The C Practice

The C Practice - Privacy Notice

Introduction

The C Practice is committed to protecting and respecting your privacy.

This Privacy Notice explains how personal information is collected, used, stored, and shared when you engage with services provided by The C Practice.

This notice applies to children, young people, parents, carers, educational settings, professionals, and organisations who engage with The C Practice.

Who We Are

The C Practice provides occupational therapy services for children, young people, families, educational settings, and organisations.

Services are delivered under The C Practice brand. The legal entity responsible for service delivery, invoicing, and contracting will be identified at the point of booking and/or invoicing.

If you have any questions regarding this Privacy Notice, please contact:

Email: info@thecpractice.com

What Information We Collect

The information we collect may include:

Personal Information

Names
Addresses
Telephone numbers
Email addresses
Dates of birth
Emergency contact details

Health and Development Information

Medical history
Developmental history
Assessment information
Occupational therapy records
Reports from other professionals
Educational information
Support needs
Relevant family information where appropriate

Service Information

Appointment records
Consultation notes
Assessment records
Reports and recommendations
Communication records
Professional liaison records

Website and Booking Information

Website enquiries
Booking information
Payment records
Client portal activity where applicable

Why We Collect Information

Information is collected to:

Provide occupational therapy services
Conduct assessments
Deliver ongoing occupational therapy
Communicate with families and professionals
Prepare reports and recommendations
Manage appointments and bookings
Meet legal, professional, and regulatory obligations
Ensure safe and effective service delivery
Maintain accurate clinical records

Lawful Basis for Processing

The C Practice processes personal information in order to:

Provide occupational therapy services
Conduct assessments and reviews
Communicate with families and relevant professionals
Meet professional and regulatory obligations
Fulfil contractual arrangements
Comply with legal requirements
Safeguard children, young people, and vulnerable individuals

Processing may be based on consent, contractual necessity, legal obligations, legitimate interests, and the provision of health and care services, as appropriate.

How Information Is Collected

Information may be collected:

Directly from parents, carers, children, or young people
Through questionnaires and consent forms
During consultations, assessments, and occupational therapy sessions
From educational settings (with consent)
From healthcare professionals (with consent)
From reports provided by families or professionals
Through website enquiries and booking systems

How Information Is Shared

Information will only be shared where appropriate and necessary.

This may include:

Parents and carers
Educational settings
Healthcare professionals
Other professionals involved in supporting the child or young person
Regulatory, legal, or safeguarding agencies where required

Information will normally only be shared with consent unless:

There is a safeguarding concern
There is a legal obligation to share information
Disclosure is necessary to protect a child, young person, or another individual from significant harm

Only information that is relevant and necessary will be shared.

How Information Is Stored

The C Practice takes reasonable steps to ensure that personal information is stored securely.

Information may be stored electronically using secure systems, including Google Workspace, and/or in paper format where appropriate.

Access is restricted to those who require access for the purposes of service delivery, professional record keeping, and business administration.

Appropriate measures are taken to protect information against unauthorised access, loss, misuse, or disclosure.

How Long Information Is Kept

Records are retained in accordance with the requirements of relevant professional, regulatory, legal, and insurance bodies, including CORU, HCPC, and professional indemnity insurers where applicable.

Information will not be retained for longer than necessary and will be securely destroyed when retention requirements have been met.

Your Rights

Subject to applicable legislation, you may have the right to:

Access information held about you
Request correction of inaccurate information
Request restriction of processing in certain circumstances
Request deletion of information where appropriate
Withdraw consent where consent is the legal basis for processing
Raise concerns regarding how information is handled

Some rights may be limited where information must be retained to meet legal, professional, safeguarding, or insurance obligations.

Data Breaches

In the unlikely event of a data breach involving personal information, The C Practice will take appropriate action in accordance with applicable data protection legislation and regulatory requirements.