Under data protection law (General Data Protection Regulations updated 25th May 2018), Clients have a right to be informed about how PT Kids uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to Clients where we are processing their personal data. This privacy notice explains how we process personal data about Clients. We, PT Kids, are the ‘data controller’ for the purposes of data protection law.
The personal data we hold
We collect and process the following information about you:
• Parent/guardian: name, contact details.
• Child: name, contact details, date of birth, gender, medical information, NHS details, GP details, SEN assessments, source of referral, payment details, records of consent.
This data may be collected in several ways, depending upon the situation (telephone, email, contact through the website, on initial assessment, at the point of referral from an external source).
Why we use this data
We use this data for the following purposes:
• To undertake an initial assessment and put a treatment plan in place
• For administrative activities that become necessary from time to time
• Communicating with 3rd parties including:
o PT Kids’ therapists
o Health authorities
o Case managers
o Social welfare organisations
o Schools, charities and voluntary organisations
o Suppliers and service providers
• PT Kids’ Website
• PT Kids’ Social Media sites
Who we share your information with:
We do not share information about our Clients with any third party without consent unless the law and our policies allow us to do so. We typically share your personal information with the third parties mentioned above. Please see attached consent form.
Our legal basis for using this data
We only collect and use a Client’s personal data when the law allows us to. We take responsibility for identifying the risks and consequences of the processing and put age appropriate safeguards in place. Our use of your information as set out above is permitted by applicable data protection law because it is:
• Necessary for our legitimate interests in pursuing the purposes set out above.
• Required to meet our legal or regulatory responsibilities to maintain complete records relating to the client’s assessment and treatment plan.
• Required to comply with our company terms of business.
Where we have obtained consent to use a Client’s personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent and explain how consent can be withdrawn. Some of the reasons listed above for collecting and using Client’s personal data may overlap, and there may be several grounds which justify our use of this data.
Collecting this information
While most of the information we collect about Clients is mandatory, there is some information that can be provided voluntarily. Whenever we seek to collect information from you, we make it clear whether providing it is mandatory or optional.
How we store this data
We keep personal information about clients while they are undergoing treatment with the PT Kids’ team. We may also keep it beyond this period if this is necessary to comply with our legal obligations. This data is saved in hard copy or electronically and is well-organised and in an appropriate system so that it complies with relevant legislation and can be easily retrieved.
Clients’ rights regarding personal data
• Access Request: Clients have a right to make a ‘subject access request’ to gain access to personal information that PT Kids holds about them. If you make a subject access request, and if we do hold information about you, we will:
o Give you a description of it.
o Tell you why we are holding and processing it, and how long we will keep it for.
o Explain where we got it from, if not from you.
o Tell you who it has been, or will be, shared with.
o Let you know whether any automated decision-making is being applied to the data, and any consequences of this.
o Give you a copy of the information in an intelligible form.
• The right to rectification: If the information PT Kids holds is inaccurate or incomplete, you can request that it be updated.
• The right to erasure (also known as ‘the right to be forgotten’): In some circumstances, you can request that PT Kids deletes your personal data although PT Kids can override this request in certain circumstances.
• The right to restrict processing: As an alternative to erasing data, there are times when you might prefer to restrict processing.
If you would like to make a request for any of the above, please contact Daniel Woods – Owner, PT Kids.
Under data protection law, Clients have certain rights regarding how their personal data is used and kept safe, including the right to:
• Object to the use of personal data if it would cause, or is causing, damage or distress.
• Prevent it being used to send direct marketing.
• Object to decisions being taken by automated means (by a computer or machine, rather than by a person).
• In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing.
• Claim compensation for damages caused by a breach of the data protection regulations.
To exercise any of these rights, please contact Daniel Woods – Owner, PT Kids.
We take any complaints about our collection and use of personal information very seriously. If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with Daniel Woods – Owner, PT Kids. To make a complaint, please contact Daniel Woods.
Status of this privacy notice
This document is a notice to you and not a contract between us. We reserve the right to amend it from time to time. Any future changes or additions to the processing of personal data as described in this privacy notice, which impact you, will be communicated to you in advance through an appropriate channel, depending on how we normally communicate with you.
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact Daniel Woods. Email – firstname.lastname@example.org Phone – 07807 004399