This privacy notice provides you with details of how Speech Therapy Warwickshire Limited collect and process your personal data.
Speech Therapy Warwickshire Limited is the data controller and we are responsible for your personal data (referred to as “Our”, “us” or “our” in this privacy notice).
Our lawful purpose for processing personal information
Our lawful basis for processing and storing personal information is one of ‘consent’ under Article 9 (a) of the General Data Protection Regulations (GDPR). Parents/legal guardians give explicit consent to the processing of a child’s personal data for the purpose of provision of speech and language therapy treatment.
It is a legal requirement for all Speech and Language Therapists to be registered with the Health and Care Professions Council (HCPC). The HCPC has clear standards of conduct, performance, and ethics that all registrants must adhere to.
These standards affect the way in which we process and share information, specifically:
Standard 2: Communicate appropriately and effectively
- "You must share relevant information, where appropriate, with colleagues involved in the care, treatment or other services provided to a service user."
Standard 10: Keep records of your work
- "You must keep full, clear, and accurate records for everyone you care for, treat, or provide other services to. You must complete all records promptly and as soon as possible after providing care, treatment or other services. You must keep records secure by protecting them from loss, damage or inappropriate access."
How we collect personal information
- Information about your child may be collected in spoken or written form from parents / legal guardians.
- With parental consent, information may also be collected from other professionals working with your child (such as teaching staff, childminders and NHS Speech and Language Therapists).
- Where relevant to your child's care we may also collect information about family members (e.g., contact details for parents and relevant medical history).
- Data is collected indirectly online through the website enquiry form and website booking form.
How we use and store personal information
- Personal information collected by us via our online enquiry form, email, telephone, or face to face is stored and used by us for the purpose of delivering your child's speech and language therapy. We use this information to:
- prepare, plan and provide speech and language therapy services appropriate for your child's need.
- communicate with you via post, email, telephone, or text message in relation to:
- arrange / confirm and plan for appointments
- send you reports and programmes for your child
- copy you into communications with other professionals involved with your child
- send you resources necessary for your child's speech and language intervention
- send you receipts
- With your consent, information about your child's speech and language needs will be shared with other professionals involved in your child's care, when it is in your child's best interests. A record of your consent is kept within your child's record. Unless we are required to do so by law, or for child safeguarding purposes, we will not disclose any personal information collected to any person other than as set out above.
- With your consent we may share information such as appointment dates, times, and reports via email. Any email containing sensitive personal data, either in the body of the email or as an unencrypted attachment, will be sent via a HTTPS encrypted email provider through WriteUpp.
- All information about you, your child and their speech and language therapy are stored securely in our systems to ensure that we have a complete record of our service to them.
- Any sensitive personal details are stored in a secure and confidential system and processed in confidence by me and shall only be used for the purposes of delivering appropriate speech and language therapy services to your child.
- Write Upp is a secure electronic cloud-based system and is compliant with general data protection regulations. Prior to being uploaded to this system documents may be temporarily stored on an encrypted memory stick, which is only accessible via a password held by us.
- Any paper based confidential information such as assessment record forms are stored securely in accordance with the Information Commissioner's Office (ICO) data protection regulations before being scanned and uploaded to your child's record on WriteUpp. Once a paper document has been uploaded the original copy is shredded and disposed of.
- Voice recordings and videos may be taken of clients with parental consent. These are temporarily stored on a password protected tablet. These may then be viewed by us in order to make notes in a client record within 48 hours of the child's appointment. The video is then permanently deleted.
- With parental consent, videos of clients' speech and language intervention may be used for training purposes. These videos are temporarily stored on a password protected tablet and deleted immediately after completion of the training for which they were used.
- The minimum amount of confidential information will be taken out of the office base. When your child's information is taken out of the office base it will be kept with us or will be locked in the boot our cars (whichever is deemed to be the most secure at that time).
- In accordance with law, all records will be kept securely until your child is 25 years old or if still receiving treatment at the age of 17, until they are 26 years old. After this time all records relating to your child will be destroyed.
- One.com is the website platform. See here for one.com’s Privacy policy https://www.one.com/en/about/privacy-notice
Along with most other websites our website uses cookies. Cookies are very small text files that are stored on your computer when you visit some websites. We use cookies to help identify your computer so we can tailor your user experience. You can disable any cookies at any time, but this may stop my website from functioning properly. In addition, the website also collects: your Internet Protocol (IP) address used to connect your computer to the Internet.
- Google analytics measures how users interact with the website content by recording information about page views and remembering what a user has done on previous interactions with the website.
- The Speech Therapy Warwickshire website contains links to other internet sites which are outside our control and are not covered by this privacy policy. We are not responsible for data which you provide through any such linked websites.
Data Protection Regulations
The General Data Protection Regulations (GDPR) govern protection, processing and movement of data and the legal rights of individuals to control information about themselves.
GDPR seeks to give people more control over how organisations use their data. It enforces significant penalties for organisations that fail to comply. I am registered with the Information Commissioner's Office (ICO) as a Data Controller.
Our responsibilities
We are committed to maintaining the security and confidentiality of your child's personal information. We actively implement security measures to ensure their information is safe and review these measures annually.
We are constantly working to ensure compliance with current data protection regulation.
We will not release your personal details to any third party without first seeking your consent unless this is required by law.
Your rights
GDPR gives parents the following rights:
- The right to a copy of the information we hold about your child
- The right to ask for your child's record to be amended if you believe that it is wrong.
How to access your child's records
You can access the information we hold about you or your child by emailing us at help@speechtherapywarwickshire.com. We will provide access to your child's records within 30 days of receipt of all necessary information.
If you have any further questions about this privacy policy, please contact the us by emailing help@speechtherapywarwickshire.com.
Further information about data protection legislation is available through the Information Commissioner's Office www.ico.org.uk.
Speech Therapy Warwickshire
Delivering Speech and Language assessment and therapy services for children since 2011.
©2023 Speech Therapy Warwickshire
