Privacy Policy

Privacy Policy

aurora digital self-assessment

Effective Date: [14/07/2026]
Version: 1.0

1. Introduction

This Privacy Policy explains how information is collected, used, stored, and protected when individuals complete the Quality & Improvement Programme digital self-assessment ‘aurora ' (‘aurora digital self-assessment’). Youth Access aurora digital self-assessment forms part of a quality framework designed to improve services that support young people.

We are committed to protecting the privacy of all participants and handling personal information in a lawful, fair, and transparent manner.

2. Who we are

The aurora digital self-assessment is administered by Youth Access under our Quality and Improvement programme ("we," "our," or "us").

For questions about this Privacy Policy or how your information is processed, please contact:

Email: admin@youthaccess.org.uk
Address: Nightingale House, 46-48 East Street, Epsom, KT17 1HQ

3. Purpose of aurora digital self-assessment

Aurora digital self-assessment is used to:

  • Record the quality, safety, accessibility, and effectiveness of services supporting young people.
  • Support continuous improvement of services supporting young people.
  • Generate reports, benchmarking information, and sector-wide insights.
  • Inform best practice activities where applicable.

4. Information we collect

The information collected may include:

Assessment responses

  • Answers provided within aurora digital self-assessment.
  • Evidence or supporting documentation voluntarily submitted.
  • Ratings, comments, and feedback.

Organisational information

  • Organisation name.
  • Organisation email addresses
  • Service name.
  • Contact details of nominated representatives.
  • Role or job title of individuals completing aurora digital self-assessment.

Technical information

When accessing aurora digital self-assessment platform, we may automatically collect:

  • IP address.
  • Browser type and version.
  • Device information.
  • Date and time of access.
  • System usage and diagnostic information.

5. Information we do not intentionally collect

Aurora digital self-assessment is designed to evaluate services and digital tools, not individual young people.

Participants should avoid submitting:

  • Personal information about young people.
  • Health information.
  • Case records or identifiable client information.
  • Any special category or sensitive personal data unless specifically requested and appropriately protected.

If such information is submitted unintentionally, we may remove, redact, or securely delete it where appropriate.

6. Legal basis for processing

Where applicable, we process personal information on the basis of:

  • Legitimate interests in administering and improving the quality and improvement programme.
  • Performance of a contract or participation agreement.
  • Compliance with legal obligations.
  • Consent, where consent is required for specific activities.

7. How we use Information

We may use collected information to:

  • Administer aurora digital self-assessment.
  • Verify assessment submissions.
  • Produce assessment outcomes, reports, and recommendations.
  • Benchmark services against quality standards.
  • Improve aurora digital self-assessment and associated quality framework.
  • Monitor usage, security, and performance of the platform.
  • Communicate with participating organisations.

Information may also be aggregated and anonymised for research, reporting, learning, and sector improvement purposes.

8. Sharing information

We will only share information where necessary and appropriate.

Information may be shared with:

  • Assessment reviewers, auditors, or partners.
  • Technology providers supporting aurora digital self-assessment platform.
  • Regulators, legal authorities, or other bodies where disclosure is required by law.

We do not sell personal information.

Any reports published publicly will, where possible, contain aggregated or anonymised information unless the participating organisation has agreed otherwise.

9. Data security

We implement appropriate technical and organisational measures to protect information from:

  • Unauthorised access.
  • Accidental loss.
  • Misuse.
  • Alteration.
  • Disclosure.

Access to assessment data is restricted to authorised personnel who require it for legitimate business purposes.

10. Data retention

We retain information only for as long as necessary to:

  • Deliver and administer aurora digital self-assessment.
  • Maintain improvement records.
  • Meet legal, regulatory, contractual, and audit requirements.

When information is no longer required, it will be securely deleted, anonymised, or archived in accordance with our retention policies.

11. Your rights

You have the right to:

  • Access the information we hold about you.
  • Request correction of inaccurate information.
  • Request deletion of information in certain circumstances.
  • Restrict or object to processing.
  • Request transfer of your information where applicable.
  • Withdraw consent where processing is based on consent.

Requests can be submitted using the contact details provided in this Privacy Policy.

The Regulator

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. You can contact them by calling 0303 123 1113, or go online to www.ico.org.uk/concerns

12. International transfers

Where information is transferred or processed outside the country in which it was collected, we will take appropriate steps to ensure adequate safeguards are in place and that information remains protected.

13. Children's information

Aurora digital self-assessment is intended for use by organisations, professionals, and authorised representatives. It is not intended for direct use by children or young people unless explicitly stated.

We do not knowingly collect personal information from children through aurora digital self-assessment.

14. Cookies and analytics

Aurora digital self-assessment platform may use cookies, similar technologies, and analytics tools to:

  • Enable platform functionality.
  • Understand platform usage.
  • Improve user experience.
  • Support security and performance monitoring.

Users may manage cookie preferences through their browser settings, subject to platform functionality requirements.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be published on aurora digital self-assessment platform together with a revised effective date.

16. Contact us

If you have questions, concerns, or requests relating to this Privacy Policy or the handling of information through the Quality and Improvement Programme ‘aurora’ digital self-assessment, please contact:

Youth Access
Email: admin@youthaccess.org.uk
Telephone: 07708 589899
Address: Nightingale House, 46-48 East Street, Epsom, KT17 1HQ

By completing the aurora digital self-assessment, participants acknowledge that they have read and understood this Privacy Policy.