Privacy Policy

In line with the General Data Protection Regulation (“GDPR”), that came into force on 25 May 2018, this Privacy Policy (“policy”) describes how Speech4All Ltd (trading as Speech4Kids and Speech4Schools) (“we”, “our”) collect, protect, use and share the information you provide to us, and the information we collect in the course of operating our business and our websites in respect of our products and services. This policy also outlines the legal basis on which we process your personal data and other information that we are required to provide by the GDPR.

For complete information on GDPR and related topics, visit the Information Commissioner’s Office (“ICO”) website at www.ico.org.uk.

Contact Details

Our Data Protection Officer (“DPO”) is Sidonie Delaney, Director. For any queries or questions on this policy, or to contact the DPO, contact details are as follows:

Head Office Address: 2 Abbey Wharf, Belvedere Road, Faversham, Kent ME13 7UT, UK

E-mail: sidonie@speech4schools.co.uk

Tel: (+44) (0)1227 694740

We are registered with the ICO. Registration: ZB626665

Legal Grounds for Data Processing

We rely on the following legal bases to process your personal information, namely:

• Consent – we may (but usually do not) need your consent to use your personal information. You can withdraw your consent by contacting us.
• Performance of a contract – we rely on this lawful basis if we need to process your personal data to fulfil our contractual obligations which you have requested from us, including steps we may need to take at your request before entering into a contract.
• Legitimate interest – we may use your personal information for our legitimate interests. Under legitimate interests we can process your personal information if we have a genuine and legitimate reason and we are not harming any of your rights and interests (e.g. use this information to share updates with you about our products and services, which we believe may be of interest to you; or because of our legitimate interests in the performance of activities that form part of the operation of our business).
• Compliance with law or regulation – we may use your personal information as necessary to comply with applicable law and/or regulation.

What Data Do We Collect

We may obtain personal information about you and your child because you or other third parties provide it to us, or because the information is publicly available. The personal data that we may collect and process may include your name and address, email and phone number as well as a your child’s full name, date of birth, gender, contact details, profiled data, transaction history, purchase history, bank account details, marketing history, marketing response, complaint details, IP address and how you interact with our website.

How Data Is Used

Your data is used in the following ways: a) To fulfil and deliver the contract that has been agreed (Speech and Language assessment and therapy services), b) To keep track of your order history, c) To identify products and services and promotions that we believe you might be interested in, d) To comply with legal obligations.

The data privacy law allows this as part of our legitimate interest in understanding our clients and providing a high level of service.

Of course, if you wish to change how we use your data, you’ll find details in the section below.

Marketing Preferences

We may use your home address, phone numbers, e-mail address and social media to contact you. You can opt out of communications at any time by calling us on (+44) 01227 694740 or emailing admin@speech4schools.co.uk

Who We Share Your Data With

Royal Mail and GDPR Compliant Postal Service Companies – To ensure that relevant correspondence can be delivered to the customer.

Xero UK - A trusted online accountancy package to facilitate invoicing and to store transaction history.

Mailchimp - To deliver email correspondence, in relation to services and products which we believe will be of relevance to you or your business and will be in-line with information you have provided or on Analytics supplied by third parties including but not limited to Google.

We will only discuss your child with other professionals, such as teachers, paediatricians etc with your consent. The only exception is when there are concerns about safeguarding for a child, in which case we follow all procedures in our training (which is updated annually).

All report about your child will be sent using speech4schools or speech4kids email addresses and the documents will be password protected.

Please note that all case file notes on clients are advised by The Royal College of Speech and Language Therapists (RCSLT) and the Health Care Professions Council (HCPC) to be ‘retained until their 25th birthday or their 26th birthday if 17 at conclusion of their treatment’.

Your Rights

• The right to be informed about our processing of your personal data.
• The right to have your personal data corrected if it’s inaccurate and to have incomplete personal data completed.
• The right to object to processing of your personal data.
• The right to restrict processing of your personal data.
• The right to have your personal data erased (the “right to be forgotten”).
• The right to request access to your personal data and information about how we process it.
• The right to move, copy or transfer your personal data (“data portability”).
• Rights in relation to automated decision making including profiling.
• You have the right to complain to the Information Commissioner’s Office.

For complete information on your rights under the GDPR, you can visit www.ico.org.uk.

Data Anonymisation and Aggregation

Your personal data may be converted into statistical or aggregated data which can’t be used to identify you, then used to produce statistical research and reports. This aggregated data may be shared and used in all the ways described above.

Security

When you give us personal information, we take steps to make sure that it is treated securely.

Your data (e.g. the contact details and business enquiries you submit) is either collected over  the phone or the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. We employ security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage.

Hand written notes are kept in your child’s file and in a locked filing cabinet at all times (within a room with a locked door).

Therapists will need to be given your contact details in case of emergency (e.g. your child’s appointment has to be cancelled on the day) but only phone numbers and email addresses are shared in this way (not linking with the child).

Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

How long will we hold your data for?

We will retain your information for the appropriate period of time to ensure that we can provide you with a continuous service, or as long as the legal or regulatory requirements require.

Marketing – when you register on the website, we will hold your data for a period of 6 years, with a review every 3 years. You will have the opportunity to opt out (unsubscribe) at any point should you wish to do so. To opt out call (+44) 01227 694740 or email: admin@speech4schools.co.uk

Contracted services  and other personal data - we will hold your data until the young person reaches 25 years of age  yea in line with legal and regulatory requirements.

Cookies and Links

Cookies are files created by websites that you visit. By saving information about your visit, they make your online experience easier. For example, sites can keep you signed in, remember your site preferences and give you locally relevant content.

We use Google Analytics to collect information about visitor behaviour on our website. Every time you visit our website, the tracking code will collect information about how you interacted with the pages - which pages you visited, what you clicked on, how long you were on the website and how you arrived at the website. The information collected is not tied to personally identifiable information. This Analytics data is collected via a JavaScript measurement code which is added to the pages of our site. You can find more info on how Google Analytics works here: https://support.google.com/analytics/answer/12159447?hl=en

You can also find out more about Google’s position on safeguarding your data here: https://support.google.com/analytics/answer/6004245?hl=en

Third party cookies are set on your machine by external websites whose services are used on this site. This includes but is not limited to Google, LinkedIn, Meta and X.

Our website contains links to other websites run by other organisations which we do not control. This policy does not apply to those other websites and Apps‚ so we encourage you to read their privacy statements. We are not responsible for the privacy policies and practices of other websites and Apps (even if you access them using links that we provide) and we provide links to those websites solely for your information and convenience. We specifically disclaim responsibility for their content, privacy practices and terms of use, and we make no endorsements, representations or promises about their accuracy, content or thoroughness. Your disclosure of personal information to third party websites is at your own risk.

If you linked to our website from a third party website, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party website and recommend that you check the policy of that third party website. This privacy policy only applies to Speech4Kids and Speech4Schools’ websites.