Therapy Services Privacy Policy

In order to provide you with a high quality and effective service, personal data will be collected and held where appropriate. Neuro Speech Therapy Oxford is required to comply with the GDPR regulations (General Data Protection Regulation (Regulation (EU) 2016/679 (the ‘GDPR’)). The legislation sets out requirements on how personal data is handled, transparency, documentation and user consent, which will be further explained in this document. 

This Privacy Notice outlines how we, Neuro Speech Therapy Oxford, manage and protect the personal data of our clients. We hereby clarify that the terms, conditions, and practices described in this document apply equally and fully to our trading arm, Speaking Of Words. All references to Neuro Speech Therapy Oxford within this Privacy Notice are inclusive of Speaking Of Words operations. Our commitment to your privacy, data protection, and adherence to the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 remains steadfast, irrespective of whether you are engaging with us through Neuro Speech Therapy Oxford or Speaking Of Words.

1.1 Why we collect your data, how we use it and GDPR

We will keep contact details of patients and/or their carers after they have provided these to Neuro Speech Therapy Oxford, in order to maintain communication between the therapist and the patient. We collect and store basic personal data about the client and others involved, such as name, email, address, phone number along with financial data needed for billing. We will regularly check that the personal data we hold is accurate and up to date. We have a legal obligation to do this under article 6 of GDPR.

The Speech Therapist maintains a record about your health and any assessments or treatments you have received in order to provide you with the best possible healthcare and maintain standards of proficiency and conduct as set down by the Health Care Professions Council (HCPC) which requires us to ‘keep full, clear, and accurate records’ for all clients. Handling personal data about your health is necessary for the provision of health, treatment, and/or in ‘pursuant to contract with a health professional’ (under article 9(2H) of GDPR) as is classified as ‘Special Category Data’). Health professionals have a duty of confidentiality and have a lawful basis for processing this data.

Further reasons for collecting data are outlined (but are not limited to the) below:

  • In order to provide assessment, therapy and advice that is appropriate for the patient, and accounting for any information that has been shared with us.

  • To communicate with the client and those involved in the clients care which can include family or other healthcare professionals. This can include but is not limited to arranging therapy appointments and sending recommendations, reports or invoices.

  • To comply with the Healthcare Professions Council (HCPC) guidelines to practice ‘lawfully, safely and effectively’

  • Processing financial data including records of (outstanding) payments which may be given to the HMRC when requested.

  • To respond to any valid legal requests for information as required by law.

1.2 How we store your data

Neuro Speech Therapy Oxford Ltd uses a secure electronic cloud-based system called ‘Write-Upp’. This system is compliant with GDPR and for holding your personal and clinical data. Other documents containing confidential information such as reports, treatment plans and programmes may be stored on the therapist’s computer and will be password protected. It is common practice for health professionals to use initials instead of the client’s full name in clinical notes. Any paper-based information will be stored safely in a locked filing cabinet and will be shredded as soon as the documents are no longer needed. 

Sometimes voice recordings will be taken of clients with consent. These files will be stored safely on the therapist’s computer and any temporary files (e.g. on a voice recorder) will be deleted once it has been stored. All recordings will be deleted once the treatment has been completed. Personal data will only be taken out Neuro Speech Therapy Oxford’s office base when deemed absolutely necessary. When doing so the information will be stored on a password protected computer and/or (in case of printed documentation) locked in the therapist’s car. 

1.3 Accessing and sharing data

Only your speech therapist Mr George Webb, Director of Neuro Speech Therapy Oxford, will have access to your personal, medical and financial data. Your data will not be shared with agents such as mailing companies, nor with any third parties. Your speech therapist may liaise with other professionals involved in your care to provide the best possible care. Personal details will not be shared without consent unless this is allowed or required by law. 

1.4 Records management

We are subject to the legal period of data retention specific to data around health. This retention period is 7 years beyond the end of care (discharge) for adults. For clients under the age of 18 this retention period is 7 years after the age of 18 years if the individual is a child when discharged. Once the appropriate retention period has been completed then the data will be destroyed securely. We are subject to HMRC guidelines to retain financial data e.g. invoices for 6 years.

1.5 Further information and your rights

The client has the right to request, in writing, any personal data that we hold. Neuro Speech Therapy Oxford will provide access to this information within 30 days of receipt of the required information. If you need us to share data with an external party, this must be requested via email or writing to the treating therapist. If the client is under the age of 18 then the key contact/next of kin can request this.

If you wish to withdraw your consent for us collecting and using your information then Neuro Speech Therapy Oxford Ltd will no longer be able to provide therapy and you will be discharged.

1.6 Personal Data Collected for Initial Consultations

When you book ancomplimentary initial consultation through our booking platform, we collect personal information such as your name, contact details (email and phone), and date of birth. This data is required to verify your identity, manage the booking, and communicate with you about the consultation.

This personal data is collected and processed on the basis of contractual necessity as it is required to arrange and provide the consultation. We may also process this data under legitimate interest to follow up with you if necessary.

If you do not proceed to therapy after the initial consultation, we will retain your data for a period of 6 months from the date of the consultation, after which your data will be securely deleted. During this period, you may request the deletion of your personal data at any time by contacting us directly.

You have the right to access, rectify, or erase your personal data, as outlined in Section 1.5 of this Privacy Policy.

We highly value your privacy and continuously work to comply with the data protection regulations.

September 2024