Hemispheres takes the privacy and security of your personal information very seriously. In this notice, “we”, “us” or “our” means the Hemispheres team that processes your personal information and interacts with you. We are committed to protecting and respecting you and your child’s privacy.
Under the General Data protection Regulation (Regulation (EU) 2116/679) (the GDPR), we are required to give you certain information about the way your personal information is used.
This notice sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed by us.
Information we may collect from you
We may collect and use the following personal information about you:
Information you give us. You may give us information about you and your child by corresponding with us by phone, email, in writing or otherwise. This includes but is not limited to information you provide when you initially enquire regarding therapy services, register and book an occupational therapy assessment for your child, consent to treatment for your child or sign-up for our newsletters.
The information you give us may include your name, address, email address and other contact information, as well as your child’s name, address and medical information. You will give us personal information:
when you initially enquire about our products and services
when you talk to us on the phone or by other means
when you use our websites, mobile device apps or other services
in emails and letters
in medical questionnaires
Information we collect about you.
When you visit our sites or use our services, we may automatically collect the following information. This includes the amount, frequency, type, location, origin and recipients, technical information, including information obtained cookies, the Internet Protocol (IP) address used to connect your computer to the internet, your login information, your geographic location, browser type and version, browser plug-in types and versions, operating system and platform.
For analytics purposes we may also obtain the following information. Please note that this will not contain information that could be used to personally identify an individual:
information about your visit, including the source of your visit, the full click path, mouse movement, through our sites (including date and time); services you viewed, searches made on our sites, page response times, download errors, length of visits to certain pages, page interaction information (such as page scrolling, mouse clicks, mouse movements and keyed text), and methods used to browse away from the page. This information may be collected using a website recording service.
Information we collect at receipt and opening of emails. From time to time when you open an email sent by us we may automatically collect the following information:
technical information, including; your geographic location, browser type and version, device type and operating system and platform
information about how you have accessed/used the e-mail, including the full click path from within and on to our sites (including date and time), whether the email was; unsubscribed from, opened, deleted, forwarded or printed, how long the email was open.
Information we receive from other sources.
We may receive personal information about your child from third party service providers such as Speech and Language Therapists, Educational Psychologists, Chiropractors, Behavioural Optometrist, Medical Practitioners, Other Agencies, physiotherapist, School Teachers, SENCO’S and other Occupational Therapists. This information could be used as part of the service we provide to you and your child.
Using your information
You and your child’s personal information will be used for the purposes of providing occupational therapy services and the administration and management of your child’s care. Under data protection law, we can only use your personal information if we have a proper reason for doing so. A proper reason could be when we have:
your consent to share information with other professionals
it is necessary to ensure continuity of care
It is necessary to complete effective intervention for your child
There is a legal and social obligation under the Children and Families ACT 2014
As part of an Education, Health and Care Plan Application (EHCP)
Who we share your personal information with
We may share the personal information we hold about you and your child across the Hemispheres Group, including Hemispheres Think Write Limited to enable us to better understand your child’s needs and plan a high-level therapy service in the way that you expect.
For the purposes set out above, we may share your information with selected third parties including:
Other professional involved in your child’s care
Educational professionals involved in your child’s education
National Crime Agency (NCA)
Where do we use and store your personal information?
We will use and store you and your child’s personal information both inside and outside the European Economic Area (‘EEA’) depending on your geographical location.
If we do transfer information to professionals outside of the EEA, we will make sure that it is protected in the same way as if it was being used in the EEA by using one of the following safeguards:
Password and encrypt all data according
If you choose not to give personal information
We may need to collect personal and medical information to ensure that we are able to gain a full understanding of your child’s needs.
If you choose not to give us up to date medical information, it may delay or prevent us from meeting our therapeutic obligations. It may also mean that we cannot gain a full impression of your child’s needs and this will likely impact on the progress your child makes.
We may use your personal information to tell you about relevant products and offers. This is what we mean when we talk about ‘marketing’.
• We will only contact you for marketing purposes if you have provided your explicit consent for us to do so.
• The personal information we hold for you is made up of what you tell us, and data we collect when you use our services.
• We study this to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
You have the right to ask us not to process your personal information for marketing purposes. You can exercise your right to prevent such processing by contacting us by phone, post or email. You can also unsubscribe from marketing communications by following the unsubscribe instructions included in every email.
Whatever you choose, you’ll still receive reports, and other important information relating to your child.
If you change your mind you can update your choices at any time by contacting us.
How long we keep your personal information
We will keep your child’s personal information for as long as you are a client of Hemispheres Movement for Learning.
After you stop being a client, we are obliged to keep your child’s data until there 25th birthday or 26th if an entry was made when the young person was 17; or 3 years after death of the child if sooner. This is in accordance with the recommendations of the British Medical Council.
Safeguarding your personal information
Keeping you and your child’s personal information safe is very important to us so we will take all steps necessary to ensure that all personal information is treated securely and in accordance with this Privacy Notice and applicable data protection legislation.
To help protect your personal information and minimise the risk of it being intercepted by unauthorised third parties we password protect and encrypt report and other documents when they are emailed outside of our company systems.
Once we have received your personal information, we will use strict procedures and security features to prevent unauthorised access.
Links to external websites
Our sites may, from time to time, contain links to and from our partner website Hemispheres Think Write Limited, professionals and Clinics that we are affiliated with. We will only ever support links to reputable companies who maintain the highest standards of data security in line with the GDPR.
If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies or how such websites collect and use your personal information. Please check these policies before you submit any personal information to these websites.
Social media widgets and applications
Our sites may include functionality to enable sharing via third party social media applications, such as the Facebook Share button and Twitter widget. These social media applications may collect and use information regarding your use of our sites.
Any personal information that you provide via such social media applications may be collected and used by that social media application and such interactions are governed by the privacy policies of the companies that provide the application. We do not have control over, or responsibility for, those companies or their use of your information.
Calls to 01276 472 858
When you call the Hemispheres main client telephone number, 01276 472 858, we will collect relevant information you impart with regards to your child or initial enquiry.
Data obtained during any enquiry telephone call will be stored for 25 days. If subsequent Therapy Services are booked than the notes will form part of the clinical records, otherwise all notes are destroyed after 25 days.
Cookies, analytics and web beacons
When we send you an email, we may track whether you have opened that email and whether you have clicked any links it may contain. This helps us measure the performance of our email campaigns.
Individual rights under the GDPR
The GDPR provides the following rights for individuals:
1. The right to be informed
2. The right of access
3. The right to rectification
4. The right to erasure
5. The right to restrict processing
6. The right to data portability
7. The right to object
8. Rights in relation to automated decision making and profiling.
Access to your information
You have the right to request a copy of the personal information we hold about you, subject to certain exemptions. If you would like a copy of some, or all, of this information you may contact us using the details below We will NOT charge a fee for providing you with this information.
Letting us know if your personal information is incorrect
If any of the information we hold about you is inaccurate or incomplete, you can ask us to make any necessary amendments to your data. Please contact us if you want to do this using the details below. If you do, we will take reasonable steps to check its accuracy and correct it.
What if you want us to stop using your personal information?
You have the right in certain circumstances to object to our use of your personal information, or to ask us to delete your personal information or ask us to suspend our use of your personal information.
There may be legal or other official reasons why we need to keep or use your personal information. But please tell us if you think that we should not be using it and we will consider this.
If you want to object to how we use your data, or ask us to delete it or restrict how we use it or, please contact us using the details below.
How to withdraw your consent
You can withdraw any consent you have given us at any time. Please contact us if you want to do so.
If you withdraw your consent, we may not be able to provide certain products or services to your child. If this is so, we will tell you.
What if I have a complaint?
You have the right to complaint to the Information Commissioner’s Office where you think we have not used your personal information in accordance with data protection law. Details of how to do this can be found on www.ico.org.uk.
Changes to our privacy notice
We reserve the right to revise or supplement this Privacy Notice from time to time. We will place updates on our sites, inform you of the updates and where appropriate we will give you reasonable notice of any changes.
If you have any queries regarding privacy issues, you can email us at firstname.lastname@example.org, or write to us at: