care.
For Other Purposes: We will not disclose your medical records or identifiable health data to any third party outside of your RTN healthcare professional team (such as your GP, employers, or legal representatives) without your explicit, written consent.
9.Your Rights
Under the UK GDPR, you have the following rights over your personal data:
Please note that there are some situations where these rights might not apply. In certain circumstances, the law allows us to limit or refuse your request.
To enforce any of these rights, please contact us at: enquiries@rtnmentalhealthsolutions.com
You also have rights with respect to automated decision-making and profiling as set out in section 10 below.
10.Automated Decision-Making
We do not carry out any solely automated decision-making (meaning decisions made entirely by a computer system without meaningful human involvement) that produces legal or similarly significant effects on you.
We do use automated systems and tools to assist us in analysing the information you provide to us; however, these are always used as part of an overall decision-making process where a human maintains final oversight, reviews the results, and makes the ultimate decision.
In the event that we introduce fully automated decision-making processes in the future, we will update this notice and ensure that mandatory safeguards are in place to protect your rights. In those circumstances, you would have the right to be informed, to request meaningful human intervention, to express your point of view, and to contest the automated outcome.
11.Use of AI
We use Artificial Intelligence (AI) to assist us in compiling and generating reports.
Information provided by yourself and others (e.g informants and GPs) as part of your assessment is gathered from various relevant sources and processed by our AI tools to help structure reports. We use this technology solely as an efficiency tool to reduce administrative delays and speed up the delivery of your reports.
The AI does not make final decisions or operate independently. Every AI-assisted report is reviewed, verified, and edited by a member of our clinical team before it is finalised or sent to you. This ensures that a human always maintains ultimate oversight and accountability for the accuracy and quality of the final output.
We have appropriate contracts in place with providers utilising AI to ensure that your data is processed securely and not used in the training of AI models.
12.Changes
If we change our Privacy Policy, we will post the changes on this page so please check this page for our current policy.
13.Terms and Conditions
Please also visit our Terms and Conditions section at https://rtnmentalhealth.co.uk/terms/ establishing the use, disclaimers, and limitations of liability governing the use of our Website.