Privacy Policy: KEW SPEECH AND LANGUAGE
 
Diana Waha, BSc Hons, MRCSLT, hcpc, ASLTIP
diana@kewspeechandlanguage.uk  or 07980935669
Who we are:

Kew Speech and Language (KSL) is a trading name of Azimute Ltd, which is registered with Companies House no: GB180813218.   Kew Speech and Language is passionate about delivering communication and speech therapy to children and advice to the adults that work with them.   Diana Waha  (Speech and Language Therapist) is the owner and therapist at Kew Speech and Language.  She is registered with the Health and Care Professions Council (HCPC ) and Information Commissioners Office (ICO).

 

Kew Speech and language operates a website at www.kewspeechandlanguage.uk.

 

Kew Speech and Language is committed to protecting the privacy of information provided by clients and their carers.

 

Collect of personal information:

Information about your child may be collected via spoken or written information from parents/carers.  With parental consent, information may also be collected from other professionals working with your child (such as teachers, nursery staff, child-minders, members of the NHS multi-disciplinary team involved in your child’s care  (SLT, OT, PT and Paediatricians).  We may also collect information about family members where it is relevant to your child eg: contact details for parents and relevant medical or developmental history.

 

You may use the Kew Speech and Language website without providing personal information.  However, if you wish to make an enquiry via the website, you are requested to provide relevant contact details, such as your name, e-mail address and contact telephone number to enable us to respond to your enquiry.

 

If your enquiry does not result in your child being seen by KSL then this personal information will be deleted once your enquiry has been dealt with.   If you child subsequently is seen by KSL these details may be added to their personal record.

 

The website contains links to other Internet sites which are outside the control and are not covered by this privacy policy.  We are not responsible for data which you provide through any such linked websites.

 

When someone visits www.kewspeechandlanguage.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

 

Our use of personal information:

Personal information collected by us via the KSL website, email, telephone or face to face, is stored and used by us for the purpose of delivering your child’s speech and language therapy.

 

 

Cloud-based system which is only accessible via a password held by Diana Waha.  Documents which contain confidential information such as reports are also individually password protected from the outset, with a unique password for each child.  Any paper based confidential information such as assessments and reports are stored securely in accordance with Data Protection Regulations.

 

Videos and audio recordings may be taken of the clients with parental consent.   These are temporarily stored on a password protected device and will be deleted as soon as is appropriate within the needs of the individual child.

 

The minimum amount of confidential information will be taken out of the Speech and Language Therapist’s office base.  When your child’s information is taken out of the office base it will be kept with the Speech and Language Therapist or will be locked in the boot of the Speech and Language Therapist’s car.

 

In accordance with law, all records will be kept securely until your child is 25 years old.  After this time all records relating to your child will be destroyed.

 
Our lawful basis for processing personal information

We process and store personal information to comply with our legal obligations.

 

It is a legal requirement for all Speech and Language Therapists to be registered with the Health and Care Professions Council (HCPC).  The HCPC has clear standards of conduct, performance and ethics that all registrants much adhere to.

 

These standards affect the way in which we process and share information.   Specifically:

 

Standard 2: Communicate appropriately and effectively

 

“You must share relevant information, when 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 other services to.  You must complete all records promptly and as soon as possible after providing care, treatment or other services.  You must keep 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 the full document can be found at: https://www.hcpc-uk.org/assets/documents/10004EDFStandardsofconduct,performanceandethics.pdf

 

The Data Protection Act 1998 and General Data Protection Regulations 2018

The Data Protection Act 1998 and General Data Protection Regulations 2018 lay 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 then

 

Any sensitive personal details are stored in a secure and confidential system and processed in confidence by KSL and shall only be used for the purposes of delivering appropriate speech and language therapy services to your child.

 

With your consent, information about your child’s speech and language needs will be shared with other professionals involved in your child’s care, when it is in your child’s best interests.  A record of your consent is kept within your child’s case-notes.

 

Unless we are required to do so by law, we will not disclose any personal information collected to any person other then as set out above.

 

We do not employ agents to process personal data, for example specialist mailing companies to send our communications.

 

We do not give or sell client details to any third parties.

 
How we use personal information

We use this information:

 

  • To prepare, plan and provide speech and language therapy services appropriate for your child’s needs.

  • To communicate with you via post, email, telephone, mobile messages in relation to:

  • Confirming and arranging appointments.

  • General communication in between appointments.

  • Sending reports and programmes for your child (always password protected)

  • Copying you in to communications with other professionals involved with your child. (your child’s initial rather than full name will be used in emails)

  • For clinical audit to assess and improve our service.  Results of audits are always presented with all client identities removed.

  • For management and administration, for example names and email address of clients are included in our password protected accounting cloud based system (Quikbooks)

 

Whenever personal identifiers are not needed for these tasks, if possible we remove them from the information we use.

 
How we store personal information

All information about you, your child and their speech and language therapy is stored securely in our systems to ensure that we have a complete record of our service to you.  We use ‘Insightnotes’, which is a secure electronic cloud-based system.  It is both Encrypted and secure:  All notes are AES-256 encrypted.  Insight Notes has also been issued an encryption registration number and commodity classification code from the United States Bureau of Industry and Security.  Notes stored on the remote backup server are encrypted and housed in a SAS 70 Type II certified data centre.  No one has access to KSL notes in unencrypted format.

All other documentation is stored on a google drive, which is encrypted using File security with 128-bit or 256-bit AES encryption (AxCrypt).

 

Diana Waha is registered with the Information Commissioner’s Office (ICO) as a Data Controller.  Diana’s registration number is: A8267087.

 

Our responsibilities

We are committed to maintaining the security and confidentiality of your child’s record.   We actively implement security measures to ensure their information is safe, and audit these regularly.

 

We will not release your personal details to any third party without first seeking your consent, unless this is allowed for or required by law.

 

We are constantly working to ensure compliance with current data protection regulation.

 

Your rights

 

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 your child.

  • You have the right to ask for your record to be amended if you believe that it is wrong.

 
How to access your child’s records

You can access the information we hold about you by writing to us a 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.

 

A copy of 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:

 

Subject:  Access Requests

KSL

85 North Road

Richmond TW9 4HQ                     

 

If you have any further questions about how we use your information, please contact Diana@kewspeechandlanguage.uk.

 

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

last amended: April 2018

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