OUR PRIVACY NOTICE

At The Speech Group, we take your privacy very seriously. This privacy notice explains what personal information we collect about you, how and why we process (collect, store, use and share) your personal information, your rights in relation to your personal information and how to contact us or make a complaint.

The Speech Group is the trading name of SW London SLT Limited.

When we process your personal information we are regulated under UK data protection laws and we are responsible as ‘controller’ of that personal information for any processing undertaken by us or our staff for the purposes of those laws.

By 'personal information', we mean information which relates to you as an individual and tells us something about you.

Introduction

The personal information we collect, and the use we make of it, varies depending on our relationship with you. For that reason, this privacy notice distinguishes between our clients, their representatives, our suppliers and job applicants. Please be sure to read the sections of the privacy notice which relate to you.

Under data protection law, we can only use your personal information if we have a legal reason for doing so, for example

Where you have given consent

For the performance of our contract with you or to take steps at your request before entering into a contract

To comply with our legal and regulatory obligations

To protect your vital interests or those of another person

For our legitimate interests or those of a third party.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

We explain in section 2 to 5 below our legal reasons for using your personal information.

Clients

Personal information we collect about you

The personal information we collect about you may include:
Name, date of birth/age, gender, contact details (telephone number, email address, postal address)
Information about your family, carers, education, employment, social life and activities
Information (including photographs and videos) about your health and healthcare and social care provision
Legal information (if we provide you with medicolegal services)
Financial and insurance information

Much of this information will be provided by you or your representative. Some of it may be provided by your: family members; carers; healthcare; education and social care providers; legal representative; or employer

How and why we use your personal information

The table below explains what we use your personal information for and our reasons for doing so:

	
		What we use your personal information for
		Our reasons
	
		To identify and contact you  
To provide you with our speech and language therapy services
To provide you with medicolegal services or to work with your legal representatives and expert witnesses
To communicate and attend meetings with other members of your interdisciplinary team or support network
To produce communication aids, applications, programmes and other materials
Payment administration
To record outcome measures
To provide information requested by regulatory bodies including NICE and the Royal College of Speech & Language Therapists
		For the performance of our contract with you or to take steps at your request before entering into a contract
For our legitimate interests or those of a third party

		To provide information required by or relating to audits, enquiries or investigations by regulatory bodies 
To meet our safeguarding obligations
To make statutory returns
		To comply with our legal and regulatory obligations

		Operational reasons, such as maintaining and improving efficiency and training, management of our business, physical and information security
		For our legitimate interests or those of a third party
	
		Updating and enhancing customer records
		For the performance of our contract with you or to take steps at your request before entering into a contract
To comply with our legal and regulatory obligations
For our legitimate interests or those of a third party

		Providing courses to other professionals which you attend

		For our legitimate interests or those of a third party

We process personal data relating to your health for the provision of healthcare to you and for the establishment, exercise or defence of legal claims.

Who we share your personal information with

Our staff of therapists, dieticians and therapy assistants
Your family members or representatives
Members of your interdisciplinary team and support network including case managers and carers
Healthcare, education and social care providers
Regulatory bodies including NICE to whom we are required to provide audit and other information
If you are involved in or contemplating legal proceedings, your legal representatives, expert witnesses and others present at case meetings, case reviews, other meetings and in court
Your insurer
Relevant public authorities and professionals if we have a safeguarding concern about you or another person
Our advisers and service providers including accountants, lawyers, insurers, our bank, payment service providers, marketing agencies or website hosts
Law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.

We only allow our staff, advisers and service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. We also impose contractual obligations on staff and service providers to ensure they can use your personal information only to provide services to us and to you and to ensure they will treat your personal data in strict confidence.

Whether information has to be provided by you, and if so why

The provision of your personal information is necessary primarily to enable us to provide you with our services. When we use your personal information for promotional purposes, you are entitled to object in which case we will stop using your information for those purposes.

For how long we keep your personal information

We keep your personal information for no longer than necessary for the purposes for which it was collected. Generally this will be for seven years after you cease to be a client or, if you are a child, until you are 25 years of age unless we need the information for longer to respond to any questions, complaints or claims made by you or on your behalf.
When it is no longer necessary to retain your personal information, we will securely delete it.

Representatives

Personal information we collect about you

The personal information we collect about you may include

Your name, job title and contact details (telephone number, email address, postal address)
Your participation in courses offered by us
Financial information where you participate in courses offered by us.

We collect this information from you or other representatives of our clients.

How and why we use your personal information

We use this information to contact and communicate with you on behalf of our clients, to promote our services to you and to offer courses to you. We do this
For the performance of our contract with you or to take steps at your request before entering into a contract
For our legitimate interests or those of a third party namely you and our client.

Who we share your personal information with

We may share your personal information with the individuals and organisations identified at 2.3 above.

Whether information has to be provided by you, and if so why

The provision of your personal information is necessary primarily to enable us to provide our client with our services. When we use your personal information for promotional purposes, you are entitled to object in which case we will stop using your information for those purposes.

For how long we keep your personal information

We keep your personal information for no longer than necessary for the purposes for which it was collected. Generally this will be for seven years after you cease to represent our client or our relationship with you ends unless we need the information for longer to respond to any questions, complaints or claims made by you or on your behalf.
When it is no longer necessary to retain your personal information, we will securely delete it.

Suppliers

Personal information we collect about you

The personal information we collect about you may include:

Your name, job title, employer organisation and contact details (telephone number, email address, postal address)
Information to enable us to check and verify your identity
Your billing, transaction and payment information
Information to enable us to undertake credit or other financial checks on you
Your supplier history

Much of this information will be provided by you or your employer

How and why we use your personal information

We use this information to:

Communicate with you or your employer organisation
Administer our accounts with you regarding the provision of goods and services to us

We do this

For the performance of our contract with you/your employer or to take steps at your/their request before entering into a contract
For our legitimate interests or those of a third party

Who we share your personal information with

Generally, we will not share your information with anyone except our staff and your employer organisation. However, we will share personal information with law enforcement or other authorities if required by applicable law.

Whether information has to be provided by you, and if so why

Without your personal information we are unable to contract with you for the provision of products or services. The provision of your financial information is necessary to facilitate payments between us.

How long we keep your personal information for

Generally we will keep your personal information for seven years after the end of our contractual relationship with you/your employer unless we need the information for longer to respond to any questions, complaints or claims made by you or on your behalf.

Job applicants

Personal information we collect about you

Your name, date of birth, gender and contact information (including telephone number, email address and postal address)
Your qualifications, employment history and other information contained in your curriculum vitae
References
Other personal information provided by you

We collect most of this information from you but we may also collect it from employment agencies, previous employers, educational establishments, other referees and publicly available sources such as LinkedIn.

How and why we use your personal information

We use your personal information to assess your suitability for a job and to contact you in relation to that job.

We do this

To take steps at your request before entering into a contract
For our legitimate interests or those of a third party

Who we share your personal information with

We may share your information where appropriate with employment agencies, previous employers, educational establishments and referees. We will share information with law enforcement or other authorities if required by applicable law.

Whether information has to be provided by you, and if so why

Without your personal information we are unable to consider your job application.

For how long we keep your personal information:

We will keep your personal information for a maximum of two years from the date when you first contact us in relation to a job. If you are accepted for a job, your personal information will be kept in accordance with our Privacy Notice for Staff.

Where your personal information is held:

Your personal information is held by us at our office in London, on servers hosted by third party suppliers and by our staff members on their own devices.

Transferring your personal data outside the UK

To deliver our services to you, it is sometimes necessary for us to share your personal data outside the UK, for example

With third party suppliers which host our client database and provide Cloud storage services
With our website host
With our staff members if they are based outside the UK
To third parties at your request or the request of your representatives.

To comply with UK data protection law, we will only make these transfers

Where the recipient country is subject to an EU adequacy decision or a UK adequacy regulation
Where the recipient individual or organisation has entered into Standard Contractual Clauses in which they agree to protect your privacy rights
Where the transfers are necessary for the performance of a contract between you and us or the implementation of pre-contractual measures taken at your request or
With your consent.

Your rights

You have the following rights, which you can exercise free of charge:

	
		Access
		The right to be provided with a copy of your personal information (the right of access)
	
		Rectification
		The right to require us to correct any mistakes in your personal information
	
		To be forgotten
		The right to require us to delete your personal information - in certain situations
	
		Restriction of processing
		The right to require us to restrict processing of your personal information - in certain circumstances, for example if you contest the accuracy of the data
	
		Data portability
		The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party - in certain situations
	
		To object
		The right to object:

at any time to your personal information being processed for direct marketing (including profiling);

in certain other situations to our continued processing of your personal information, for example processing carried out for the purpose of our legitimate interests
	
		Not to be subject to automated individual decision making
		The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the UK GDPR.

If you would like to exercise any of those rights, please:

Email us at: admin@thespeechgroup.co.uk or call us on: 0843 289 2860

let us have enough information to identify you
let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
let us know what right you want to exercise and the information to which your request relates

Keeping your personal information secure

We have appropriate security measures to prevent personal information from being accidentally lost, or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

How to complain

We hope that we can resolve any query or concern you may raise about our use of your information.

The UK GDPR gives you the right to lodge a complaint with the Information Commissioner who may be contacted at https://ico.org.uk/concerns or by telephone on 0303 123 1113. If you live or work in the EU or EEA, you can also complain to your local supervisory authority.

Changes to this privacy notice

We may change this privacy notice from time to time so please check it periodically.

How to contact us

Please contact us by post, email or telephone if you have any questions about this privacy notice or the information we hold about you.

Our contact details are shown below.

Email: admin@thespeechgroup.co.uk

Telephone: 0843 289 2860

Post: 58 Burnfoot Ave, Fulham, London SW6 5EA.