Privacy Statement


Stokes Case Management is committed to respecting the privacy of your personal information. This website privacy notice explains our policy for dealing with personal information that we collect through our website (

It also deals with MachForm (, the system we use to securely record client notes and personal information.

Throughout this policy, we refer to your personal information. This is information which identifies you as an individual, or from which your identity can be reasonably ascertained. Your email address(es) and telephone number(s) are examples of personal information.

We will post any changes to this privacy policy on our website, and our service documentation will be updated as necessary.


About Stokes Case Management Ltd

Stokes Case Management Ltd. was established in 2015 by its Clinical Director, Rhiannon Stokes, in response to the growing need for a new wave of case management and rehabilitation services for individuals and professionals in Wales and the UK.

It is our mission to cater, not only for the specific case management, rehabilitation and medicolegal needs of disabled and vulnerable individuals, but also for the increasingly complex support services that are necessary to support these individuals.

You can find out more about Stokes Case Management Ltd. by clicking here.


Information we collect about you

We obtain information about you when you use our website (for example when you contact us) or when your information is logged via our Secure MachForm system.

Types of information we collect from you

When you visit our website, information we collect might include your name, address, email address(es), IP address, and information relating to the pages you have accessed as well as when you accessed them.

If you are a Stokes Case Management Ltd. client with directly recruited support and have given consent, notes and personal information may be logged and stored via our secure, online MachForm system. Such information is dealt with and submitted in a secure manner by Stokes Case Management Ltd. case managers and staff. You can find out more in the Information you provide (clients) section below.


If you contact us using email we will obtain information about you such as your name, email address(es) and phone number(s), as well as the contents of your email, including any attachments you may send us and any information you may willingly choose to disclose to us.

Cookies & other tracking technologies

We use a number of different types of cookies on our website. If you do not know what cookies are, or how to control or delete them, we recommend you visit for more detailed guidance.

As is the situation with most websites we obtain certain information automatically. We collect information about the computer, phone, tablet, or other device you use to access the services. Information may include internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, landing page, and referring URL. This information is stored in log files.

Google Analytics

We use Google Analytics to collect and analyse information about visitor behaviour on our website. Google Analytics generates statistics and information regarding the pages you visit, how long you are on our website, how you navigated to our website, and what selections you make. This Analytics data is not tied to personally identifiable information. We do not collect or store your personal information, such as your name or address; therefore, this information cannot be used to identify who you are. Our analytics service provider generates this information regarding the use of our website through the use of cookies. The four types of cookies which are set automatically when you visit our website are:
• _utma
• _utmb
• _utmc
• _utmz

The information generated relating to our website is used to create reports about the use of our website. Our analytics service provider’s privacy policy is available at:


We use Wordfence cookies on our website to prevent fraud and to improve the security of the website (named WFVT and Wordfence).


We use WordPress cookies on our website to administer the website (named WP and WordPress).


Clients of Stokes case management Ltd.

Information You Provide

As a Stokes Case Management Ltd. client, we store your form data (questions and responses) for you using MachForm HTML Online Form builder, submitted through our website by members of our team via a secure connection (SSL).


MachForm is an HTML form builder which we use to create custom forms to securely store notes and information, including some client data. You can find out more about the software here:

MachForm GDPR page:

MachForm infrastructure and security:

Please note, we are using the self-hosted version of MachForm, which means your data is not routed through or stored on MachForm cloud servers. The data we input via the Self-hosted MachForm forms are sent to our own MySQL database, via a secure (SSL) connection.

Information we store on our MachForm system

We store notes and information about your progress and rehabilitation with your support team. This is logged securely via MachForm by fully trained team members.

Access to MachForm data

Your MachForm data will only be accessible by approved and fully trained members of our team who are aware of and will comply with GDPR.

Our use of MachForm data

We use notes and information stored on our MachForm system to log your progress, your needs or requests, and any information that is relevant to your ongoing rehabilitation.

Sharing MachForm data

We may have to share your MachForm data with third parties, such as other health professionals that you are working with as part of your rehabilitation.

Consent to store your data on our MachForm system

We will explain our processes carefully to all new clients. Consent forms must be signed by clients before their personal data can be stored on our MachForm system. We will periodically assess and update our consent forms as required to ensure that we are fully GDPR compliant and that you are aware of our current processes and your rights relating to them.

Storing MachForm data

All data submitted via our Machform system is sent via a secure (SSL) connection, through to a secure MySQL database. Our hosting and database service, is provided by Cloud Above (, managed by Madamadari Development and Design.

Protecting MachForm data

We take steps to protect the security of the personally identifiable information we collect, including (for example) physical, electronic, and procedural safeguards.

Accessing or deleting your personal data

If you wish to access, correct, update, request deletion or withdraw consent relating to any of your data, visit the Your Data Protection Rights Under GDPR section below where you will find all the necessary information and contact details.

Your data protection rights under the General Data Protection Regulation (GDPR)

If you are a resident of the EEA, you have the following data protection rights:

  • If you wish to access, correct, update, or request deletion of your personal information, you can do so at any time by contacting us.
  • You can object to the processing of your personal information, ask us to restrict the processing of your personal information, or request portability of your personal information.
  • You have the right to opt-out of marketing communications we send you at any time. You can exercise this right by clicking on the unsubscribe link in the marketing emails we send you or from your account settings page.
  • Similarly, if we have collected and processed your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we had already conducted prior to your withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
  • You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.


You have the right to make a complaint at any time. Complaints should be sent to our data protection team. Contact details are given below.

Data protection team contact details

You may contact the data protection team in the following ways:


By post:
Data protection
Stokes Case Management, The Maltings, East Tyndall Street, Cardiff CF24 5EA.

Complaints escalation

If we are unable to deal with a complaint to your satisfaction we recommend that you contact the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

Changes to the website privacy statement

We reserve the right to update this privacy statement at any time, and we will advise you of any substantial updates and provide you with access to a new privacy statement. We may also notify you in other ways from time to time about the processing of your personal information.