General Privacy Notice To Kids First Centre

The pronouns your/yours in this notice refer to parents/guardians/carers of children under the age of 13, and to children over the age of 13. We request that you show this notice to children in your care who are over 13 and explain same to them. The Kids First Centre is a division of Words First Limited, and any reference to Words First Limited applies to Kids First and vice versa.

Your personal data – what is it?

“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed by [the Data Protection Bill/Act 2017 the General Data Protection Regulation 2016/679 (the “GDPR” and other legislation relating to personal data and rights such as the Human Rights Act 1998].

Who are we?

This Privacy Notice is provided to you by Words First Limited which is the data controller for your data. Words First Limited is made up of many different office-holders: speech and language therapists and administrators, who work together to deliver Speech and Language, and allied Therapy to school pupils and private clients.

What data do we need to store?

All records pertaining to the names and addresses of the student and the parent/guardian/carer, as well as the diagnosis, assessment and therapy records of the student. To enable us to meet all legal and statutory obligations.

Why do we need to store this data?

• To comply with statutory bodies such as, inter alia, the Royal College of Speech and Language Therapists.
• To provide progress reports on the student.
• To carry on the legitimate business of Words First Limited.

Where your information is stored other than in accordance with one of these legal bases, we will first obtain your consent to that use.

Sharing your personal data

• This data will not longer be shared with anyone other than legal and statutory bodies without your knowledge.
• If we require to share data with other professionals/the student’s school, you will be notified prior to any data being released.
• Where you require us to share your data with another professional/school/other authority, you must give us written permission to do so.

How long do we keep your personal data?

We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits. In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed.

Your rights and your personal data

You have the following rights with respect to your personal data:

When exercising any of the rights listed below, to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.

• The right to access information we hold on you
  • At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within one month.
  • There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.
• The right to correct and update the information we hold on you
  • If the data we hold on you is out of date, incomplete or incorrect, you can inform us, and your data will be updated
• The right to have your information erased
  • If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold.
  • When we receive your request, we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).
• The right to object to processing of your data
  • You have the right to request that we stop processing your data. Upon receiving the request, we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.
• The right to data portability
  • You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
• The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.
  • You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
• The right to object to the processing of personal data where applicable.
• The right to lodge a complaint with the Information Commissioner’s Office.

Storage of Data

Your data may be stored as either hard copy, in files, in a cabinet under lock and key at the Kids First Clinic, or electronically on external computer storage also under lock and key at the Kids First Clinic. Your data will not be kept on an employee’s personal computer/laptop/tablet or phone.

Contact Details

Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at: The Data Controller, Words First Limited, Email: [email protected], Tel: 02080 501 413 You can contact the Information Commissioners Office on 0303 123 1113 or via email.