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UX Project Consent Form

You have been invited to take part in a customer experience session to help us understand and improve how people interact with our services. This session may include filming or recording to capture your feedback and visual reactions as you review our registration process, and the information we provide to customers.

You will not receive medical advice, diagnosis, or treatment. You should seek medical advice from your doctor if you have any medical queries or concerns. If you wish to receive any clinical treatment or advice from us in the future, you will be required to register again as a patient.

During the process you will encounter our Privacy Policy, Terms of Service (TOS). Please be advised that as you are not registering as a legitimate patient, some aspects of our privacy policy and terms of service may not apply to you. For example, because you are not a patient- we won’t keep your data for the same length of time.

Please ensure that you read the below:

Type of Data We Will Collect

Name and contact details (email address)
Audio and/or video recording of your session
Your verbal and written feedback and comments
Non-clinical information about your experience of using our services
The data you input during registration, will be stored. This includes your name, date of birth, address, email and phone number, and responses to several clinical questions regarding your general health.

How Your Data Will Be Used

To analyse customer experience and identify areas for improvement.
To produce anonymised or pseudonymised reports; your identity will be obscured or removed in any reports created.
Recordings may be shared with internal stakeholders involved in improving our service within the timeframes described in this document.
Your data will not be shared with third parties outside the organisation for marketing
Your data will not be shared with third parties for other purposes unless anonymised.
Your data will not be used for clinical purposes.

Lawful Basis for Processing

Processing of your data is carried out under:
UK GDPR Article 6(1)(a): your explicit consent, and;
UK GDPR Article 6(1)(f) : our legitimate interest in improving the quality of our services.
Data will be processed in accordance with:
UK GDPR (Articles 5(1)(e) and 6) – storage limitation and lawful basis.
ICO Data Retention Guidance (2023) – data must not be kept longer than necessary.

Data Retention and Deletion

Your identifiable data (name, contact details, recordings and consent forms) will be retained for a maximum of 1 year following the session, after which we will delete your data from all systems.

If, for any reason, we need to retain the data longer (for example, to complete a longer review or audit), this extended timeframe will be clearly stated below before you give consent.

Once deleted, data may still exist in encrypted system backups for a limited technical period; however, it will not be actively accessible or used.

If you wish to receive any clinical treatment or advice from us in the future, you will be required to register again as a patient.

Data Anonymisation

All feedback will be anonymised or pseudonymised as far as possible before being used in analysis or reporting. Any public or internal presentation materials will use non-identifiable excerpts.

Your Rights

Withdraw your consent at any time.
Request a copy of your data.
Access your personal data and request correction or deletion.
Request restriction of processing or object to how your data is used.

How to contact us

If you have any questions regarding data protection, please contact: [email protected]

Consent Declaration

I confirm that:
I have read and understood this form and the information provided.

I confirm

I consent to the collection and processing of my personal data, including filming, for the purposes described above.

I confirm

I understand that my data will be retained for up to 2 months (or longer if agreed below) and will then be deleted from all systems.

I confirm

I understand that I may withdraw my consent at any time.

I confirm

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Your legal name

Your email address

Please Confirm full name and signature.

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November 6, 2025 4:23 pm BST

UX Project Consent Form Uploaded by Valeria Ordaz - [email protected] IP 94.1.53.57

November 6, 2025 4:39 pm BST

Val O - [email protected] added by Valeria Ordaz - [email protected] as a CC'd Recipient Ip: 94.1.53.57

November 6, 2025 4:41 pm BST

Val O - [email protected] added by Valeria Ordaz - [email protected] as a CC'd Recipient Ip: 94.1.53.57