Data Protection & Privacy
WHO WE ARE
Everybody Talks Ltd Ltd is registered with Companies House no. 07747528.
Everybody Talks Ltd delivers independent speech and language therapy to children and adults in the home and/or educational setting.
We deliver Speech and Language Therapy Provision to children on the roll of mainstream and special educational schools.
We operate an online shop selling resources to clients designed to support Speech, Language and Communication Development in children.
It is owned and directed by John Doleman, Speech and Language Therapist, who is registered with the Health and Care Professions Council (HCPC).
Everybody Talks Ltd operates a website at www.everybodytalks.co.uk
Everybody Talks Ltd is committed to protecting the privacy of information provided by clients.
We are registered with the Information Commissioners Office (ICO), registration reference: ZA340041, which can be searched for at: www.ico.org.uk
All client details, case notes and correspondence are stored securely and treated confidentially according to General Data Protection Regulations and the Data Protection Act 1988.
Personal Information about our clients, Case Notes, Reports and Therapy Programmes are stored on a secure electronic system called “WriteUpp”. Reports are password protected and Therapy Programmes are anonymised.
We do not keep paper based confidential information.
Any sensitive personal details we store shall only be used for the purposes of delivering appropriate speech and language therapy services to you or your child.
Children, families and adults we provide care and support for:
We have a Legitimate Interest to take clinical notes and collect background information about the children and adults we support; it is a requirement of our regulatory body, the Health and Care Professions Council. This ensures best practice care is achieved for our clients.
We keep notes and documents about the adults we support for 8 years after our support has ended. As children gain legal capacity when they turn 18 years old, we are required to keep their notes until they are 25 or 26 years of age (The Limitation Act, 1980).
For people under a disability we are required to keep notes for longer periods than specified here.
Once the specified times outlined in the Limitation Act, 1980 have lapsed all records relating to you or your child will be destroyed.
Use of recordings (audio/ visual):
Some assessment and therapy techniques involve the use of audio or visual recordings to observe your child playing/ interacting with you or their important adult support workers.
Notes will be made based on the session and the therapist who has worked with your child will sometimes rely on playback of the recording to assist with accurate note taking.
Recordings may be temporarily stored. Once the recording has been used as needed in therapy and for note taking purposes (no more than 72 hours after the session) it will be deleted. No copies of these recordings are retained.
We sometimes record sessions for training purposes. If we do this, we will always seek your Consent to use these recordings in training.
Schools, Nurseries and other educational/ care settings we provide Speech and Language Therapy services to:
We store information about your Setting, including correspondence and notes of discussions pertaining to the delivery of our service under Contract.
Holding this data allows us to fulfil our contractual obligations to you and continue to improve our service provision to the Setting.
Customers purchasing resources and materials from our website shop:
We have a Legitimate Interest to temporarily store information about you in order to process your orders and deliver them to you.
Any information stored by us about you beyond the individual transaction is by Consent.
Email is not a 100% secure method of communication.
With your Consent, it will be used for correspondence and to send letters, reports and other documents.
Reports and target documents are password protected and saved in non-editable format.
Correspondence via email to yourself, school staff and other professionals involved with your child’s care will refer to your child by their initials only.
We have a duty to share information with other agencies and professionals involved in the care and support of you/ your child.
The HCPC standards of practice states:
Standard 2: Communicate appropriately and effectively
“You must share relevant information, where appropriate, with colleagues involved in the care, treatment or other services provided to a service user.”
With your Consent, information about you or your child’s speech and language needs will be shared with other professionals involved in your/ your child’s care, when it is in your/ your child’s best interests.
A record of your consent to share this information is provided on your referral form and kept confidentially in our secure storage system. You must opt in to this consent by signing the consent statement on your referral form.
- If you do not consent to allow us to share information with other agencies/ professionals involved in your/ your child’s care it may affect the quality of care you receive from us or the other professionals involved with your/ your child’s care (e.g. diagnosis of neurodevelopmental conditions cannot be made without sharing of professional information).
Unless we are required to do so by law, we will not disclose any personal information collected to any person other than as set out above.
- Even if you do not consent to us sharing information about you/ your child there are exceptional circumstances which may override your wishes for information not to be shared (e.g. Safeguarding – if we feel there is a Safeguarding concern about one of our clients, we are obliged to share our concerns with the relevant agencies)
We do not employ agents to process personal data, for example specialist mailing companies to send out communications.
We do not give or sell client details to any third parties.
Data protection legislation gives you/ the parent, various rights. The most important of these are as follows:
• You have the right to a copy of information we hold about you/ your child.
• You have the right to ask for your/ your child’s record to be amended if you believe that it is wrong.
How to access your/ your child’s records
You can access the information we hold about you/ your child by writing to us at the contact email address given below.
Please attach a copy of a signed written document with your email application instead of writing your request in the body of th email, so that we receive an original signature to compare against the records we hold.
A copy of your/ your child’s records is provided free of charge.
We will provide access to your child’s records within 30 days of receipt of all necessary information.
Please make your request in writing to: firstname.lastname@example.org
Titling your email, in the subject box: Subject Access Requests Everybody Talks Ltd,
If you have any further questions about how we use your information, please contact email@example.com
Further information about data protection legislation and your rights is available from the Information Commissioner’s Office or by calling 0303 123 1113, 9am to 5pm, Monday to Friday.