Privacy policy
This policy should be read in conjunction with ACCESS Speech and Language Therapy’s Terms and Conditions and Consent Form.
ACCESS Speech and Langage Therapy is committed to respecting and protecting your personal information.
Who is ACCESS Speech and Language Therapy?
ACCESS Speech and Language Therapy is an Independent Speech and Language Therapy Service set up in 2016 by John Cane, a fully qualified Speech and Language Therapist registered with the Health and Care Professions Council (HCPC).
John is a registered Data Controller with the Information Commissioners Office (ICO). John controls and processes all personal information for ACCESS Speech and Language Therapy.
ACCESS Speech and Language Therapy is registered to The Coach House, The Square, Sawbridgeworth, Hertfordshire CM21 9AE.
What kinds of personal information will ACCESS Speech and Language Therapy collect?
This list below provides some examples of personal information that may be collected:
The child’s name, age, date of birth, home address, medical history, education details, speech and language history, milestones, ethnicity.
Parent or carer names, phone number, email address, home address, details of any speech, language or learning difficulties.
Family structure details (for example, details about who lives at home with the child).
How will ACCESS Speech and Language Therapy collect personal information?
ACCESS Speech and Language Therapy will collect personal information by written and spoken forms of communication (for example, face to face discussions, phone calls, emails, website enquiries). Information is collected from parents and with parent permission information will be collected from professionals and other people known to the child.
ACCESS Speech and Language Therapy will only collect information that is relevant or required to provide Speech and Language Therapy Services.
How does ACCESS Speech and Language Therapy use personal information?
Personal information is used to:
Communicate with parents.
To provide services (such as assessment and therapy sessions).
Communicate with professionals and other people known to the child (if parents have given permission).
Plan and deliver Speech and Language Therapy services.
To complete audits.
To communicate with others if this is required by the law (this is the only time personal information will be shared with others without permission from parents).
What is ACCESS Speech and Language Therapy’s lawful basis for processing personal information?
The lawful basis is a ‘legitimate interest’ under article 6 of General Data Protection Regulation GDPR). ACCESS Speech and Language Therapy cannot deliver a service to your child without processing personal information. Information relating to a child’s health is classified as ‘Special Category Data’ under section 9 of the GDPR. The regulations state that health professionals who are “legally bound to professional secrecy” may have a lawful basis for processing this information. Speech and Language Therapists are legally bound to keep client information confidential and it is under this condition that personal information is stored and processed.
How does ACCESS Speech and Language Therapy store personal information?
ACCESS Speech and Language Therapy stores personal information in paper and electronic formats.
Paper format: Information is stored in a locked filing cabinet. If information is taken out of the cabinet it will be kept with ACCESS Speech and Language Therapy (John Cane), an authorised member of staff or in a locked location.
Electronic format: Information is password protected and stored on two password protected hard drives. The hard drive is stored in a locked filing cabinet. Personal information may temporarily be stored on a password protected laptop or a password protected email.
Video recordings will be temporarily stored on a password protected tablet and then deleted after use (the tablet will be stored in a locked filing cabinet).
How long does ACCESS Speech and Language Therapy keep personal information for?
Telephone Enquiry
Until the enquiry has been completed. This is usually within 7 working days.
If a referral is made, the information may be transferred to the child’s case notes otherwise the information will be destroyed.
Website Enquiry
Until the enquiry has been completed. This is usually within 7 working days.
If a referral is made, the information may be transferred to the child’s case notes otherwise the information will be destroyed.
Emails are kept for approximately three months. After this time emails will be copied and stored on a password protected document as part of the child’s case notes or they will be destroyed.
Case Notes
Until the child’s 25th birthday (or 26th birthday if they are 17 years old at the end of treatment).
How does ACCESS Speech and Language Therapy keep personal information confidential and secure?
Use of password protected documents and hard-drives.
Use of virus software.
Keeping up to date with information from the ICO and other relevant organisations.
Storing the key for locked cabinets in a hidden location.
Locking up information when it is not in use. If information is being used it is transported in a bag where the information cannot be seen.
By completing audits
By reviewing and updating policies
What are my rights?
You have the right to withdraw permission at any time.
You have the right to change your preferred methods of communication (for example you may prefer emails to phone calls).
You have the right to request a copy of the personal information that is held about you and your child. This is called a Subject Access Request and it is free of charge. All requests will be processed and completed within 30 days of receipt.
Can I request personal information to be erased?
Because information is processed on a legitimate basis, it is not possible to request erasure of personal information. However, you can request that incorrect information is changed. For example, you can request to change your previous home address to your new home address.
Who can I contact if I have further questions?
You can contact John Cane, ACCESS Speech and Language Therapy by:
Email: johncane.access@gmail.com
Telephone: 07952 918715
Post: ACCESS Speech and Language Therapy, 111 Ingles, Welwyn Garden City, Hertfordshire AL8 7HF