privacy policy

our contact details

Name: The Southsea OT Limited

Address: 71 – 75 Shelton Street, Covent Garden, WC2H 9JQ

1. introduction

"The Southsea OT" is committed to protecting the privacy and security of personal information obtained during the course of our business operations. This privacy policy explains how we collect, use, disclose, and safeguard personal information in accordance with relevant data The Southsea OT website is owned by The Southsea OT Limited, which is a data controller of your personal data. We take care of your personal data and undertake to guarantee its confidentiality and security. Please read this Privacy Policy before using The Southsea OT website.

2. personal information we collect:

2.1. When you visit the The Southsea OT website, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the installed cookies on your device. Additionally, as you browse the Site, we collect information about the individual web pages or products you view, what websites or search terms referred you to the Site, and how you interact with the Site. We refer to this automatically-collected information as “Device Information.”

2.2. In order to provide Occupational Therapy assessment / intervention or education, we may collect:

2.2.1. Personal Information: We may collect personal information, such as names, addresses, contact details, date of birth, medical history, and other relevant information such as details of other professionals involved, details of the relevant Local Education Authorities.

2.2.2. Sensitive Information: In certain circumstances, we may collect sensitive information, such as health information, for the purpose of providing specialised services. We will obtain explicit consent before collecting such data.

3. how we collect information:

3.1. Directly from service users: We may collect personal information directly from individuals through forms, interviews, emails, or phone calls.

3.2. Automatically: We may collect certain information automatically when individuals visit our website, such as IP addresses, browser type, and browsing behaviour, using cookies and similar technologies (see our Cookie Policy for more details).

4. why do we process your data?

4.1. Our top priority is customer data security, and, as such, we may process only minimal user data, only as much as it is absolutely necessary to maintain the website. Information collected automatically is used only to identify potential cases of abuse and establish statistical information regarding website usage. This statistical information is not otherwise aggregated in such a way that it would identify any particular user of the system.

4.2. You can visit the website without telling us who you are or revealing any information, by which someone could identify you as a specific, identifiable individual. If, however, you wish to use some of the website’s features, or provide other details by filling a form, you may provide personal data to us, such as your email, first name, last name, city of residence, organisation, telephone number. You can choose not to provide us with your personal data, but then you may not be able to take advantage of some of the website’s features. For example, you won’t be able to contact us directly from the website. Users who are uncertain about what information is mandatory are welcome to contact us using the contact details above.

4.3. We collect and process personal information for the following purposes:

Providing occupational therapy services and support.
Administering appointments and communicating with individuals.
Complying with legal and regulatory obligations.
Improving our services and website functionality.
Sending promotional and marketing materials (with explicit consent).
Handling inquiries and complaints.

5. data sharing

5.1. We will not sell, lease, or disclose personal information to third parties without obtaining explicit consent unless required by law or in the context of providing services.

5.2. We may share information with trusted service providers who assist us in delivering our services, such as IT providers or payment processors. These third parties are bound by confidentiality obligations.

5.3. We may share this information with school, LEA, other health professionals involved in the child/young person’s care (only where parental consent has been obtained).

5.4. Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

Your consent. You are able to remove your consent at any time. You can do this by contacting us using the contact details above.
We have a contractual obligation.
We have a legal obligation.
We have a vital interest.
We need it to perform a public task.
We have a legitimate interest.

5.5. Legal disclosure: We will disclose any information we collect, use or receive if required or permitted by law, such as to comply with a subpoena or similar legal process, and when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

6. how do we store your personal information?

We secure information you provide on computer servers in a controlled, secure environment, protected from unauthorised access, use, or disclosure. We keep reasonable administrative, technical, and physical safeguards to protect against unauthorised access, use, modification, and personal data disclosure in its control and custody. However, no data transmission over the Internet or wireless network can be guaranteed.

7. how long will we keep your data?

7.1. If The Southsea OT provides a clinical service, data will be stored after the client is discharged for a seven-year period. For children, the 7-year period starts after their 18th birthday, so data will be stored until the client is 25 years old.

7.2. If a person enquires about our service but does not receive a service from the Southsea OT, data will be stored for 3 months and then deleted.

8. your rights

8.1. Under data protection law you have:

Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us using the contact details above if you wish to make a request.

8.2. How to complain:

If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details above.

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

9. changes to the privacy policy

"The Southsea OT" may update this privacy policy from time to time to reflect changes in data practices or legal requirements. We will notify individuals of any significant changes.

10. contact information

If you have any questions or concerns regarding this privacy policy or our data practices, please contact us at the contact details above.

Last Updated: November 2023