Description of my Business
I am a Sole Trader, running a SLT business delivering independent speech and language therapy to adults in their home or a clinic room setting. I am registered with the Health and Care Professions Council (HCPC).
I am registered with the Information Commissioner's Office (ICO) as a Data Controller. You can view my ICO registration by visiting: www.ico.org.uk/ESDWebPages/Entry/ZA266569
I operate a website at www.nickyjwhitfield.wix.com/therapy
Clients may use the website without providing any personal information. However, if they wish to make an enquiry via the website, they are requested to provide relevant contact details, such as name, e-mail address and contact telephone number to enable me to respond to the enquiry. Clients may add comments or queries, which might also contain personal information.
Collection of Client information
Information about Clients may be collected via spoken or written information from themselves or family members. Information may also be collected from other professionals such as NHS Speech and Language Therapists, your GP or Consultant.
Information may include:
The initial case history
The notes written at the end of each therapy session
Reports from other professionals that have been shared
Emails sent or received
Home and email address and telephone number
Sharing of personal information
Personal information collected via the website, email, telephone or face to face is stored and used for the purpose of delivering efficient and effective speech and language therapy.
Personal details are stored in a secure and confidential system and processed in confidence and will only be used for the purposes of delivering appropriate speech and language therapy services.
With consent, information about the Client’s speech and language needs will be shared with other professionals involved when it is in the Client’s best interests. A record of the Client’s consent is kept within the case notes.
Unless required to do so by law, I will not disclose any personal information collected to any person other than as set out above.
How personal information is used
I use this information:
• To prepare, plan and provide speech and language therapy services appropriate.
• To communicate via post, email, telephone and mobile messages and SMS in relation to:
- confirming and preparing for appointments
- general communication in between appointments
- sending reports and programmes (emails always in pdf format using your initials only.)
- copying the Client in to communications with other professionals
- sending resources
- sending invoices and receipts
Whenever personal identifiers are not needed for these tasks, if possible they are removed from the information used.
How personal information is stored
All information about the Client and their speech and language therapy is stored securely to ensure that I have a complete record.
Client files are stored electronically on an encrypted file that is also password protected.
Any paper based confidential information such as case histories and assessments are stored securely in accordance with Data Protection Regulations.
Videos may be taken of Clients with their consent. These are temporarily stored on a password-protected tablet. These may then be viewed in order to make notes in a Client record. The video is deleted when it is no longer needed for therapy.
The minimum amount of confidential information is taken out of my office base. When the Client’s information is taken out of the office base, it will be kept with me or will be locked in the boot of my car (whichever is deemed to be the most secure at that time).
In accordance with law, all records of adult Clients will be kept securely for eight years. After this time all records relating to the Client will be destroyed.
The lawful basis for processing personal information
The lawful basis for storing and processing personal information is one of “legitimate interest”. I cannot adequately deliver a service without processing personal information.
Data relating to an individual’s health is classified as “Special Category Data” under section 9 of the GDPR. The regulations specify that health professionals who are “legally bound to professional secrecy” may have a lawful basis for processing this data. Speech and Language Therapists are legally bound to keep client information confidential and it is under this condition that we store and process information.
Meeting Professional 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 must adhere to.
These standards affect the way in which I 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 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 secure by protecting them from loss, damage or inappropriate access.”
Further information the full document can be found at: http://www.hcpcuk.org/assets/documents/10004EDFStandardsofconduct,performanceandethics.pdf
I am committed to maintaining the security and confidentiality of Clients records. I actively implement security measures to ensure their information is safe.
I will not release personal details to any third party without first seeking consent, unless this is allowed for or required by law.
I am constantly working to ensure compliance with current data protection regulation.
Data protection legislation gives the Client various rights. The most important of these are:
• The right to a copy of information held.
• The right to ask for the record to be amended if the Client believes that it is wrong.
Client’s access to records
A Client can access the information held by writing to the address below. Please apply in writing rather than by email, so that I receive an original signature to compare against the records I hold.
A copy of records is provided free of charge.
I will provide access to records within 30 days of receipt of all necessary information.
Please make your request in writing to:
Subject Access Requests
If you have any further questions about how I use your information, please contact me on
Further information about data protection legislation and rights is available from the Information Commissioner's Office or by calling 0303 123 1113, 9am to 5pm, Monday to Friday.