Privacy Notice (How we use client information)
The categories of client information that we process include:
- personal identifiers and contacts (including name, contact details, address, and ethnicity)
- safeguarding (including court orders and professional involvement)
- special educational needs (including areas of difficulty, and methods of communication)
- medical (including medical diagnosis, named GP, client health, allergies, other medical professionals involved such as physio/OT/SALT/CAMHS)
- multi professional team (including reports)
- attendance (including number of Music Therapy sessions attended)
- behavioural information (including exclusions and any relevant alternative provision put in place, behaviour support programme, risk assessment)
- correspondence (including letters, emails, texts, summaries of phone calls
- audio visual recordings of sessions
Why we collect and use client information
We collect and use client information, for the following purposes:
- to support client’s emotional wellbeing, learning and development
- to review, monitor and report on music therapy sessions
- to enable us to liaise with other related professionals if necessary
- to keep children safe
- to meet the statutory duties placed upon us by Health and Care professions Council (HCPC)
- to deliver training*
- to apply for funding*
- to create publicity material*
* Additional consent required from client and/or person with legal responsibility
How we collect client information
Initially, we collect client information from our referral form, filled in by school / care setting/ clients or parents /carers. Subsequent information is collected by correspondence, questionnaires, reports, client observations, and multi-professional liaison. Client data is essential for MTB’s operational use.
How we store client data
- We hold client data securely for seven years after the client has finished music therapy, or until the client’s twenty fifth birthday, whichever is the later. After this, the data will be safely destroyed.
- In the event of the therapist dying during the course of therapy, client data will be transferred to another member of Music Therapy Bedfordshire and stored in compliance with the data protection act 1998
- Secure storage means that
- All paperwork is stored in a locked filing cabinet in a secure location
- All electronic communications are stored on a password protected computer or device
- All documents containing personal information is stored on a password protected computer or device
- All clients are identified by initials only in clinical notes and correspondence
Who we share client information with
We routinely share client information with:
- schools / care settings
- relevant professionals
Requesting access to your personal data
Under data protection legislation, parents and clients have the right to request access to information about them that we hold. To make a request for your personal information, contact Music Therapy Bedfordshire
You also have the right to:
- object to processing of personal data that is likely to cause, or is causing, damage or distress
- in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
- a right to seek redress, either through the ICO, or through the courts
If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with the relevant Music Therapist in the first instance, or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/
Contact
If you would like to discuss anything in this privacy notice, please contact: anna.jacobs@musictherapybedfordshire.co.uk