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PRIVACY POLICY

WHO WE ARE

  1. The Owl Centre Ltd is registered with Companies House (no. 07880303).
  2. The Owl Centre delivers independent therapy services to children at our clinics, in their homes, or in their educational settings.
  3. The Owl Centre is owned and directed by David Rhodri Lathey, Nicola Sonya Lathey, and Philip James Lathey.
  4. The Owl Centre’s website is www.theowltherapycentre.co.uk
  5. The Owl Centre is committed to protecting the privacy of information provided by clients.

 

COLLECTION OF PERSONAL INFORMATION

  1. Information about the client’s child will be collected via spoken or written media from parents / carers.
  2. With parental consent, information may also be collected from other professionals working with your child.
  3. Information may also be taken about family members where this relates to your child - e.g. contact details for parents and any relevant medical / developmental history.
  4. You may use the Owl Centre website without providing any personal information, but if you wish to make an enquiry or contact us via the website or by email, you are requested to provide relevant contact details such as your name, email address and contact phone number to enable us to respond to your enquiry.
  5. You may add comments or queries which might also contain personal information.
  6. If your enquiry does not result in your child being seen by The Owl Centre, then this personal information will be deleted once your enquiry has been dealt with.
  7. If your child is subsequently seen by The Owl Centre, these details may be added to their personal records.
  8. Our website contains links to other internet sites that are outside our control and are not covered by this privacy policy. We are not responsible for any data that you provided through any such websites.

 

OUR USE OF PERSONAL INFORMATION

  1. Personal information collected by us via the Owl Centre’s website, email, telephone, or face to face is stored and used by us for the purpose of delivering your child’s therapy.
  2. Any sensitive personal details are stored in a secure and confidential system, and processed in confidence by The Owl Centre.
  3. Personal details shall be used for the purpose of delivering appropriate therapy service to the client’s child. With consent, information about the child’s needs will be shared with other professionals involved in the child’s care when it is in the child’s best interests.
  4. A record of the client’s consent is kept within the child’s case notes.
  5. 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.
  6. The Owl Centre does not employ agents to process personal data – for example, specialist mailing companies to send out communications.
  7. The Owl Centre does not give or sell client details to any third parties.

 

HOW WE USE PERSONAL INFORMATION

The Owl Centre uses personal information:

  • To prepare, plan, and provide therapy services appropriate to the child’s need.
  • To communicate with the client by post, email, telephone or text message in relation to:
    • Confirming and preparing for appointments
    • General communication in between appointments
    • Sending you reports and programmes for the child, which are password-protected
    • Copying the client into communications with other professionals about the child
    • Sending resources
    • Sending invoices
  • For clinical audit to assess and improve The Owl Centre’s service. Results of audits are always presented with all client identities removed.
  • For management and administration – for example, surnames of clients are included in our password-protected database.
  • Whenever personal identifiers are not needed for these tasks, The Owl Centre removes them from the information it uses, if possible.

 

HOW WE STORE PERSONAL INFORMATION

  1. All information about the client, the child, and their therapy is stored securely in a password-protected, encrypted folder on The Owl Centre’s and the therapists’ computers in order to ensure that we have a complete record of our service to them.
  2. Any paper-based, confidential information (such as assessments and case notes) are stored securely in accordance with data protection regulations.
  3. Videos may be taken of children with the client’s consent. These are temporarily stored on a password-protected, encrypted computer. These may then be viewed by the therapist in order to make notes in the client’s records within 1 month of the appointment. The video is then deleted.
  4. The minimum amount of confidential information will be taken out of the therapist’s office base. When taken out of that base, it will be kept with the therapist or will be locked in the boot of her car, whichever is deemed to be more secure at the time.
  5. In accordance with law, all records will be kept securely is 25 years old. After this time, all records relating to your child will be securely destroyed.
  6. Email correspondence and invoices will be deleted from The Owl Centre’s systems after 5 years.

 

BREACH PROCEDURE

If any confidential data is lost, damaged or inappropriately accessed, The Owl Centre follows a breach procedure.

  1. The Owl Centre therapist notifies Rhodri Lathey.
  2. The Owl Centre seeks advice from the ICO about how to act.
  3. The Owl Centre might contact the client if advised to do so.

 

MEETING OUR PROFESSIONAL OBLIGATIONS

It is a legal requirement for all of our therapists to be registered with the Health and Care Professionals Council (HCPC). HCPC has clear standards of conduct, performance and ethics to which all registrants must adhere. These standards affect the way in which therapists process and share information, specifically:

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.”

Standard 10: Keep records of your work

“You must keep full, clear and accurate records for everyone you care for, treat, or provide services to. You must complete all records promptly and as soon as possible after providing care, treatment or other services. You must keep records secure by protecting them from loss, damage or inappropriate access.”

For further information, see the HCPC website.

 

UK DATA PROTECTION LAW AND EU GENERAL DATA PROTECTION REGULATIONS

Data Protection Law lays down wide-ranging rules backed up by criminal sanctions for the processing of information about identifiable, living individuals. It also gives individuals certain rights in relation to personal data held about them by others. The Owl Centre is registered with the Information Commissioner’s Office (ICO) as a data controller.

 

OUR LAWFUL BASIS FOR PROCESSING PERSONAL INFORMATION

  1. Our lawful basis for processing and storing personal information is one of “legitimate interest” (under article 6 of GDPR). The Owl Centre cannot adequately deliver a service to your child without processing their personal information. As it is both a necessity for our service delivery and of benefit to the child, we lack a legitimate interest to process and store their data.
  2. Data relating to an individual’s health is classified as “special category data” under section 9 of GDPR. The regulations specify that health professionals that are “legally bound to professional secrecy” may have a lawful basis for processing this data. The Owl Centre therapists are legally bound to keep client information confidential, and it is under this condition that we process and store personal information.

 

OUR RESPONSIBILITIES

  1. The Owl Centre is committed to maintaining the security and confidentiality of the child’s record. We actively implement security measures to ensure that their information is safe, and we audit these regularly.
  2. The Owl Centre will not release personal details to any third party without first seeking consent unless this is allowed for, or required, by law.
  3. The Owl Centre is constantly working to ensure compliance with current data protection regulations.

 

YOUR RIGHTS

Data protection legislation gives the client various rights, the most of important of which are as follows:

  • You have the right to a copy of the information that we hold about the child. If the child is 16 years or older, his/her consent is required unless the client has power of attorney.
  • You have the right to ask for your record to be amended if you believe that it is wrong.

 

HOW TO ACCESS THE CHILD’S RECORDS

  1. You can access the information The Owl Centre holds about you by writing to us at the address given below. Please apply in writing rather than by email so that we receive an original signature to compare against the records we hold.
  2. A copy of the child’s records is provided free of charge. Postage costs, however, will be incurred if the records need to be, or are asked to be, sent by post.
  3. The Owl Centre will provide access to the child’s records within 30 days of receipt of all necessary information.

 

Please make the request in writing to:

The Owl Centre,
18 St George’s Place
Cheltenham
Gloucestershire
GL50 3JZ

 

QUESTIONS

If you have any questions about how The Owl Centre uses your information, please contact us.

Further information about data protection legislation and your rights is available from the Information Commissioner’s Office.

 

Tel: 01242 571883 | Email: | www.theowltherapycentre.co.uk

 

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