Privacy & Cookies

Last updated: 30 September 2026

This notice explains how Phoenix Continuum Ltd uses information when you visit our website, contact us, give feedback or book a consultation. It also describes our retention policy for SENs Check records.

Who we are

Phoenix Continuum Ltd is responsible for the personal information we collect and use for these purposes.

Phoenix Continuum Ltd
Company No. 17456234
Registered in England and Wales
Registered office: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ

The registered office is a correspondence address, not a walk-in service location.

Privacy enquiries: hello@phoenixcontinuum.com

Information we use

Website visits and searches

The website is hosted through OpenAI’s ChatGPT Sites. The hosting service, using Cloudflare infrastructure, processes website requests and provides visitor and page-view statistics. Technical information can include IP addresses, browser and device details, requested pages, access times and error information. These technical services deliver pages, protect the website and help us understand its use. We do not add advertising analytics or tracking pixels.

You do not need an account to use the Phoenix Encyclopaedia or Phoenix Atlas. Search words and selected filters appear in the page address and are sent to the hosting service to return results. They may also appear in browser history and technical logs. Phoenix does not maintain a separate database of your search history.

When AI description search is enabled, the Encyclopaedia sends your search wording to the OpenAI API to interpret the situation you describe. It then matches that interpretation against the entries. The API request asks OpenAI not to store the response for later retrieval; this does not remove all provider security or operational retention. Read OpenAI’s API data controls for its processing and retention information. Phoenix does not add a query-history database or application logs of the search text or interpretation.

If description search is not enabled, the results are labelled as word and phrase matches. If an enabled description search fails, the page tells you and offers word matching as a separate choice. Search suggestions are starting points for reading; they are not an assessment, diagnosis or decision about a person.

Please do not enter names or other information that could identify a child, family or another person in resource searches or feedback.

Enquiries

Our contact form collects your name, email address, enquiry type, role, message and permission to reply. A selected training theme is included when you choose one. You can also provide an organisation and preferred contact time. We use this information to respond and, where requested, discuss possible work.

Formspree processes the submission, checks it for spam, stores it in its submission archive and sends it to Phoenix by email. The form also sends a subject and a label identifying the contact page. You can contact us directly by email instead.

Please keep initial enquiries general. Do not send identifiable information about a child or young person, sensitive case details or documents through the website form. We will agree an appropriate secure route if that information is needed for commissioned work.

Atlas feedback

The feedback form collects the category and text of your feedback, plus details identifying the entry, edition and article or evidence page you were viewing. An email address is optional. We use this information to investigate corrections, consider sources and improve the resource; if you provide an email address, we may reply.

Atlas feedback uses the same Formspree submission and email service as our contact form.

Consultations and video calls

Booking links take you to Cal.com. Its booking forms request your name, email address and a short description of what you would like to discuss. Organisation bookings also request a business name. Depending on the form, you may choose to add a phone number, role or guests’ email addresses.

We use booking details to arrange the consultation, prepare for it and send confirmations and reminders. Appointment details and booking answers can appear in Phoenix’s connected Apple Calendar and related emails. Please provide another person’s email address only if they have agreed to be included.

Online consultations use Cal Video, powered by Daily.co. Automatic recording and transcription are switched off for our consultation bookings. Cal.com and the video service also process technical information needed to provide their services.

Commissioned work

If you commission a service, we agree the information needed, how it will be shared securely and any additional privacy information before you provide client documents. This website does not have a document-upload facility.

Why we use personal information

• Enquiries, feedback and website operation: our legitimate interests in responding to people, maintaining and improving Phoenix’s resources, and keeping the service secure.
• Requested services: to take steps at your request before entering a contract with you, or to perform that contract. Where an organisation commissions the work, we use its representatives’ business contact details in our legitimate interests in arranging and delivering the service.
• Legal responsibilities: where processing is necessary to meet a legal obligation.
• Consent: where consent is required for a particular use. You can withdraw it without affecting processing already carried out lawfully.

Providing an enquiry, feedback or booking is voluntary. We need sufficient contact and appointment information to reply or arrange a consultation. Providing an email address with Atlas feedback is optional.

Any additional conditions needed to handle sensitive information for commissioned work will be explained before that information is collected. We do not use the Encyclopaedia or Atlas to make automated decisions about an identifiable child or young person.

How long we keep information

• Enquiries and free consultations that do not lead to commissioned work: we delete the related correspondence and booking records six months after our last meaningful contact.
• Atlas feedback: we delete the original submission and related reply emails six months after we have dealt with the feedback. We may retain anonymous editorial notes about corrections or useful sources.
• Documents supplied for commissioned work, and working notes or drafts: these are normally deleted within 30 days of completing the work.
• Final SENs Check summary and minimal service record: we retain these for six years after completion, to keep an appropriate record of the service and address questions, complaints or claims about it. This does not mean retaining all supplied documents for six years.

We review and delete the relevant records we manage, including correspondence in our mailbox and mail app, consultation entries in Cal.com and our calendar, and any remaining accessible form submissions. These periods do not mean that deletion is automatic or that every provider backup and technical log is erased at the same time.

Provider-managed technical records and backup copies have separate retention arrangements. Retention depends on the record and the provider’s operational, security and legal requirements; the periods above describe Phoenix’s own records, not a universal provider deletion deadline. You can ask us about the records relevant to your enquiry or service.

If specific records are needed for an unresolved complaint, claim or legal obligation, we may retain the necessary records for longer. We review that need and resume deletion when it ends. Retention for other commissioned services is agreed and explained separately.

Services that handle information

We use the following services in operating Phoenix:

• OpenAI ChatGPT Sites: website hosting and visitor and page-view statistics.
• OpenAI API, when enabled: interpreting Encyclopaedia search descriptions.
• Formspree: contact and Atlas feedback submissions, spam checks, submission storage and email delivery.
• IONOS Mail Basic: hosting for Phoenix’s email mailbox.
• Microsoft Outlook on Mac: accessing and managing Phoenix emails and attachments.
• Cal.com: consultation bookings, confirmations and reminders.
• Apple Calendar: Phoenix’s connected consultation calendar.
• Daily.co through Cal Video: online consultations.

Information is shared with the services involved in the activity you choose. Following a booking link takes you to Cal.com, whose own privacy information also applies to its service. We do not sell your personal information.

Some providers process information outside the UK, including in the United States. Their privacy information explains their international processing and the safeguards they use. Contact us if you would like information about the arrangements applicable to your enquiry or service.

Read OpenAI’s privacy policy, Cloudflare’s privacy policy, Formspree’s privacy policy and Cal.com’s privacy policy.

Cookies and similar technologies

Phoenix does not add advertising trackers to its pages. The hosting service supplies automatic traffic statistics, so this is not a claim that the hosted website uses no analytics, cookies or browser storage.

The hosting security layer uses Cloudflare’s __cf_bm cookie to help distinguish legitimate visitors from automated abuse. It expires after 30 minutes of inactivity. This security cookie is separate from advertising or marketing tracking. Phoenix’s application does not set optional analytics cookies or use local or session storage to record searches. No booking, video or social-media embeds are loaded on these pages. Your browser can block cookies, although blocking security cookies may affect access.

External services you choose to visit, such as Cal.com, explain their own cookies and choices on their websites. Read Cloudflare’s cookie information.

Your rights and choices

Depending on the circumstances, you may have rights to access your information, correct inaccuracies, request deletion, restrict or object to processing, receive certain information in a portable form, and withdraw consent where processing relies on it.

To ask a question or exercise a right, email hello@phoenixcontinuum.com. We may need enough information to verify your identity and locate the relevant records.

You can also raise a concern with the Information Commissioner’s Office, the UK’s data protection regulator.

Changes to this notice

We will review this notice as Phoenix develops and update it when our use of information changes materially. The date above identifies the latest revision.