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Play and Creative Arts Therapy 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 you as an individual. 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). In connection with play and creative arts therapy, we collect and process personal data relating to you and your child.

What information do we collect?

We only ask for the information that we need to provide safe and appropriate services for you and your child and to monitor the quality of our services. We collect a range of information which includes:
  • - your name, address and contact details, including email addresses and telephone numbers
  • - your child's name, gender, date of birth, ethnicity and medical details to ensure that we tailor our services to respect the child's preferences, cultural identity, health and abilities
  • - other details about you or your child that you or others 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?

We use your data to:
  • - arrange sessions and meetings
  • - share information
  • - process payments
  • - provide information in an emergency
  • - monitor the quality of our services
  • - monitor the accessibility of our services

Who has access to your data?

Data will normally be kept confidential and will not be shared without your express permission. However, there are times when we might be required to share your information without your permission. For example:
  • - 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.
Anonymised data will be shared with the charity trustees to monitor accessibility to services. With your consent, anonymised data will also be shared with the play and creative arts therapist's supervisor to monitor quality of practice and with Play Therapy UK (professional body) for research purposes.

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. 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?

Therapy records will be kept until the child is aged 21. 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

You can contact us to:
  • - 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

If you would like any further information about how your information is collected or used, or wish to make a complaint you can contact Time to Play by phone, email or in writing:
  • Telephone: 07767 542653
  • Email: timetoplay.office@mail.com
  • Address: 23 St Andrews Road, Malvern, Worcestershire, WR14 3PR
The data controller for Time to Play is Emma Hoyle.

Further information

The Information Commissioner's Office (ICO) gives independent advice and guidance about data protection, freedom of information and handles complaints. Information is available on their website or via the ICO helpline on 0303 123 1113 or 01625 545745 (9am to 5pm, Monday to Friday).
  • Time to Play ICO Data Protection Register number ZB751747.
  • Play Therapy UK ICO Data Protection Register number: ZA107748.