Privacy Policy

The Carolyne Oates Paediatric Occupational Therapy Practice (the ‘Practice’)  understand that by choosing to use our services you have placed a great deal of trust in us.  We recognise that you would want any personal information that you share with us to be kept private and to be looked after securely.  We are committed to protecting the privacy of all personal information obtained from you during your visits to this website.

This Privacy Policy explains what personal information we may collect from you and the purposes for which it will be used.  Please read this policy carefully.  By accessing or using this website, you are deemed to agree to the terms of this policy, and if you do not agree with it, then you must not use our website or send us any personal information.

This Privacy Policy was last updated on 20/06/12.

Information Collection

In order to use some of the services we offer on our website, we may require you to register with us or provide us with information.  We treat all information submitted to us in accordance with the terms of this Privacy Policy (which may be updated from time to time) and in strict compliance with the provisions of prevailing Data Protection legislation.

By entering your personal information in the Practice website you accept that we may retain your information and it may be held by the Practice or by any third party holding it on our behalf.

If you have any queries about the information we hold on you, please contact our Data Protection Compliance Officer using the contact details provided at the end of this Privacy Policy.

What information do we collect and why do we need it?

The information that we gather from clients helps us to provide our services, and ensures that any use of services that require registration is genuine and can be traced to a registered user.  In this way, we can help to ensure that our website services are not abused to the detriment of clients.

When you use our website, there are different ways that we collect information about you:

If you register with us, we collect contact information from you.  We ask you for your name and email address.

We additionally retain all email correspondence that you have with us.  This helps us to keep track of any dialogue we have with you and means that we can quickly deal with any problems or concerns that you may have with our products or services.

We use “cookies” and other site usage tracking tools.  A cookie is a small text file which is transferred from a website and stored on your computer’s hard drive.  Cookies are vital to the operation of most websites.  They enable a website to “remember” who you are.  We use them for example, to allow clients to move from one part of our website to another without having to repeatedly login to our site. The Practice never permanently stores any personal information in cookies that can be used to identify you, such as your name or account numbers.  For browser-specific instructions on how to restrict or block cookies please visit the Interactive Advertising Bureau’s site:  Please note that our website has been optimised to work with cookies’.  If you choose to block them, our website, like many other websites may not work properly.

The following cookies are used on our website:

Cookie Name Cookie Category Description Duration
wordpress_ 2 WordPress cookie for a logged in user. session
wordpress_logged_in_ 2 WordPress cookie for a logged in user session
wordpress_test_ 2 WordPress cookie for a logged in user session
wordpress_test_cookie 2 WordPress test cookie session
wp-settings- 1 WordPress also sets a few wp-settings-[UID] cookies.
The number on the end is your individual user ID from the users database table.
This is used to customize your view of admin interface, and possibly also the main site interface.
1 year
wp-settings-time- 2 WordPress also sets a few wp-settings-{time}-[UID] cookies. The number on the end is your individual user ID from the users database table. This is used to customize your view of admin interface, and possibly also the main site interface. 1 year
PHPSESSID 1 To identify your unique session on the website session
SESS 1 To ensure that you are recognised when you move from page to page within the site and that any information you have entered is remembered. session

Google Analytics:  These cookies are used to collect information about how visitors use our website.  We use the information to compile reports and to help us improve the website services.  The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

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Some cookies (e.g. Google Analytics cookies) on our site are controlled or used by selected third parties.  Some of our web pages may contain other tools to help us understand how users use our website, to help us improve it.  These tools do not store your information or any information which is specific to you.

How we use your personal information

All information collected via our website or through correspondence with you is used to operate and improve our services to you.  We are committed to using your personal information only for the purposes of:

  • Monitoring and improving the website
  • Dealing with communications from or with you
  • Conducting market research,  statistical or map-based analysis – where we disclose information to third parties for this purpose, it will be stripped of all personal, identifying information and aggregated to identify trends that may help us to develop our services
  • Providing you with updated information about our services

Periodically we may notify you of news, new services and new events.  Should you not wish to receive these types of communications from us, you may withdraw your consent to these communications by following the links to unsubscribe included in each email.

Nothing in this policy can prevent us complying with any requirements that may be imposed upon the Practice by law or a court order.

How and when we may share your personal information

Information that we collect from our clients is an important asset of our business and we will not sell or rent your information to anyone else.  There are circumstances where it is necessary for us to share personal information, and at all times when we use or disclose your information, it will remain secure.

The circumstances where we may share some of your information with others are described below:

Confidential medical information about clients may be shared by consent between parents, carers, teachers and other medical professionals as and when required.

Confidential medical information about clients may be shared if we are demanded to by law in which case you will be informed thereof.

Data Retention and Security

We will store your information at least for the duration of any client relationship we have with you, or as otherwise required by law (normally up to a maximum of 7 years for legal and tax reasons).

Security is of crucial importance to the Practice.  We use Secure Socket Layer (‘SSL’) encryption technology for highly sensitive transactions such as contact forms.  This ensures that any information you enter is encrypted before being processed.

We use additional security procedures to keep your information secure by taking appropriate technical and organisational measures against its unauthorised or unlawful processing and against its accidental loss, destruction or damage.

Please remember that normal Internet email is insecure by its very nature.  It is also important for you to protect yourself against unauthorised access to your password and to your computer.  Be sure to sign off (log-out) when using a shared computer.

Identity Fraud

Fraudsters can create authentic looking, but false or ‘spoof’ websites.  Their purpose is to tempt users to enter personal information to be re-used to try and access your bank account or to use your credit card information fraudulently.

If you receive an email containing links to or requests for you to input your personal information such as banking or credit card data please treat it as suspicious.  We will never send you embedded emails requesting you provide us with sensitive information in this way.

Updates to your privacy settings and updates to this Policy

You may alter or vary the personal information that you allow us to hold at any time by notifying us, or by altering your account setting.  We may change the terms of this Privacy Policy from time to time and you should check it regularly.  Your use of this website is subject to this Privacy Policy and to our Terms and Conditions.

Obtaining Further Information

If you have any additional questions about your personal information held and used by the Practice or about our Privacy Policy, please contact our Data Protection Compliance Officer  at

Alternatively, you may write to him at the following address:

FAO – Data Protection Compliance Officer

Unit 8 Fronds Park
Frouds Lane