Privacy Policy

Last updated: August 2026 · Next review: August 2027

When you use Cheshire Speech Therapy you trust us with your information. This privacy policy explains what data we collect, why we collect it, and what we do with it. We have tried to make it as simple as possible, but if you have any questions please contact us.

Who we are

Cheshire Speech Therapy is an independent speech and language therapy practice run by Claire Hawkins, providing services across South Cheshire, North Shropshire and the Wrexham area. Claire is registered with the Health and Care Professions Council (registration SL13855) and acts as data controller for the practice, supervising compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Cheshire Speech Therapy is registered with the Information Commissioner's Office (ICO reference: 00011664966).

This website

This website does not use cookies, analytics, or tracking, and does not collect any information about visitors automatically. All resources, including fonts and images, are served directly from our own site with no third-party requests.

Information we collect

Cheshire Speech Therapy holds personal data as part of conducting a professional healthcare service, under the following headings:

Healthcare records

All information collected, processed and held, in both paper and electronic formats, relating to a client and their care. Speech and language difficulties can be complex, and a range of information may be collected to best meet the needs of the client. Examples include:

  • Contact details: name, address, phone numbers, email address
  • Personal details: date of birth
  • Other contacts: name and contact details of the GP and any other relevant healthcare professionals involved
  • For children: parent/guardian details, description of family, educational placements
  • Pre- and post-natal history, developmental milestones, feeding history, audiology history
  • Medical details such as relevant illnesses, medications and family history, and reports from other professionals (e.g. Audiology, Psychology, CAMHS, Occupational Therapy, Physiotherapy, Ophthalmology)

Educational records

Relevant Individual Education Plans (IEPs), Education, Health and Care Plans (EHCPs), progress notes from educational staff and school reports may be held.

Clinical records

Specific data relating to communication skills, such as assessment forms, reports, case notes, emails, text messages and transcripts of phone calls. Audio and video recordings may also be collected and stored, with consent.

General administrative records

Attendance reports and accident report forms.

Financial records

Invoices, receipts, card payment records and bank details, including the name of the bill payer, client name, address and a record of invoices and payments made.

Where we get our information

Personal data is provided by the client or, in the case of a child under 16, their parent(s) or guardian(s), usually through a case history form before or at first contact. Information may also be provided by relevant third parties such as schools, medical professionals and allied health professionals, with prior consent from the parent(s)/guardian(s).

How we use the information we collect

We use the information we collect to provide assessment and therapy in line with relevant professional guidelines, and to maintain the general running of the practice — for example booking appointments, keeping accounts, and letting you know about changes to policies or fees. Information may also be used for research purposes, but only with the written consent of the client or parent/guardian.

How long we keep your data

  • Clinical records: retained until the child turns 18, or for 7 further years where therapy continues at that age, after which they are confidentially destroyed. The preferred format for clinical data is electronic.
  • Audio/video recordings: recorded only with consent, analysed and then destroyed. If written consent is given to use recordings for training purposes, consent can be withdrawn at any time.
  • Financial records: kept for 6 years in line with HMRC record-keeping requirements.
  • Contact details: kept for 6 years to allow processing of financial data if required. These may be retained longer for safety, legal, or child protection reasons.
  • Exceptions: if an investigation is under way or litigation is likely, files must be held in their original form until the matter concludes; otherwise files are held for the minimum periods above.

Following the retention deadline, all data is destroyed by confidential means.

Information we share

We do not share personal information with companies, organisations or individuals outside Cheshire Speech Therapy unless one of the following applies:

  • With your consent: we only share personal identifying information with third parties — such as hospitals, GPs, other allied health professionals or schools — when we have your express written permission by letter or email. We require opt-in consent for sharing any sensitive information.
  • For legal and safeguarding reasons: we will share personal information where disclosure is reasonably necessary to meet any applicable law, regulation, legal process or enforceable governmental request; to meet our safeguarding obligations towards children under UK law and statutory guidance; or to protect against harm to the rights, property or safety of Cheshire Speech Therapy, our clients, or the public as required or permitted by law.
  • For financial processing: financial data is shared with our accountants, Beever and Struthers Ltd, in order to comply with tax law.

How and when we obtain consent

Before an initial assessment or consultation, a copy of the data protection policy is provided by email along with a client contract. A consent form must be signed before the service commences, and copies of the signed consent form and contract are given to both parties. You can withdraw your consent for data to be processed at any time by contacting Cheshire Speech Therapy.

How we protect your data

  • We collect only the data needed to provide the service — data is adequate, relevant and limited to the purposes described above ("privacy by design").
  • Data is only shared or transmitted as set out in this policy.
  • Electronic records are held in password-protected systems located in the United Kingdom.
  • Physical files are kept in locked, secure storage that only Claire Hawkins can access.
  • Data is securely and confidentially destroyed once the retention period has elapsed, for example by confidential shredding.
  • Storage arrangements are reviewed annually, and good data hygiene practices (device auto-locking, non-identifiable note taking, breach procedures) are refreshed regularly.

Your rights

Under UK GDPR you have the right to access, correct, or request deletion of your personal information, and to object to or restrict its processing. Requests should be made in writing. For children, requests are made by a parent or guardian; older children with sufficient understanding may make a request themselves.

To exercise any of these rights, contact claire@cheshirespeechtherapy.co.uk. Further guidance on your rights is available from the Information Commissioner's Office.

Contact and complaints

If you have any questions about this policy or how your information is handled, please contact Claire at claire@cheshirespeechtherapy.co.uk or on 07349 729058.

You also have the right to raise a concern with the Information Commissioner's Office (ICO).