Who We Are

Treetops Speech and Language Therapy is a business run by Charlotte Hartwell, trading as a sole trader. The service provides independent speech and language therapy to children, primarily within school settings.

​

Charlotte Hartwell is a qualified Speech and Language Therapist and is registered with:

• The Health and Care Professions Council (HCPC)

• The Royal College of Speech and Language Therapists (RCSLT)

• The Association of Speech and Language Therapists in Independent Practice (ASLTIP)

 

Treetops Speech and Language Therapy operates a website at:
www.treetops-slt.co.uk

 

Treetops Speech and Language Therapy is committed to protecting the privacy and confidentiality of all personal information provided by clients and their families.

​

Charlotte Hartwell is registered with the Information Commissioner’s Office (ICO) as a Data Controller.
ICO registration number: ZA829832

​

What Personal Information We Collect

We collect personal information relating to your child and, where relevant, their family members. This may include:

• Your child’s name, date of birth and contact details

• Parent/carer names and contact details

• Medical, developmental and educational information relevant to speech and language therapy

• Assessment findings, therapy plans and progress notes

• Information provided by schools and other professionals involved in your child’s care

 

Information is collected directly from parents/carers and schools, and, where appropriate, from other professionals working with your child (such as teachers or NHS Speech and Language Therapists).

​

How We Use Personal Information

Personal information is used only for purposes related to providing speech and language therapy services, including:

• Assessing, planning and delivering therapy appropriate to your child’s needs

• Communicating with parents/carers via email, telephone and SMS regarding appointments, therapy and reports

• Sending reports, therapy programmes and resources

• Liaising with other professionals involved in your child’s care, where appropriate and in your child’s best interests

• Service evaluation and clinical audit (all audit data is anonymised)

• Practice administration, including secure accounting and record-keeping

​

Where personal identifiers are not required, these are removed wherever possible.

​

Sharing Information

Information about your child may be shared with other professionals involved in their care when this is necessary and in your child’s best interests, in line with professional standards and safeguarding responsibilities.

​

Where consent is required, this will be obtained and recorded within your child’s case notes.

​

Personal information will not be disclosed to third parties for marketing purposes and will never be sold.

​

Information may be shared without consent where required or permitted by law, for example in safeguarding situations.

​

Lawful Basis for Processing

Under UK General Data Protection Regulation (UK GDPR), we rely on the following lawful bases:

​

Personal Data (Article 6)

• Legal obligation – to comply with professional and regulatory requirements

• Contract – to deliver agreed therapy services

 

Special Category Data – Health Information (Article 9)

• Article 9(2)(h) – processing is necessary for the provision of health care and treatment

 

Processing and sharing information is also guided by the HCPC Standards of Conduct, Performance and Ethics, including the requirement to keep accurate records and share relevant information appropriately.

 

How We Store and Protect Information

All personal information is stored securely to ensure a complete and accurate record of services provided.

• Electronic records are stored using a secure, GDPR-compliant cloud-based system (WriteUpp)

• Temporary storage systems are protected by strong passwords

• Paper records are scanned and stored digitally on our cloud-based system and the original record is shredded/

• When information is transported outside the office, it is kept securely and under direct supervision

 

Appropriate technical and organisational measures are in place to protect data from loss, unauthorised access or misuse.

 

Data Retention

In line with professional and legal guidance, records relating to children are retained securely until the child reaches 25 years of age. After this time, all records are confidentially destroyed.

​

Use of Data Processors

​We use secure third-party systems (such as cloud-based record-keeping and accounting software) to support service delivery. All providers are required to meet UK GDPR requirements and act only on our instructions.

​

Your Rights

Under data protection law, you have the right to:

• Access the personal information we hold about your child

• Request correction of inaccurate or incomplete information

• Request restriction of processing in certain circumstances

• Object to processing in specific situations

• Request erasure of data, where applicable

• Lodge a complaint with the Information Commissioner’s Office

 

Some rights may be limited where information must be retained for legal or clinical reasons.

 

Accessing Your Child’s Records

You may request access to your child’s records by submitting a written request with an original signature for identity verification.

​

Requests should be sent to:

Subject Access Requests
Treetops Speech and Language Therapy
Oakwood
Cottles Lane
Woodbury
Devon
EX5 1EE

 

There is no charge for this service. Requests will be responded to within 30 days of receiving all necessary information.

 

Contact Information

If you have any questions about how personal information is used, please contact:

Email: info@treetops-slt.co.uk

​

You also have the right to complain to the Information Commissioner’s Office (ICO):
Website: www.ico.org.uk
Telephone: 0303 123 1113