Privacy and Data Protection Notice

Sensory Visionaries Limited | Company No. 10803260 | ICO ZC255618
Registered office: 6 Newbury Walk, Romford, England, RM3 8HD
Email: contact@sensoryvisionaries.com

Last reviewed: 7 October 2026

This notice explains how Sensory Visionaries Limited uses personal information when you visit our website, contact us, complete a questionnaire or scorecard, buy or use a service, join a membership, make a contribution, or deal with us on behalf of an organisation.

1. Who is responsible for your information?

Sensory Visionaries Limited is the data controller where we decide why and how personal information is used. We are registered with the Information Commissioner’s Office (ICO), registration ZC255618.

2. What we collect

• Name, email address, telephone number and other contact details you choose to provide.
• Enquiry, Impact Check, Organisation Scorecard and Ask a VRS responses.
• Information relevant to sight loss, disability, health, functional difficulties, communication preferences, daily activities and support needs where needed for the service requested.
• Assessment notes, agreed priorities, recommendations, reports and service correspondence.
• Membership, booking, service and transaction history.
• Professional and organisation details where you contact us in a work capacity.
• Complaint, safeguarding and data-rights correspondence.
• Technical, security and consent information generated when the website is used.

Payment card details are entered into the payment provider’s secure checkout and are not collected by us through ordinary website forms or email.

3. Health and disability information

Information about health or disability can be special category data. We only collect it where it is relevant to the support requested. We identify both an Article 6 lawful basis and, where required, an Article 9 condition. For information an individual voluntarily provides so that we can tailor a service, explicit consent may be appropriate. In other circumstances another lawful condition may apply. We do not treat sensitivity alone as consent.

4. Why we use information and our lawful bases

• Enquiries and steps before purchase: to answer questions, assess suitability and provide requested information before a contract.
• Providing paid services and memberships: to perform our contract with you and administer the service.
• Payments, accounts and records: to perform contracts and meet accounting, tax and other legal obligations.
• Website and service administration: for legitimate interests in operating a secure, effective service, where those interests are not overridden by your rights.
• Marketing: where consent is required, we use consent. You can unsubscribe at any time.
• Safeguarding, disputes and legal requirements: where necessary to comply with law, protect vital interests, establish or defend legal claims, or pursue legitimate interests as applicable.

5. Questionnaires and scorecards

Our Impact Check and Organisation Scorecard structure information and suggest possible next steps. They are not medical diagnoses, statutory assessments, eligibility decisions or regulatory determinations. We do not use them to make solely automated decisions that have legal or similarly significant effects.

6. Who we share information with

We only share information where there is a legitimate reason. This may include providers supporting our website and hosting, secure email, payment processing, accounting, security and business administration; professional advisers; organisations you ask us to liaise with; and public authorities or safeguarding bodies where disclosure is lawful and necessary. Our current operational services include WordPress-based website services, Stripe for payments, Xero for accounting and Brevo for email. Providers may act as processors or, for some activities, as independent controllers. We do not sell personal information.

7. Organisations commissioning work

Where an organisation commissions work involving information about another person, the data-protection roles depend on the service. We may be an independent controller for our professional records, or in some arrangements process information on the organisation’s instructions. Where UK GDPR requires processor terms, appropriate data-processing terms will be agreed. Organisations should not send more identifiable or health information than is reasonably necessary.

8. International transfers

Some technology providers or their subprocessors may process information outside the UK. Where this is a restricted transfer, we use or require an appropriate UK transfer mechanism, such as UK adequacy regulations or approved contractual safeguards, as applicable.

9. How long we keep information

We do not use one retention period for every record. We keep information only for as long as reasonably needed for the service and for professional, contractual, safeguarding, accounting, insurance and legal purposes. Enquiries that do not proceed, service records, financial records, complaints and safeguarding records may therefore be kept for different periods. We review retention and securely delete or anonymise information when there is no continuing lawful need.

10. Security

We use proportionate technical and organisational measures to protect information, including access controls and security measures appropriate to our systems. No internet or storage system can be guaranteed completely secure. If a personal-data breach occurs, we assess and document it and make any notification required by law.

11. Your rights

Depending on the circumstances, you may have rights to access, correct or erase information, restrict its use, object to processing, receive certain information in a portable format, and withdraw consent where consent is the basis used. These rights are not absolute and legal exemptions can apply. We may need to verify identity before responding.

12. Children and information about other people

Our individual paid rehabilitation services are for adults aged 18 and over. We may receive information about a child or another person in an organisational or safeguarding context. A person providing somebody else’s information should only do so where there is an appropriate reason and lawful basis.

13. Your choices and complaints

To exercise a data-protection right or ask a privacy question, email contact@sensoryvisionaries.com. If you are unhappy with how we use personal information, please contact us first so we can investigate. You also have the right to complain to the Information Commissioner’s Office.

14. Changes to this notice

We update this notice when our services, systems, suppliers or legal obligations materially change. The current version and review date are published here.