Privacy Policy

BEAM WELLBEING PRIVACY POLICY

Data protection law states that individuals have the right to be informed as to how their personal data is held and used.  This privacy notice explains how data will be collected and used.   

As a private practitioner I act as both: Data Controller (which means that I plan procedures regarding how data is held according to the new GDPR regulations) and Data Processor (which means that I collect and store data required within my business).

Personal information collected could include: 

• Contact details, date of birth
• Medical history
• School details and history
• Therapeutic case notes
• Family history
• Characteristics (such as ethnicity & language)
• Safeguarding information (including details of professional      involvement)
• Special educational needs (including any support current, past or      planned)
• Attendance (such as sessions attended, number of absences, absence      reasons)
• Behavioural information (including information regarding any      behavioural concerns and any relevant support being offered or offered      previously) ​ 

Why this information is collected?

Client information is collected for the following purposes:

• To establish how best to support the child.
• To monitor and report on client progress (emotional well-being and      academic attainment).
• To assess the quality of the services on offer.
• To protect client welfare through good communication with services      involved in the child’s care.
• To keep children safe (health needs or emergency contact details)
• To meet the statutory requirements of KCSIE (Keeping Children Safe      in Education) and other safeguarding guidelines.

Legal basis for using this data ​ 

Information is collected and shared only when it is lawful to do so. 

Most commonly that would be when:

• Information is requested to comply with a legal obligation.
• Information is requested to perform an official task in the public      interest.

Less commonly, the client information may be processed when:

• Permission has been obtained from the client to use the information      in a specific way.
• There is a need to protect the client’s interests (or someone      else’s interests).

When permission has been given to use client’s personal data, consent can be withdrawn at any time and this will be made clear to the client. 

How client information is collected 

Client information will be collected through handwritten completion of an initial consultation form.  This information is requested on a voluntary basis and in order to comply with the data protection legislation, we will inform you that we are collecting this data. Information is routinely collected from the child, parent/carers. Other agencies involved with the child such as schools, social services or medical professionals may offer additional information.  

This includes but is not limited to diagnostic questionnaires and feedback forms from school and parents or carers are collected prior to and post intervention.

At times information will be shared with parents and school via email on a password protected computer.

How data is stored  

Client data is stored in a locked file for the duration of the therapeutic intervention.  

Additionally, data will be stored securely for six years after the completion of the therapeutic intervention.   

Any email correspondence will be sent from a password protected email address. 

With whom might the information be shared? ​ 

Information regarding clients is not routinely shared without consent to do so. Under certain circumstances the law may require such sharing; an example would be when there are 

Safeguarding concerns.

https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/592101/Working_Together_to_Safeguard_Children_20170213.pdf. 

In such a situations personal information may be shared with:

• The local authority
• The client’s school
• The client’s family
• Health providers (for example Child and Adolescent Mental Health      Services)
• Police forces, courts or tribunals.
• Youth support services

See the Safeguarding Policy for more details about how information may be shared to safeguard children, young people, families, carers and staff.

Additionally, to support my professional mentoring, notes maybe shared anonymously with a qualified supervisor. For professional mentoring purposes the identities of children and families will remain confidential.

Requesting access to your personal data 

Under data protection legislation, individuals have the right to request access to personal information being held in their regard. Parents/Carers can make a request regarding their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12), or where the child has provided consent. To make a request for your personal information, contact beam@btinternet.com

Document last reviewed: 02/08/23