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Data Protection Act (2018)
The data protection act controls how organisations use your personal information. We follow the principles of the Data Protection Act and GDPR (General Data Protection Regulation) in the ways set out below. If you have any specific questions, please contact us using the contact form or our secure email address firstname.lastname@example.org.
How we use your data
We keep electronic records of personal details such as name, date of birth, address and phone numbers for the purpose of identifying and communicating with you. We also store the information you give us about your difficulties in relation to the assessment you request. It is helpful for us to keep a record of other services or professionals who know you or who may be able to provide information for your assessment.
We do need to speak with your GP when we agree to complete an assessment for you. This is to ensure we have all relevant information for the assessment and to ensure the results get communicated effectively. We will only use your data for the purposes of the assessment work you request and in accordance with the principles of the data protection act and guidance of GDPR. We assume you consent to the storage and use of your date when you contact us and provide information for the assessment but we will also require you to confirm you have read and understood this information.
Ensuring data is up to date and accurate
We ask you to let us know if any of your personal details change. We will update your information on our records when you inform us of any changes. We will ask you to check the information we have about you to ensure it is accurate and up to date.
We will never share your information with third parties unless you request we do so or we feel someone is at risk of harm. Please see our safeguarding information for more information about when we may share information with others when we are concerned about risk of harm. We would inform you if we need to share your information and what information we need to share.
How we store your information
We keep electronic notes of appointments to help us with our assessment process. Our computer hardware is encrypted and password protected. We only use secure and encrypted email servers and cloud services to store data. We will store your data for up to 5 years following the completion of your assessment.
How your information is transmitted
We only communicate with you by telephone or secure, encrypted email servers unless you request and consent to an alternative means of communication. If you are using a non-secure email server (such as gmail, hotmail or Yahoo), then please let us know if you would prefer to communicate in encrypted format. In such cases you will require a de-encryption password to read emails from us, which we will provide for you.
We regularly review our data protection and privacy policies to ensure we are up to date with current guidelines ,principles and requirements of the uk and EU privacy law. We have a duty to inform you if there are any breaches of privacy in relation to your personal data.