What is Traintalk Ltd?
Your information is being collected by Traintalk Ltd, an independent speech and language therapy service, with speech and language therapy provision delivered by Jenny Castledine and Beth Shelley. All references to ‘we’, ‘our’ and ‘therapist’ throughout this policy relate to Jenny Castledine and Beth Shelley.
Who is responsible for your data?
The protection and management of personal data is taken very seriously at Traintalk Ltd. We are registered with the Information Commissioners Office (ICO) as Data Controllers. You can review our ICO registrations by visiting www.ico.co.uk.
What kind of personal information will Traintalk Ltd collect and how will it be collected?
If your enquiry does not result in your child being seen by Traintalk Ltd then this personal information will be deleted once your enquiry has been dealt with. If your child is subsequently seen by Traintalk Ltd these details will be added to their record.
Once we start working with your child only information that is relevant and required to provide speech and language therapy services will be collected. Information is collected from parents, and, with parent permission, information will be collected from professionals and other people known to the child. Personal information will be collected by written and spoken forms of communication (for example, face to face discussions, phone calls, emails, and website enquiries).
The list below provides some examples of personal information that may be collected:
Why and how Traintalk Ltd uses your personal data
Our lawful basis for processing and storing personal information is one of ‘legitimate interest’ under section 6 of the General Data Protection Regulations (GDPR). We 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 your child, we have a legitimate interest to process and store their data.
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 them.
We use a secure electronic cloud-based system called WriteUpp which is compliant with general data protection regulations (GDPR).
Any paper based confidential information such as assessment record forms are stored securely in accordance with the Information Commissioner’s Office (ICO) data protection regulations before being scanned and uploaded to your child’s record on WriteUpp. Therapists working for Traintalk Ltd. will have access to your child’s clinical notes.
Personal information is collected in order to:
If necessary, personal data may also be disclosed to the following:
Unless we are required to do so by law, or for child safeguarding purposes, we will not disclose any personal information collected to any person other than as set out above.
We do not give or sell client details to any third parties.
Traintalk Ltd keep electronic/paper records of financial data from those who use our services.
Section 886 of the Direct Tax Acts states that the Revenue Commissioners require records to be retained for a minimum period of six years after the completion of the transactions, acts or operations to which they relate. These requirements apply to manual and electronic records equally.
Keeping your data secure
Appropriate technical and organisational measures will be implemented to protect your personal data. These include:
All reasonable efforts are made to safeguard your personal data however you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security of any personal data transferred from you or to you via the internet.
If you enter into communication with your therapist via text message or other messaging services, you consent to data being saved on your therapist’s password protected mobile device.
Retention of data
Treatment data (otherwise referred to as case notes or clinical notes) relating to your child will be retained until the child’s 25th birthday or in the case of a child who is age 17 at the conclusion of treatment, until the child’s 26th birthday. This is in accordance with guidelines set out by the Royal College of Speech and Language Therapists.
Information gathered through telephone or website enquiry will be retained until the enquiry is complete. If you choose to work with Traintalk Ltd then information will be transferred to your child’s case notes, otherwise information will be destroyed.
Any email containing sensitive personal data, either in the body of the email or as an unencrypted attachment, will be sent via email or via a HTTPS encrypted email provider through WriteUpp.
Emails are kept for approximately three months. After this time emails will be copied and stored on WriteUpp as part of the child’s case notes or they will be destroyed.
You have the right to request access to your personal data held by Traintalk Ltd. To do this you are required to put your request in writing specifying the personal data you wish to access. Requests of this type will be responded to within 1 month of receipt of request.
You have the right to request correction of any information you deem inaccurate. To do this you are required to put your request in writing specifying the information that is incorrect and how it should be amended. Requests of this type will be responded to within 1 month of receipt of request.
You have the right to request information is erased if it is no longer relevant. However, if there are legal grounds for information to be kept then we must abide by this. Data contained in treatment notes must be kept in its entirety for the duration of treatment and until the post-treatment retention period is complete. To request erasure of some or all of your data, please put your request in writing. Requests of this nature will be responded to within 1 month of receipt of request.
You have the right to make a complaint if you are concerned about the way in which we process your information. In the first instance please do contact your therapist to discuss your complaint or concerns. If your complaint is not resolved to your satisfaction, you can lodge a complaint with the Information Commissioners Office (ICO). The ICO can be contacted on 0303 123 1113.
If you have any further questions about how we use your information, please contact Beth Shelley (Data Protection Officer) at email@example.com.
You can disable any cookies at any time, but this may stop our website from functioning properly. This website will not share any personal information with third parties.
Updated: 31st October 2022
We cover the below area, however, if you fall outside of this radius please do get in touch and we’ll see how we can help!