Privacy Policy 

Katy James works as an independent practitioner offering speech and language therapy, supervision and mentoring. She is registered with the Information Commissioner’s Office (ICO) as a data controller and data processor.  

This policy sets out how Katy James uses and protects any personal and health information about you that she has access to while delivering her services. This policy is effective from 25 May 2018. 

The lawful basis for processing personal information: 

The lawful basis for the processing and storing of personal information is ‘legitimate interest’. This is because Katy James cannot adequately deliver a service to you without processing your personal information. It is a necessity for service delivery and of benefit to you, therefore providing a legitimate interest to process and store your personal data. 

Section 9 of the GDPR classifies data relating to an individual’s health as ‘Special Category Data’. The regulations state that health professionals who are ‘legally bound to professional secrecy’ may have a lawful basis for processing health data. As a Speech and Language Therapist registered with RCSLT and HCPC, Katy James is legally bound to keep client information confidential, and it is under this condition that she processes and stores personal information. 

What personal information Katy James collects and how it is used: 

Katy James will assume that you give consent for your name, address, email and telephone number to be held when you make an initial enquiry. This data will be used by Katy James to respond to your enquiry. If your enquiry does not lead to you employing the services offered then your personal data will be destroyed. 

Katy James will only collect and use personal information for the purposes of providing the services you have requested. You will be asked to identify which data she can collect during your initial meeting. You will be able to state consent and withdraw consent for Katy James to hold some, or all of, your personal data at any point.  

To deliver supervision and mentoring services, Katy James may collect some or all of the following personal data in verbal or written form: 

• name 
• telephone number 
• email address 
• company or organisation
  

To deliver Speech and Language therapy services, Katy James may collect some or all of the following personal data in verbal or written form:  

• name 
• date of birth 
• address 
• telephone number 
• email address 
• name and contact details for team members 
• multi-professional reports 
• personal history 
• assessments 
• therapy materials including video, photos and audio 
• notes on all contact with the client 

Personal information will be gathered to enable internal record keeping, business administration and operations (e.g corresponding with you to fulfil the agreed service delivery, managing financial accounts), and for service evaluation and service improvement. 

Data storage and Security: 

Any personal information you choose to share with Katy James via email or as an answerphone message is do so at your own risk. Once Katy James has received your information, she will use procedures and security features to safeguard against unauthorised access. 

• Paper documents containing personal data are stored in a locked filing cabinet 
• Digital documents are stored electronically and password protected 
• Written correspondence which contains personal information (e.g reports) will be sent as password protected documents via email. Where this is not possible paper copies will be sent via ‘signed for’ postage. 
• Personal information held in therapy files will be archived for 7 years after the final session before being destroyed. 
• Supervision related personal information will be destroyed as soon as the supervision contract has come to an end.  

Information sharing with other professionals  

Your data is confidential therefore it will not be shared with any third parties by Katy James without your explicit permission or when she has a legal obligation to share. 

Accessing your personal information  

You can request access to the personal information that Katy James holds about you by emailing katy@katyjames.co.uk   

Personal information held will be shared with you except in the limited circumstances in which Katy James is legally not permitted to do so.  

You can request amendments to any inaccuracies you identify in the personal information held about you by emailing katy@katyjames.co.uk and clearly stating the amendments required.  

Concerns or complaints about the way your personal information has been handled: 

If you are concerned that Katy James has not processed and stored your personal data in line with this privacy policy, please email katy@katyjames.co.uk marking your email as ‘Urgent’. She will aim to respond within two working days. Katy James will manage your complaint and provide further information on how it will be handled.  

In the event that you believe a request or complaint has not been handled appropriately by Katy James you have the right to complain to the Information Commissioner's Office (ICO) via www.ico.org.uk