How we store personal information

We use a secure electronic cloud-based clinical caseload system called MyTherapyTracker, which is compliant with the GDPR. Clinical case notes and related documents are stored and processed in this system. Prior to being uploaded to this system documents may be temporarily stored in Dropbox, which is only accessible via a password held by the speech and language therapist involved in the care of your child.

MyTherapyTracker electronic clinical casenotes have been used since 24th October 2018. Prior to this date clinical casenotes were in paper format, and will remain in paper format, with new casenotes created after this date in MyTherapyTracker. This means that some clients’ clinical files will be part paper format, and part electronic. All paper format clinical files are stored securely in a locked filing cabinet.

Any paper based confidential information, such as assessment record forms, are stored securely in accordance with the Information Commissioner's Office (ICO) data protection regulations before being scanned and uploaded to your child's record on MyTherapyTracker. Once a paper document has been uploaded and is stored securely electronically, the original paper copy is destroyed.

Video and voice recordings may be taken of clients with parental consent, these are temporarily stored on a password protected tablet and Dropbox. These may then be viewed by the Speech and Language Therapist in order to make notes in a client record within 24 hours of the child's appointment. The video/voice recording is then permanently deleted.

The minimum amount of confidential information for assessment/therapy sessions and meetings will be taken out of the Speech and Language Therapist's office base when needed. When your child's information is taken out of the office base it will be kept with the Speech and Language Therapist.