Privacy Policy

The Carolyne Oates and Associates Ltd occupational therapy practice (the ‘Practice’) understands that by visiting this website, you would want any personal information shared with us during your visit to be stored and processed securely.

This Privacy Policy explains what personal information we collect from you and the purposes for which it will be used.  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 and GDPR legislation.  In this regard, Carolyne Oates and Associates Ltd is the Data Controller and Data Processor of all personal information provided to us.  The lawful basis for us storing and processing your personal information is for the performance of a contract between us and the condition is condition (h) i.e. for medical reasons.

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 07/05/2018.

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

We do not collect any personal information from you during your visit to our website.

You may choose to email us using the contact email address provided on this website.  Once we receive your email, this information (that may include personal information) is stored and processed securely by our email system which is currently offered provided by a Third Party.  We retain all email correspondence 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 automatically collect some website usage information from you during your visit to our website to help us provide better services.  This is done through the use of “cookies” and some other site usage tracking tools.

A cookie is a small text file which is transferred from our 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.  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 further information and for browser-specific instructions on how to restrict or block cookies, please visit the Interactive Advertising Bureau’s site: http://www.allaboutcookies.org.  Please note that our website has been optimised to work with cookies.  If you choose to block them, our website like many other similar websites, may not work properly.

We use the following cookies 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. 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. 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
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

  • utma
  • utmb
  • utmc
  • utmz
? 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. ?

Some cookies (e.g. Google Analytics cookies) on our website 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

Any personal information provided by yourself via the contact email address we provide on this website will be used to correspond with you and to deliver the occupational therapy services you requested.  We will not sell or rent your personal information to anyone else.  There are circumstances where we will need to securely share personal information you have provided to us so we can deliver the occupational therapy services you requested.  These circumstances are as follows:

  • Personal information on our clients may be shared with parents, carers, teachers and other medical professionals as and when required and where consent has been obtained from the parent(s);
  • Personal information on our clients may be shared with the appropriate authorities if we are required to by law in which case you will be informed thereof.

Website usage information collected automatically during your visit to our website is used to monitor website usage and improve the childot.co.uk website.

Your Rights

You have the following rights over any of your personal information supplied to us:

  •  The right to be informed – you have the right to be informed about how we collect and use your personal information.  We trust this Privacy Policy is useful in this regard.
  • The right of access – you have the right to be given a digital copy of your personal information in a commonly used electronic format at any time;
  • The right to rectification – you have the right to request us to correct any incorrect personal information;
  • The right to restrict processing – you have the right to request us to simply store and not process or use your personal information.  This means that we may not be able to complete the work we were contracted to do for you and we will need to be reimbursed for work undertaken to date;
  • The right to data portability – you have the right to be given a digital copy of your personal information in a commonly used electronic format at any time if you wish to use this information to enable you to enter into a contract with another service provider.  We will need to be reimbursed for work undertaken to date;
  • The right to object – you have the right to object to the way in which we store, process and use your personal information and we will be happy to discuss alternative options.  In extreme cases, we may not be able to complete the work we were contracted to do for you and we will need to be reimbursed for work undertaken to date;
  • Rights in relation to automated decision making and profiling – we do not use your personal information for this purpose, but if we did, you would have the right to object to us using your personal information in this way;

You do not have the following right over any of your personal information supplied to us:

  •  The right to erasure – as the personal information we hold is of a medical nature (see condition (h) above) you do not have an automatic right of erasure.  Personal information is kept in accordance with our Data Retention obligations below.  If we do not agree to a request to erase your personal information, you have the right to complain to the ICO and also have the right to judicial remedy.

If you need to assert any of the above rights, please contact the Data Protection Compliance Officer.

Data Retention and Security

Personal information on our clients will be retained until their 25th birthday (or their 26th birthday if the client was 17 at the conclusion of their treatment).  After this, digital information will be deleted and hardcopy information will be shredded.

Security is of crucial importance to the Practice and we use a variety of security features to keep our website and information secure.  We use HTTPS Transport Layer Security (TLS) encryption technology to safeguard all our web traffic and we use PGP encryption for all email we send containing personal information.  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.  If you receive an email purporting to be from us requesting you to provide personal information such as banking or credit card data, please treat it as suspicious.  We will never send you emails requesting you to provide us with personal information in this way.

Updates to this Policy

We may update 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 of Use.

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.

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

Data Protection Compliance Officer

Unit 1 Hercules House

Calleva Park

Aldermaston

Berkshire

RG7 8DN

 

 

Copyright © Carolyne Oates and Associates Ltd 2018