Introduction
Prana Occupational Therapy is committed to protecting your privacy and handling your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This Privacy Notice explains how your personal information is collected, used, stored, and protected.
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Who We Are
Prana Occupational Therapy provides occupational therapy assessment and intervention services for children and adults.
Data Controller: Sophie Shinmar
Business: Prana Occupational Therapy
Email: hello@prana-ot.com
Telephone: 07931590842
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Information We Collect
We may collect the following information:
- Parent/carer and client names
- Date of birth
- Address
- Telephone number
- Email address
- GP details
- School or nursery details
- Medical and developmental history
- Sleep information
- Assessment findings
- Therapy records
- Reports and correspondence
- Information provided by other professionals (with consent where appropriate)
- Payment and invoicing information
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Why We Collect Your Information
Your information is collected to:
- Provide occupational therapy assessment and treatment.
- Develop therapy recommendations and reports.
- Communicate with you regarding appointments.
- Maintain accurate clinical records.
- Meet legal and professional obligations.
- Process payments and invoices.
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Legal Basis for Processing
Prana Occupational Therapy processes personal information because it is necessary to provide healthcare services and to meet legal and professional obligations.
Where consent is required for specific purposes, this will always be requested separately.
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Who Your Information May Be Shared With
Information will only be shared when appropriate and necessary.
This may include:
- Your GP
- Health professionals involved in your care
- Schools or nurseries
- Local Authority services
- Other professionals involved in your child's care
Information will normally only be shared with your consent unless there is a legal obligation or safeguarding concern requiring disclosure.
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How Your Information Is Stored
Records are stored securely using password-protected electronic systems.
Access is restricted to authorised persons only.
Appropriate measures are taken to protect information from loss, misuse or unauthorised access.
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How Long We Keep Your Information
Records are retained in accordance with professional guidance:
- Adults: 8 years following the last appointment.
- Children: Until the age of 25 (or 26 if treatment ended when aged 17).
- Deceased clients: 8 years after death.
Records are securely destroyed once the retention period has ended.
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Your Rights
Under UK data protection legislation you have the right to:
- Request access to your personal information.
- Request correction of inaccurate information.
- Request restriction of processing where appropriate.
- Request information about how your data is used.
- Make a complaint if you are unhappy with how your information is handled.
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Confidentiality
All personal information is treated as confidential.
Information will only be disclosed without consent where required by law or where there is concern that a person may be at risk of significant harm.
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Contact
If you have any questions about this Privacy Notice or how your information is used, please contact:
Sophie Shinmar
Prana Occupational Therapy
Email: hello@prana-ot.com
If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO).
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Version: 1.0
Effective Date: 25/06/2026
Review Date: 25/06/2027