Privacy Policy

At New Buds Support, I am committed to protecting your privacy and handling your personal information with care and confidentiality. This policy explains how I collect, use, and protect your data.

1. Information I Collect

To provide safe and effective occupational therapy, I collect the following information:

• • Personal Details: Your name, address, date of birth, and contact information

  • Clinical & Health Information: Medical history, diagnoses, medication, functional needs, and therapy goals

  • Support Network: Contact details for your next of kin, emergency contacts, and other professionals involved in your care

  • Clinical Records: Assessments, reports, treatment plans, and clinical notes from our sessions

  • Financial information: Bank details for invoicing and payment 

2. How I Use Your Information / Lawful Bases for Processing

I use your data for the following main reasons:

• To provide the occupational therapy services agreed upon in our Service Agreement (Contract). Because I provide clinical services, I process sensitive health information under the specific legal condition for the "provision of health or social care" (Article 9 of the UK GDPR).

• To ensure safety: Meeting safeguarding duties and protecting your "vital interests" in an emergency.

• To comply with legal and professional obligations: Keeping records required by statutory regulators (HCPC), professional bodies (RCOT), HMRC, insurance provider, and health and safety legislation (such as clinical risk assessments and accident/incident reports)

3. Sharing Your Information

I am bound by a strict professional duty of confidentiality and will only share information when necessary and on a "need-to-know" basis. This may include sharing with:

• • Your GP / other health and social care professionals involved in your care.

  • Your next of kin and emergency contacts.

  • Emergency services if you are at urgent risk

  • Organisations I am legally required to report to for safeguarding reasons

  • Case Managers, rehabilitation companies, or legal professionals involved in your support – only when applicable and with your consent

4. Keeping Your Data Safe

• • Digital Records: Stored on a password-protected, encrypted device

  • Paper Records: Kept in a locked filing cabinet when not in use

  • Retention: I will keep your clinical records for the statutory period (typically 8 years after the conclusion of treatment for physical health services, or 20 years for mental health services) to satisfy healthcare records management, HCPC standards, insurance, and tax requirements, then securely shred/delete them. (Please note: while you generally have the right to ask me to delete your data, that right may be legally overridden for formal clinical records due to my regulatory obligation to retain them for the statutory period.) 

5. Your Data Protection Rights

Under UK data protection law, you have the right to ask for copies of your information, request corrections, or ask me to restrict your data in certain circumstances. I will respond to any request within one month. 

6. Contact and Complaints

If you have any questions or wish to make a request or complaint, please contact me directly first. If you remain unhappy, you also have the right to complain to the Information Commissioner’s Office (ico.org.uk). 

The full, detailed Privacy Notice generated via the ICO is available upon request. ICO Registration No. ZC110695.