Snapshot Governance & Quality Policy

Snapshot Governance and Quality Policy

Policy owner: Child Therapy Practitioners Limited Effective date: 16 February 2026 Review date: February 2027, or earlier if required Last reviewed: May 2026

1. Purpose

This policy sets out the governance framework, development standards, ethical principles, and quality controls that underpin the Snapshot system operated by Child Therapy Practitioners Limited.

Snapshots are independently developed, structured reflection tools designed to provide a clear, moment-in-time overview of defined domains including wellbeing, engagement, social interaction, transition, and resilience. They are intended to support early identification, proportionate planning, and the review of impact over time.

Snapshots are not diagnostic tools, clinical assessments, or statutory instruments. They do not replace professional judgement or formal assessment processes.

2. Research-Informed and Original Development

Snapshots are informed by established research in the fields of wellbeing, emotional regulation, relational development, and protective factors.

All items, domain structures, and scoring frameworks are independently written and original to Child Therapy Practitioners Limited. No proprietary, standardised, or third-party tools have been reproduced, adapted, or replicated. Snapshots are construct-informed in their design but are entirely independently developed.

3. Non-Diagnostic Positioning

Snapshots are reflective tools, not clinical or diagnostic instruments. They:

• do not assign or imply a diagnosis of any kind
• do not categorise individuals by condition, disorder, or label
• do not replace professional assessment, clinical judgement, or statutory processes
• do not function as mental health screening tools

Snapshots describe observable presentation within a current context, taking into account available support and environmental factors. Any interpretation must always be informed by professional knowledge, relational context, and an understanding of the individual’s wider circumstances.

4. Safeguards Against Unconscious Bias

The Snapshot system has been intentionally designed to reduce the influence of unconscious bias in observation and recording. Safeguards built into the design include:

• neutral, non-deficit language throughout all items and outputs
• no peer comparison or normative behavioural benchmarking
• no fixed judgements about expected behaviour at a given age or stage
• flexible participation wording that accommodates a range of presentations
• explicit respect for cultural diversity and neurodivergent differences

Snapshots are designed to prompt reflective professional discussion. They are not intended to produce fixed conclusions or predetermined outcomes.

5. Scoring and Professional Use

Each Snapshot uses an original scoring framework to guide structured interpretation and support graduated response planning. Scores are a tool for reflection and action planning only.

Scores must not be used as standalone decision-making tools or treated as definitive assessments of an individual’s needs or presentation. Professional judgement remains essential at every stage of interpretation and planning.

6. Data, Privacy, and Record Management

The Snapshot system is designed with data minimisation and privacy at its core.

• Snapshots do not require the collection of personal identifying information.
• Completed Snapshots and generated outputs are not stored on our systems at any point.
• Results are generated for immediate use only, within the user’s active session.
• Once a session ends, no data is retained by us.

It is the sole responsibility of the user or commissioning organisation to download, store, and manage all records in accordance with their own data protection policies and obligations under UK GDPR.

This approach ensures data minimisation, reduced privacy risk, and clear ownership of record management by the organisation best placed to hold it.

7. Review and Quality Control

All Snapshots are subject to periodic review to ensure continued:

• clarity and accessibility of language
• relevance across education, therapeutic, and commissioned settings
• awareness of and responsiveness to bias
• structural and scoring integrity

All updates are version-controlled and documented. Significant changes to item wording, domain structure, or scoring frameworks are recorded and made available to users where relevant.

8. Intellectual Property

All Snapshot content — including item wording, domain structures, scoring systems, generated outputs, and associated materials — is the intellectual property of Child Therapy Practitioners Limited and is protected by UK copyright law. All rights are reserved.

Reproduction, adaptation, redistribution, or commercial use of any Snapshot content without prior written permission from Child Therapy Practitioners Limited is strictly prohibited. Unauthorised use may result in legal action.

For licensing or permission enquiries, please contact [email protected].

9. Contact

For questions about this policy or the Snapshot system:

Email: [email protected] Phone: 01323 749434 Address: 14 St Gregory Close, Eastbourne, East Sussex, BN20 7JL, United Kingdom

This policy is reviewed annually or following any significant change to the Snapshot system or applicable legislation. Next review due: February 2027.