Privacy Policy

Privacy Notice – Personal Data of Children/Young People

This privacy notice lets you know what happens to any personal data that you give to us about a child or Young Person (YP), or any that we may collect from or about a child/YP when we are proving them with Speech and Language Therapy support.

This privacy notice applies to a child/YP’s personal information processed by or on behalf of SpeechWise Ltd.  

This Notice explains:

 

  • The information that we collect and use
  • The reason why we collect this information
  • Keeping a child/YP’s information safe and secure
  • Where we store a child/YP’s information
  • How we use a child/YP’s information
  • Who we share a child/YP’s information with
  • Deciding not to share a child/YP’s information
  • How long we store a child/YP’s information for
  • Accessing a child/YP’s information
  • Changes to a child/YP’s personal Information
  • Complaints or Objections

 

 

Introduction

 

The General Data Protection Regulation (GDPR) will come into force on 25th May 2018. This is a new regulation about the protection of any confidential and sensitive information.   

 

This Notice explains how we collect and process a child/YP’s personal data and how we meet our obligations to a child/YP.

As a Speech and Language Service working with a child/YP, we are the data controller for any personal data that we hold about a child/YP.

 

We are committed to protecting a child/YP’s privacy and will only use information collected lawfully in accordance with:

  • Data Protection Act 2018
  • The General Data Protection Regulations 2016
  • Human Rights Act 1998
  • Common Law Duty of Confidentiality
  • Health and Social Care Act 2012
  • HCPC Guidelines on Confidentiality, Information Security and Records Management
  • Caldicott Principles
  • Information sharing principle – To Share or Not to Share Review  

 

 

  • The information that we collect and use

 

When a child/YP is registered with SpeechWise we must collect basic ‘personal data’ about them. This includes their name, address, contact details for parents/carers such as email and mobile. We may also ask a parent/carer or a child/YP’s school for health information, ethnicity and educational information.  This type of information is called ‘Special data’.  We are required to do this to ensure that our assessment and care for a child/YP is appropriate to their needs.

We may collect the following types of information from a child/YP or about a child/YP from a third party for example a school or NHS Speech Therapy Department:

 

  • Details about a child/YP, such as address, persons with parental responsibility, emergency contact details
  • Notes and reports about a child/YP’s health and education
  • Details about a child/YP’s treatment and care
  • Results of investigations such as hearing tests etc.
  • Relevant information from other health or educational professionals, relatives or those who care for a child/YP
  • A child/YP’s records will be retained in accordance with the Royal College of Speech and Language Therapists and Heath Care Professions Council guidelines on information governance and the Data Protection Action 2018

 

 

  • The reason why we collect this data

 

 

In order to provide the right kind of support for a child/YP, we need to collect and keep information about them on our records. A child/YP’s records are used to:

 

  • Provide information to make decisions about their Speech, Language and Communication needs
  • Make sure any intervention provided is as effective as possible
  • Work with others providing your with support

 

We also may use, or share, a child/YP’s information for the following purposes:

 

  • Making sure that our service can meet patient needs in the future
  • Reporting back to schools on outcomes of our service. If this information goes outside of a child/YP’s school, it will be anonymised so no personal data is included
  • Investigating concerns, complaints or legal claims
  • Helping staff to review the care they provide to make sure it is of the highest standards
  • Training and educating staff

 

The Speech and Language Therapist(s) who provide a child/YP with care must maintain records about their communication, health and educational needs and any treatment or care they have received previously.  This information may come from or be shared with (with your consent) an NHS or Local Authority Service, or another private provider. These records help to provide a child/YP with the best possible Speech and Language Therapy Support.  

We need to know a child/YP’s personal, sensitive and confidential data so that we can provide a child/YP with Speech and Language Therapy Services.  Under the new rules called General Data Protection Regulation (GDPR) we will be using a child/YP’s data within the following regulations:

  • Protect a child/YP’s vital interests as a provider of Speech and Language Therapy Services
  • Legal obligations
  • Contractual obligations

 

 

  • Keeping a child/YP’s information safe and secure

 

Every member of staff who works for SpeechWise has a legal obligation to keep information about a child/YP confidential.  We maintain our duty of confidentiality by conducting regular training and awareness, ensuring access to personal data is limited to the appropriate staff and information is only shared with organisations and individuals that have a legitimate and legal basis for access.

 

SpeechWise records may be electronic, on paper or a mixture of both. Our electronic records are processed by a third party processor. The software used is called Writeupp provided by Pathway Software, who we work with to ensure that records are kept securely and confidentiality is safeguarded.

Their Privacy Notice can be viewed here:

https://www.writeupp.com/privacy-policy/

Details on their security measures and compliance with the Data Protection Act 2018 can be found here:

 

https://www.writeupp.com/secure/

 

We will only ever use or pass on information about a child/YP if others involved in their care have a genuine need for it.

 

We will not disclose a child/YP’s information to any third party without your permission unless there are exceptional circumstances (i.e. if they are at serious risk of harm), where the law requires information to be passed on.

Our SpeechWise policy is to respect the privacy of our of patients and their families, the schools/organisations and colleagues we work with and our staff and to maintain compliance with the General Data Protection Regulations (GDPR) and all UK specific Data Protection Requirements.

 

All the personal data we hold about a child/YP is processed in the EU.

 

We are registered with the Information Commissioners Office, who are an independent organisation designed to protect people’s rights regarding their personal information.

 

 

  • Where we store a child/YP’s information

 

A child/YP’s information is collected electronically using a secure system provided by Pathway Software (see above).  In addition physical/paper-based information will stored securely by a child/YP’s Speech and Language Therapist or retained securely at our Head Office at the above address.

 

 

  • How we use a child/YP’s information

 

We will only use a child/YP’s information to inform the care we provide for them and to report back to other professionals involved with a child/YP, which may include a child/YP’s school. We will not share it with a third party unless we have your consent, except for instances where the law requires us to do so to prevent a child suffering significant harm.

  1. Who we share a child/YP’s information with

We may also share a child/YP’s information, subject to strict agreements on how it will be used, with the following organisations;

  • NHS Trusts / Foundation Trusts
  • GP’s
  • Community services such as school nurses, Audiology
  • Child health services that undertake routine treatment or health screening
  • Community hospitals
  • Mental Health Trusts
  • Hospitals
  • Social Care organisations
  • Independent Contractors such as dentists, opticians, pharmacists
  • Private Sector Providers
  • Voluntary Sector Providers  
  • Local Authorities
  • Education Services
  • Police & Judicial Services
  • Voluntary Sector Providers
  • Other ‘data processors’ which a parent/carer will be informed of

 

A child/YP’s information will only be shared if we have consent to do so and it is for the provision of a child/YP’s care or required for our statutory function and legal obligations.

 

  1. If a parent/carer decides not to share a child/YP’s Information (Opting –Out)

 

A parent/carer have the right to withdraw consent at any time for any particular instance of processing, provided consent is the legal basis for the processing.  Please contact SpeechWise for further information and to raise your objection.

 

  • Right to object: If we are using a child/YP’s data because it is necessary for our legal requirements to do so, and a parent/carer does not agree, they have the right to object. We will respond to the request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with a parent/carer if certain limited conditions apply.
  • Right to withdraw consent: Where we have obtained your consent to process a child/YP’s personal data for certain activities (for example for a research project), a parent/carer may withdraw consent at any time.

 

 

  • How long will we store a child/YP’s information?

 

We will hold a child/YP’s information in accordance with the requirements laid out by Records Management Code of Practice for Health and Social Care 2016 and our professional bodies; the Royal Collage of Speech and Language Therapists and the Health Professions Council. This retention period is up until the child’s 25th birthday or 26th birthday if 17 years old at the conclusion of their treatment. This retention period ensures what we are compliant with section 7 of the Data Protection Act 2018; the ‘Right to Access’ (also called ‘Subject Access’) – that a child has the right to access their records once they become an adult.

 

 

  • Access to a child/YP’s personal information

 

The General Data Protection Regulations allows a parent/carer to find out what information is held about a child/YP including information held within your any kind of health records, either in electronic or physical format.  This is known as a ‘Subject Access Request ‘

A parent/carer also have the right to have it amended should it be inaccurate or erased entirely. These situations are called:

 

  • Right to rectify: In certain situations a parent/carer have the right to request us to amend things that are incorrect within a child/YP’s personal data. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with a parent/carer if certain limited conditions apply.

 

  • Right to erasure: In certain situations a parent/carer have the right to request us to “erase” a child/YP’s personal data. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with a parent/carer if certain limited conditions apply.  It is important to note that the Data Protection Act 2018 (Article 9, section (2)(h) says that the right to be forgotten/erased does not apply when data is processed for Health or Social Care purposes. Speech and Language Therapists are Healthcare Professionals (registered with the Health Care Professions Council), so the information we process about a child is considered to be a Health Record.

In order to request access to a child/YP’s information, a parent/carer needs to do the following:

 

  • Your request must be made in writing to:

Ele Leatherbarrow

Director

SpeechWise Ltd

Stockport Business & Innovation Centre

3rd Floor Broadstone Mill

Stockport

SK5 7DL

 

  • For information from the school a parent/carer should write direct to them
  • We are required to respond to a parent/carer within 30 days
  • A parent/carer will need to give adequate information (for example full name, address, date of birth) and details of your request
  • We will also ask a parent/carer to provide additional information before we release information to a parent/carer

A parent/carer should however be aware that some details in a child/YP’s records may not be able to be given to a parent/carer.  This will be in the interests of a child/YP’s wellbeing or to protect the identity of a third party.

 

 

  • What should a parent/carer do if a child/YP’s personal information changes?

It is important that a parent/carer tell a child/YP’s Speech and Language Therapist if any of a child/YP’s details such as a child/YP’s name or address have changed or if any of their details such as date of birth is incorrect in order for this to be amended. A parent/carer have a responsibility to inform us of any changes so our records are accurate and up to date for a parent/carer.

 

  • Objections / Complaints

Should a parent/carer have any concerns about how a child/YP’s information is managed at SpeechWise please contact the Director.  If a parent/carer are still unhappy following a review by the SpeechWise, a parent/carer have a right to lodge a complaint with the Information Commissioner.

 

Information Commissioner:

Wycliffe house

Water Lane

Wilmslow

Cheshire  

SK9 5AF

 

Tel: 0303 123 1113 (local rate) or 01625 545 745 if a parent/carer prefer to use a national rate number

www.informationcommissioner.gov.uk

 

If you are happy for a child/YP’s data to be extracted and used for the purposes described in this privacy notice, then you do not need to do anything.  If a you have any concerns about how a child/YP’s data is shared, then please contact the Director & Data Protection Officer of SpeechWise.

If you would like to know more about your rights in respect of the personal data we hold about a parent/carer, please contact the Data Protection Officer as below.

 

Data Protection Officer:

 

The Practice Data Protection Officer is Ele Leatherbarrow, Director.

Any queries in regard to Data Protection issues should be addressed to:

 

[email protected]

Changes:

It is important to point out that we may amend this Privacy Notice from time to time.  If you are dissatisfied with any aspect of our Privacy Notice, please contact the Data Protection Officer.

Privacy Notice for Schools/Organisations/Professionals working with SpeechWise

This privacy notice lets you know what happens to any data that you give to us about you or people working in and around your school/organisation, or any that we may collect from you or about people in your school/organisation. This includes information that we collect and process on SpeechWise staff/workers. For information on what happens to personal data that we collect on children/Young People who we have provided with or are providing with Speech and Language Therapy Support, please refer to our ‘Privacy Notice – Personal Data of Children/Young People’.

This privacy notice applies to personal information processed by or on behalf of SpeechWise Ltd.  

This Notice explains:

  • The information that we collect and use
  • The reason why we collect this information
  • Keeping personal information safe and secure
  • Where we store personal information
  • How we use personal information
  • Who we share personal information with
  • Deciding not to share personal information
  • How long we store personal information for
  • Accessing personal information
  • Changes to personal Information
  • Complaints or Objections

Introduction

The General Data Protection Regulation (GDPR) will come into force on 25th May 2018. This is a new regulation about the protection of any confidential and sensitive information.   

This Notice explains how we collect and process personal data and how we meet our obligations to the schools/organisations and professionals we work with

As a Speech and Language Service, we are the data controller for any personal data that we hold about you or people in your school/organisation.

We are committed to protecting your privacy and that of the people we work with and will only use information collected lawfully in accordance with:

  • Data Protection Act 2018
  • The General Data Protection Regulations 2016
  • Human Rights Act 1998
  • The information that we collect and use

When you or your school/organisation is working with SpeechWise we must collect basic ‘personal data’ about the people we are working with. This includes their name, work or home address and contact details such as email and mobile.

  • The reason why we collect this data

In order to run our service efficiently and keep appropriate employment records, we need to collect and keep information about the people we are working with. Personal information is used to:

  • Work jointly to make decisions about the service provided to your school/organisation
  • Share information on children/Young People we are working with jointly
  • Work together with other services who are working in your school/organisation

We also may use, or share, personal information for the following purposes:

  • Making sure that our service can meet patient needs in the future
  • Reporting back to schools on outcomes of our service. If this information goes outside of your school/organisation, we will seek your consent and it will be anonymised so no identifying details are included
  • Investigating concerns, complaints or legal claims
  • Helping staff to review the care they provide to make sure it is of the highest standards
  • Training and educating staff

In the case of SpeechWise staff/workers, it is used to keep accurate employment records and perform necessary recruitment checks.

We need to know personal, sensitive and confidential data so that we provide Speech and Language Therapy Services.  Under the new rules called General Data Protection Regulation (GDPR) we will be using personal data within the following regulations:

  • Protect your the vital interests of the children/Young People we work with as a provider of Speech and Language Therapy Services
  • Legal obligations
  • Contractual obligations

  • Keeping personal information safe and secure

Every member of staff who works for SpeechWise has a legal obligation to keep personal information confidential.  We maintain our duty of confidentiality by conducting regular training and awareness, ensuring access to personal data is limited to the appropriate staff and information is only shared with organisations and individuals that have a legitimate and legal basis for access.

We will not disclose personal information to any third party without your permission unless there are exceptional circumstances (i.e. if a child or Young Person is likely to be serious risk of harm), where the law requires information to be passed on.

Our SpeechWise policy is to respect the privacy of patients and their families, the schools/organisations and colleagues we work with and our staff, and to maintain compliance with the General Data Protection Regulations (GDPR) and all UK specific Data Protection Requirements.

  • Where we store personal information

SpeechWise records pertaining to schools and the people who work in/with them may be electronic, on paper or a mixture of both. Our electronic records are encrypted and held locally or on a secure cloud-based system (Office 365) with information held on UK-based servers. For information on the records held for the children/Young People we work with, please see ‘Privacy Notice – Personal Data of Children/Young People’.

Any paper records are stored securely by Speech and Language Therapist and/or retained at our Head Office at the above address.

We are registered with the Information Commissioners Office, who are an independent organisation designed to protect people’s rights regarding their personal information.

  • How we use personal information

We will only use personal information to inform the service we provide and to report back to other professionals involved with your school/organisation. We will not share it with a third party unless we have consent, except for instances where we feel a child/Young Person may be likely to suffer significant harm if we do not.

 

  • Who we share personal information with

We may also share personal information, subject to strict agreements on how it will be used, with the following organisations;

  • NHS Trusts / Foundation Trusts
  • GP’s
  • Community services such as school nurses, Audiology
  • Child health services that undertake routine treatment or health screening
  • Community hospitals
  • Mental Health Trusts
  • Hospitals
  • Social Care organisations
  • Independent Contractors such as dentists, opticians, pharmacists
  • Private Sector Providers
  • Voluntary Sector Providers  
  • Local Authorities
  • Education Services
  • Police & Judicial Services
  • Voluntary Sector Providers
  • Other ‘data processors’ which you will be informed of

Personal information will only be shared if it is for the provision of personal care for a child/Young Person or required for our statutory function, legal or contractual obligations.

  1. If you decide not to share personal Information (Opting –Out)

Any individual has the right to withdraw consent at any time for any particular instance of processing, provided consent is the legal basis for the processing.  Please contact SpeechWise for further information and to raise your objection.

  • Right to object: If we are using personal data because it is necessary for our legal requirements to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.
  • Right to withdraw consent: Where we have obtained your consent to process personal data for certain activities (for example for a research project), you may withdraw your consent at any time.
  • How long will we store personal information?

We will hold personal information only for as long as it necessary for us to carry out the service in your school. We will retain contact details for you or key people in your school/organisation for 3 years following the end of the contract.  With your consent we may retain anonymised information on the service provided and outcomes measured for an indefinite period.

Employment records for SpeechWise staff/workers will be retained for 5 years.

  • Access to personal information

The General Data Protection Regulations allows an individual to find out what information is held about them.  This is known as a ‘Subject Access Request ‘

They also have the right to have it amended should it be inaccurate or erased entirely. These situations are called:

  • Right to rectify: In certain situations individuals have the right to request us to amend things that are incorrect within your personal data. We will respond to a request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree if certain limited conditions apply.
  • Right to erasure: In certain situations individuals have the right to request us to “erase” personal data. We will respond to a request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply.

In order to request access to personal information, you need to do the following:

  • Your request must be made in writing to:

Ele Leatherbarrow

Director

SpeechWise Ltd

Stockport Business & Innovation Centre

3rd Floor Broadstone Mill

Stockport

SK5 7DL

  • We are required to respond to you within 30 days
  • You will need to give adequate information (for example full name, address, date of birth) and details of your request
  • We will also ask you to provide additional information before we release information to you

interests of personal wellbeing or to protect the identity of a third party.

  • What should you do if personal information changes?

It is important that you tell us if any of the details we hold about you change, such as name or contact details. You have a responsibility to inform us of any changes so our records are accurate and up to date.

  • Objections / Complaints

Should you have any concerns about how personal information is managed at SpeechWise please contact the Director.  If you are still unhappy following a review by the SpeechWise, you have a right to lodge a complaint with the Information Commissioner.

Information Commissioner:

Wycliffe house

Water Lane

Wilmslow

Cheshire  

SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

www.informationcommissioner.gov.uk

If you are happy for your data to be extracted and used for the purposes described in this privacy notice, then you do not need to do anything.  If you have any concerns about how your data is shared, then please contact the Director & Data Protection Officer of SpeechWise.

If you would like to know more about your rights in respect of the personal data we hold about you, please contact the Data Protection Officer as below.

Data Protection Officer:

SpeechWise Protection Officer is Ele Leatherbarrow, Director.

Any queries in regard to Data Protection issues should be addressed to:

[email protected]

Changes:

It is important to point out that we may amend this Privacy Notice from time to time.  If you are dissatisfied with any aspect of our Privacy Notice, please contact the Data Protection Officer.