PRIVACY POLICY 2024

This privacy notice tells you what to expect us to do with your personal information.

This information is used for the administration of our service to you and for the purpose of keeping our accounts and records. All information will be held and processed in line with Data Protection Principles given in the Data Protection Act 1998.

Speech Cogs Speech Therapy  is registered as a Data Controller with The Office of the Data Protection Registrar, in line with the Data Protection Act 1998. We follow all GDPR guidelines. 

WriteUpp Clinic Management software is used to store clients’ personal information. This is a secure and encrypted software that follows up to date cyber security regulations.

We collect or use the following information for the operation of customer accounts and guarantees:

· Names and contact details

· Addresses

We also collect or use the following information for the operation of customer accounts and guarantees:

· Health information

We collect or use the following information for research or archiving purposes:

· Names and contact details

· Addresses

· Location data

· Records of consent, where appropriate

We also collect or use the following information for research or archiving purposes:

· Biometric information (where used to identify someone)

· Health information

We collect or use the following information to comply with legal requirements:

· Name

· Contact information

· Identification documents

· Health and safety information

We also collect or use the following information to comply with legal requirements:

· Biometric information (where used to identify someone)

· Health information

We collect or use the following information for Clinical Record keeping:

· Names and contact details

· Date of birth

· Health information (including dietary requirements, allergies and health conditions)

· Records of meetings and decisions

· Identification documents

· Customer or client accounts and records

· Records of consent, where appropriate

We also collect or use the following information for Clinical Record keeping:

· Biometric information (where used to identify someone)

· Health information

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

· Consent

· Legal obligation

· Legitimate interest:

· Information is kept on file in order to be in keeping with clinical record keeping. 

Our lawful bases for collecting or using personal information for research or archiving purposes are:

· Consent

· Legal obligation

Our lawful bases for collecting or using personal information for legal requirements are:

· Consent

· Legal obligation

Our lawful bases for collecting or using personal information for Clinical Record keeping are:

· Consent

· Legal obligation

· People directly

Data protection principles state that information must not be retained longer then needed for purpose (General Data Protection Regulation (Rec 39 Art 5)) and protects the rights for the individual to request their personal data is erased (Art 17) under certain circumstances, although the right to erasure is usually not applicable to health records.

The retention of client case notes and personal information schedules is defined in the Records Management Code of Practice for Health and Social Care Records (2016). For allied health practitioners (Speech and Language Therapists) information will be kept for 8 years following date of discharge of the client. 

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal data.

Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint