Privacy Policy

Date 19.2.2024

Our contact details

Name: Hannah Todd Speech and Language Therapy

Address: PO Box 105, Skipton, BD23 9EU

Phone Number: 07470764012

E-mail:hannah@hannahtoddslt.co.uk

This privacy policy sets out how Hannah Todd, Independent Speech and Language Therapist uses and protects any information that you give when you use this website. This privacy notice provides information about the personal information we process about you as a data controller, in compliance with the General Data Protection Regulation (GDPR).

Please contact Hannah Todd at hannah@hannahtoddslt.co.uk with any questions or requests about the personal information we process.

Hannah Todd Speech and Language Therapist is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, you can be assured that it will only be used in accordance with this privacy statement.

Hannah Todd Speech and Language Therapy uses our discretion, to make changes to any part of the website, the information or these terms and may change this policy from time to time by updating this page. It is important you check this page from time to time to ensure that you are happy with any changes.

This policy is effective from February 2024. By continuing to use the website you agree to be bound by these terms as amended.

What we collect

We may require basic information which identifies you as an individual ("Personal Information"), such as your name, email address and phone number, in order to enable you to take advantage of particular services that we offer, for example when you send us a question or request from our "Contact Us" page, request one of our newsletters or further information on a specific department. We will only use such Personal Information for the purposes of providing information which you have requested, or for other purposes set out in these Terms.

We may collect the following information:

Name;
Telephone / mobile number;
Email address; and
Information pertinent to fulfilling our services on an individual’s or organisation’s behalf.

What we do with the information we gather

We require this information for the purpose of:

Internal record keeping;
Contacting you for market research purposes. We may contact you by email, telephone or post. If you do not wish us to make use of your personal information in this way, please email hannah@hannahtoddslt.co.uk. We will also give you the opportunity to opt out of future marketing whenever we send you marketing material. You can also opt out at any time by contacting us.

Security

We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place highly encrypted electronic systems and managerial procedures to safeguard and secure the information we collect online.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site or page. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. We do not use cookie technology to collect Personal Information. You may also wish to refer to www.allaboutcookies.org.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

The Internet is a global environment and using the Internet to collect and process data can involve the transmission of data on an international basis. Therefore, by browsing our website and communicating electronically with us, you acknowledge our processing of data in this way. However, we will endeavour to protect all Personal Information collected through our website in accordance with our data protection standards.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

We will not sell, distribute or lease your personal information to third parties unless we have your explicit permission or are required by law to do so. Employees, associates and agents of Hannah Todd Speech and Language Therapy to any Personal Information which we collect, but their use shall be limited to the performance of their duties and in line with the reason for processing. Our employees, associates and agents who have access to your Personal Information are required to keep that information confidential and are not permitted to use it for any purposes other than to enable you to use the Website or to deal with requests that you submit to us.

Retention period

Personal data for adults is retained, where necessary, for eight years in compliance with

our professional indemnity obligations following the last appointment or discharge letter. For

children, records will be kept up until their twenty fifth birthday. After these timeframes, all

records will be destroyed in accordance with data protection requirements. Personal data

relating to enquiries where no further action is requested will be deleted.

Please retain copies of your reports for your own records. After six years it will not be possible

to request duplicate copies due to full deletion.

Your data protection rights

Under data protection law, you have rights including:

Your right of access

You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Expert Witness cases and instances where we have been instructed and are not the primary data controller

This privacy notice provides information about the personal information we process about you as a data controller, in compliance with the General Data Protection Regulation (GDPR).

We are committed to protecting your rights to privacy. They include:

Right to be informed about what we do with your personal data;
Right to have a copy of all the personal information we process about you;
Right to rectification of any inaccurate data we process, and to add to the information we hold about you if it is incomplete;
Right to be forgotten and your personal data destroyed;
Right to restrict the processing of your personal data; and
Right to object to the processing we carry out based on our legitimate interest;

We process the personal data of individuals who are obtaining legal advice or are engaged in a legal dispute, and also the personal data of witnesses and others with links to the issues in the case.

The personal data may include:

Names, contact details and dates of birth;

Financial information and bank details;

Health information; and
Information about race, ethnic origin and sex;

The personal data are generally provided by the person instructing us in relation to the legal issues, who is usually a solicitor.

We process the data because it is in our legitimate interests as an Expert itness to do so. We need to see and analyse documents containing this information in order to provide our expert advice.

In relation to any special category personal data, such as health records or information concerning, race, ethnic origin, or sex, we rely on the legal claims basis for processing this data, in addition to our legitimate interest. In many cases, an individual has consented to the transfer of their personal data to us. Where an individual has consented, he, she or they may easily withdraw it by notifying Hannah Todd via email hannah@hannahtoddslt.co.uk.

Other personal data

We also process personal data pursuant to our legitimate interests in running our business such as:

Invoices and receipts;
Accounts, VAT and tax returns;
Insurance policies and related documents;

Finally, we run a client relationship management system. Any personal data on the system is held in accordance with the consent of the data subject which can be withdrawn at any time by contacting Hannah Todd above.

Retention period

Personal data in legal cases is retained, where necessary, for six years in compliance with

our professional indemnity obligations. Where this is not necessary, it is destroyed at the

conclusion of the case.

Administrative data is retained for up to six years as necessary, in the unlikely event there are

queries from HMRC and the VAT commissioner. Where it is not necessary to retain the data

for six years, it is destroyed as soon as possible.

Personal data relating to employees who have left our employment is also retained for up to

six years as necessary. This is the time limit for bringing a breach of contract claim. In some

cases we destroy it as soon as the employee leaves.

Whom do we share personal data with?

We share personal data internally strictly on a need-to-know basis.

Special category data and personnel files held electronically are encrypted with restricted

access. Hard copy special category and other personal data are stored securely with restricted

access.

We do not share personal data with anyone external to the organisation, other than with:

Those who have instructed us as an Expert Witness

Outsourced service providers such as digital dictation, proofreading and data destruction services, pursuant to GDPR compliant written contracts

HMRC and the VAT Commissioner as they require

With others pursuant to a Court order

How to raise a concern or complaint

If you have any concerns about our use of your personal information, you can make a complaint to us at hannah@hannahtoddslt.co.uk

If you believe that any information we are holding on you is incorrect or incomplete, or have any other data protection related issues or queries, please write to Hannah Todd, Data Protection Officer as soon as possible at the above address. We will promptly correct any information found to be incorrect.

If you are concerned that we have breached a privacy law or code binding on us, please send an email marked “Urgent” to the above email address. Our Data Controller will manage your complaint and will give you additional information about how it will be handled.

You have the right to complain to the Information Commissioner’s Office (ICO) if you believe we have not handled your request in an appropriate manner. For information on contacting the ICO please see their website www.ico.org.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk