07767 542653
timetoplay.office@mail.comTimeTo Play Partner Organisations Privacy Notice
Where in this statement we refer to 'we' or 'our' or 'us' we are referring to Time to Play and where we refer to 'you' or 'your' we are referring to your organisation or a member of your organisation. We are committed to protecting your personal information and to being transparent about what information we hold in line with current data protection legislation including General Data Protection Regulations (GDPR). When working with partner organisations, we collect and process personal data relating to children, parents and your organisation.
What information do we collect?
- - Parents: name, address and contact details, including email addresses and telephone numbers.
- - Child and parent clients: name, gender, date of birth, ethnicity and medical details to ensure that our services are safe and tailored to respect client preferences, cultural identity, health and abilities.
- - Other details that your organisation or parents provide to us.
How do we collect your information?
We collect this information in a variety of ways e.g. referral forms, consent forms, questionnaires, parent meetings, school meetings, child observations, reports.
Why are we processing your personal data?
- - arrange sessions and meetings
- - share information
- - process payments
- - provide information in an emergency
- - assess client needs
- - plan interventions
- - monitor the quality of our services
- - monitor the accessibility of our services
Who has access to your data?
- - To comply with the law - for example, if a court orders us to share information. This is called a 'legal obligation'
- - To protect someone's life - for example, if a client becomes ill whilst in our care we may need to share information with a paramedic. This is called 'vital interests'
- - If we're concerned about your or someone else's safety for example if something you have told us makes us think you or someone you know might be at risk of harm
- - To carry out our legitimate aims and goals as a charity - for example to create statistics which may be used to apply for charitable funding. In this case your data would be anonymised.
How we store your data and keep it secure
Information is stored electronically within our secure email system and Microsoft office. All systems are password protected. Child case details are also kept within a secure database operated by PTUK. Details are entered, processed and accessed only by your play and creative arts therapist. These are not processed by PTUK or released to other parties. Paper records are kept securely in locked filing cabinets. Once files reach their destruction date, they will be securely destroyed. Reports or updates containing personal data will be password protected before being shared electronically.
How long will we keep your data?
Child therapy records will be kept until the child is aged 21. These will then be securely destroyed.
Parent client records will be kept for 6 years. These will then be securely destroyed.
Financial records will be kept for 10 years in case of HMRC audit. These will then be securely destroyed.
Your rights
- - Find out what personal information we hold about you or your child
- - Correct this information if it's incorrect, out of date or incomplete
- - Request we delete this information
- - Ask us to limit what we do with this data
- - Ask us to give you a copy of the data we hold
- - Ask us to stop using this information
How to contact us
- Telephone: 07767 542653
- Email: timetoplay.office@mail.com
- Address: 23 St Andrews Road, Malvern, Worcestershire, WR14 3PR
Further information
- Time to Play ICO Data Protection Register number ZB751747.
- Play Therapy UK ICO Data Protection Register number: ZA107748.