Privacy Policy

Last Updated 25th May 2018

Who are we? Total Children’s Therapy Ltd is a Limited company incorporated in England and Wales and is a Data Controller under GDPR

What information do we collect from you? We only collect information that is relevant to the services that we offer for you/your child/your family. In particular we will collect the following information which is defined as ‘personal data.’ Personal data means any information relating to an identifiable person who van be directly or indirectly identified from the data. This includes but is not limited to

  • Name(s)
  • Address including post code
  • Date of birth

We may also collect information that is referred to as being in a special category/sensitive personal data. This would include physical or mental health history/details.

How will we use your information? We collect this information to ensure your family/your child has the best possible care, your records will be used to facilitate the care that is received.
We will use your information to communicate with you about appointments and for the provision and billing of services.
This information will be used to share feedback, reports or updates about your child’s profile/progress.
We may also use it for letting you know about new services we offer or a change to current services.
We may use your details to contact you to gain feedback and audit our service provision to ensure our service is constantly monitored and updated.

How we will store your information? TCT will store all paper and electronic information securely in line with recommendations given by our professional bodies. All staff who work with TCT are given training and updates about the storing of personal data and are asked to store all data that they hold in accordance with TCT guideline and their professional bodies.

Who will we share your information with? There are no agencies or organisations that routinely we will share your information with.

We sometimes like to communicate with other professionals in other areas such as health or education, but will always ask for your consent to liaise unless the child’s safety is at risk in any way.

If invoices remain unpaid we may share your information with debt collection agencies, but this would only be after a number of chases from us and a conversation with you about the unpaid debt.

How do we maintain the confidentiality or records held? We are fully committed to protecting your privacy and will only use information which has been collected lawfully. Everyone who works with TCT has an obligation to keep information about you confidential. The only exception would be if there is concern about the safety of a young person or vulnerable adult in which case there is a full protocol and pathway for staff to follow.

How long will we keep your information for? We will keep all information in line with our professional bodies this is a minimum of 8 years from when the child/family was last seen or until the age of 26 years whichever is appropriate.

Invoice Validation Information such as your child’s name, address and date of treatment will be seen by those at TCT involved in the billing process. These details are held in a secure environment and kept confidential. This information will only be used to validate invoices and this identifying information will not be printed on the invoices. This ensures that third parties such as those who fund some children and TCT accountants cannot identify children through the invoice process.

What rights do you have? You have a series of rights under the General Data Protection Regulation. You have a right under the Data Protection Act 1998 to access/view information the Practice holds about you, this is known as ‘the right of subject access’. You should however be aware that, as with all medical records some details may be exempt from disclosure, however this will be in the interest of the named persons well being or to protect the identity of a third party. If you would like to make a ‘subject access request’. Please contact the clinical lead in writing. Any changes to this notice will be published on our website.

Who can you complain to if you are unhappy about what we have done? If you are unhappy about how we are using your data then initially you should contact us. If our complaint remains unresolved then you can contact the Information Commissioners Office – Tel 01625 545700 www.ico.org.uk