Privacy Policy
Contents:
1. Who we are
2. What information do we collect?
3. Why do we collect this information?
4. How do we store your information?
5. How long do we store your information?
6. Sharing information with others
7. Emergency access
8. Your rights
9. Contact
1. Who we are:
Inspired Communication is an independent Speech and Language Therapy service supporting children and young people in Warwickshire, Oxfordshire and the Cotswolds. We deliver services to children in their homes, early years or educational settings. Inspired Communication is committed to protecting your privacy and handling your personal information in accordance with UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
2. What information do we collect?
Supporting children with speech, language and communication needs can often be complex and requires a collaborative approach to working, therefore a wide range of information may be collected in order to best meet the needs of your child and to maintain a high quality service.
Information about your child may be collected through discussions or via written information from parents/carers (e.g. referral form, surveys/questionnaires).
With parental consent, information may also be collected from other professionals working with your child (such as teachers, SENCO, nursery staff, NHS Speech and Language Therapists).
We may collect and store:
· Child’s personal details: name, date of birth, address
· Parent/carer contact details: Names, telephone number, email address, address, description of family
· Other professionals involved: Name and contact details of your child’s GP and any other relevant healthcare professionals involved
· Healthcare record: Medical details may include any relevant illnesses, medications and relevant family history. Developmental progress. Involvement of other professionals and progress within their session (e.g. OT). Information relating to mother’s pregnancy and your child’s birth.
· Education records: Educational information/history, educational setting and contact details, EHCP, IEPs, school reports (if shared).
· Clinical record: Clinical notes outlining the content of and discussions within therapy sessions, child’s views, goals, programmes, reports, observations and assessments.
· Communications with parent/carers and other professionals (e.g. schools, nurseries, NHS services) such as emails, texts, summary of phone calls.
· Financial information: Bill payer, payment information, record of invoices and payments made, receipts.
Inspired Communication's website www.inspiredcommunication.co.uk can be viewed without providing any personal information. However, if you wish to make an enquiry, you are requested to provide relevant contact details, such as your name, email address and contact telephone number to enable us to respond to your enquiry. You may add comments or queries which might also contain personal information.
If your enquiry does not result in your child receiving services from Inspired Communication, then this personal information will be permanently deleted once your enquiry has been addressed. If your child does receive services from Inspired Communication then the information provided will be added to their clinical record.
3. Why do we collect this information?
We collect this data to:
· Provide effective Speech and Language Therapy services,
· Plan and deliver individualised and meaningful therapy,
· Monitor progress and adjust therapy plans,
· Create individualised resources,
· Write reports and programmes e.g. EHC needs assessments/ annual review reports,
· Share updates and enable collaboration with early years providers/schools or other professionals who may be working with or overseeing your child- this would be with parent/carer consent,
· Maintain accurate records as required by law and professional regulations (e.g. HCPC standards),
· Appointment scheduling,
· Invoice and payment processing.
4. How do we store your data?
Inspired Communication uses a secure electronic cloud-based system called ‘Writeupp’ to store data and clinical notes which is compliant with GDPR. WriteUpp also uses encryption, has regular security updates and requires secure password-protected access.
Documents which contain confidential information such as reports and programmes are individually password protected on a business dedicated laptop which is also password/facial recognition protected.
Photos and videos are sometimes utilised within assessment/therapy sessions to show work completed, support transcribing or to gather information. Permission to record videos will be obtained through the initial consent form but also with explicit written permission (email or note) from parents/carers at the time the video is required alongside informed consent from the child.
Photos and videos are temporarily stored on a password protected device.
Once photos are uploaded to the clinical record, they will be deleted from the device within 24 hours.
In the case of videos, the video will be viewed by the Speech and Language Therapist in order to write accurate clinical notes or determine therapy plan and subsequently deleted within 24 hours of the child’s appointment.
Any paper based confidential documents such as assessment forms are stored securely in accordance with GDPR. This is a locked filing cabinet with restricted access.
The minimum amount of confidential information will be taken out of the Speech and Language Therapist’s office base. If your child’s information is taken out of the base it will be kept with the Speech and Language Therapist or will be locked in the boot of the Speech and Language Therapist’s car (whichever is deemed to be most secure at the time).
5. How long do we store your data?
· Your child’s information is retained until your child turns 25 years old (in accordance with law and in line with HCPC and NHS guidance).
· On their 25th birthday all records relating to your child will be securely destroyed.
6. Sharing information with others
We share information when:
· We have explicit consent,
· It is in your child’s best interest,
· It is necessary for care,
· It is legally required.
Any documents emailed to parents/carers or other external sources (e.g. schools, professionals) will be converted into a PDF file and the document will be password protected. The password will be sent separately to the phone of the recipient. Alternatively, the document will be sent via "WriteUpp' which enables secure messaging.
We use initials or first names rather than full names in professional correspondence.
If a summary of sessions is requested, these will be written in a document which is password protected and subsequently emailed, unless alternate communication is preferred or requested e.g. a short telephone call.
Inspired Communication uses WhatsApp business for quick updates and liaison. Messages are brief and no personal information is shared on WhatsApp by the Speech and Language Therapist. WhatsApp business is on a dedicated business phone. All conversations are uploaded to your child’s records. We ensure regular conversation history deletion.
If you choose to receive programmes or reports via Royal Mail, they will be sent via recorded delivery.
We will not share your child’s data without your explicit consent unless required by law or if there are safeguarding concerns.
With your consent, we may share information with schools, GPs or other relevant professionals.
All copies of your consent or withdrawal of consent for sharing data will be held within your child’s clinical record.
We will never sell or share your data for marketing purposes.
7. Emergency access
Next of kin:
In the event of the Speech and Language Therapist going unexpectedly missing during a working day, her next of kin would gain access to her diary and have temporary access to client names, addresses and contact details in order to locate them and be reassured of their safety.
8. Your rights
Data protection legislation gives parents/carers various rights. You have the right to:
· A copy of the information we hold about your child
· Request information to be amended if you believe it to be wrong
Further information about your data protection legislation and your rights is available from the Information Commissioner’s Office. (www.ico.org)
9. Contact:
You can access your child’s records by making a request in writing. Inspired Communication will then provide access to your child’s records within 30 days of receipt of all necessary information. There is no charge for this service.
If you have any further questions about how Inspired Communication uses your information, please contact me using the 'contact me' page.