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Privacy Policy

Privacy Policy

This privacy policy is a statement that discloses the ways Elien De Schryver gathers, uses, discloses, and manages a client's data. 

  • Collection of personal information

  1. Information about the client will be collected via spoken or written media from the client, parents or carers.

  2. With consent from the client or parental consent, information may also be collected from other professionals working with the client or the client’s child.

  3. Information may also be taken about family members where this relates to a child - e.g. contact details for parents and any relevant medical / developmental history.

  4. You may use Elien De Schryver’s website without providing any personal information, but if you wish to make an enquiry or contact Elien De Schryver via the website, you are requested to provide relevant contact details such as your name, email address and contact phone number to enable Elien De Schryver to respond to your enquiry.

  5. You may add comments or queries which might also contain personal information.

  6. If your enquiry does not result in you or your child being seen by Elien De Schryver, then this personal information will be deleted once your enquiry has been dealt with.

  7. The website contains links to other internet sites that are outside Elien De Schryver’s control and are not covered by this privacy policy. We are not responsible for any data that you provided through any such websites.

  • Use of personal information

  1. Personal information collected via email, telephone, or face to face is stored and used by Elien De Schryver for the purpose of delivering your or your child’s music therapy.

  2. Any sensitive personal details are stored in a secure and confidential system, and processed in confidence by Elien De Schryver.

  3. Personal details shall be used for the purpose of delivering appropriate music therapy service to the client or the client’s child. With consent, information about the client or the child’s needs will be shared with other professionals involved in the client’s care when it is in the client’s best interests.

  4. A record of the client’s consent is kept within the case notes.

  5. Unless Elien De Schryver is required to do so by law, she will not disclose any personal information collected to any person other than as set out above.

  6. Elien De Schryver does not employ agents to process personal data – for example, specialist mailing companies to send out communications.

  7. Elien De Schryver does not give or sell client details to any third parties.

  8. Elien De Schryver uses personal information to prepare, plan, and provide therapy services appropriate to the client’s need or to communicate with the client by post, email, telephone or text message in relation to:

    • Confirming and preparing for appointments

    • General communication in between appointments

    • Sending you reports and programmes, which are password-protected

    • Copying the client into communications with other professionals about the child

    • Sending resources

    • Sending invoices

  • Storing personal information

  1. All information about the client and the therapy is stored securely in a password-protected, encrypted folder on Elien De Schryver’s computer in order to ensure that she has a complete record of her service to them.

  2. Any paper-based, confidential information (such as assessments and case notes) are stored securely in accordance with data protection regulations.

  3. Videos may be taken with the client’s consent. These are temporarily stored on a password-protected, encrypted computer. These may then be viewed by Elien De Schryver in order to make notes in the client’s records within 1 month of the appointment. The video is then deleted.

  4. The minimum amount of confidential information will be taken out of Elien De Schryver’s office base. When taken out of that base, it will be kept with Elien De Schryver or will be locked, whichever is deemed to be more secure at the time.

  5. In accordance with law, all records will be kept securely until the child is 25 years old. After this time, all records relating to a child will be securely destroyed.

  6. Email correspondence and invoices will be deleted from Elien De Schryver’s systems after 5 years.

  • Breach procedure

If any confidential data is lost, damaged or inappropriately accessed, Elien De Schryver follows a breach procedure.

  1. Elien De Schryver seeks advice from the ICO about how to act.

  2.  Elien De Schryver might contact the client if advised to do so.

  • Meeting professional obligations

It is a legal requirement for music therapists to be registered with the Health and Care Professionals Council (HCPC). HCPC has clear standards of conduct, performance and ethics to which all registrants must adhere. These standards affect the way in which music therapists process and share information, specifically:

  • Standard 2: Communicate appropriately and effectively

“You must share relevant information where appropriate with colleagues involved in the care, treatment or other services provided to a service user.”

  • Standard 10: Keep records of your work

“You must keep full, clear and accurate records for everyone you care for, treat, or provide services to. You must complete all records promptly and as soon as possible after providing care, treatment or other services. You must keep records secure by protecting them from loss, damage or inappropriate access.”

For further information, see the HCPC website.

 

  • UK data protection law and EU general data protection regulations

Data Protection Law lays down wide-ranging rules backed up by criminal sanctions for the processing of information about identifiable, living individuals. It also gives individuals certain rights about personal data held about them by others. Elien De Schryver is registered with the Information Commissioner’s Office (ICO) as a data controller.

 

  • Lawful basis for processing personal information

  1.  The lawful basis for processing and storing personal information is one of “legitimate interest” (under article 6 of GDPR). Elien De Schryver cannot adequately deliver a service to the client without processing personal information. As it is both a necessity for the music therapy service delivery and of benefit to the client, Elien De Schryver lacks a legitimate interest to process and store their data.

  2. Data relating to an individual’s health is classified as “special category data” under section 9 of GDPR. The regulations specify that health professionals who are “legally bound to professional secrecy” may have a lawful basis for processing this data. Elien De Schryver is legally bound to keep client information confidential, and it is under this condition that she processes and stores personal information.

  • Responsibilities

  1. Elien De Schryver is committed to maintaining the security and confidentiality of the client’s record. She actively implements security measures to ensure that their information is safe, and she audits these regularly.

  2. Elien De Schryver will not release personal details to any third party without first seeking consent unless this is allowed for, or required, by law.

  3. Elien De Schryver is constantly working to ensure compliance with current data protection regulations.

  • Your rights

Data protection legislation gives the client various rights, the most important of which are as follows:

  • You have the right to a copy of the information that Elien De Schryver holds about the client’s child. If a child is 16 years or older, his/her consent is required unless the client has power of attorney.

  • You have the right to ask for your record to be amended if you believe that it is wrong.

  • How to access your records

  1. You can access the information Elien De Schryver holds about you by writing to the email address given below.

  2. Elien De Schryver will provide access to the client’s records within 30 days of receipt of all necessary information.

Please make the request in writing to:

Elien De Schryver eliendeschryver@gmail.com

  • Questions

If you have any questions about how Elien De Schryver uses your information, please get in touch.

Further information about data protection legislation and your rights is available from the Information Commissioner’s Office.

Email: eliendeschryver@gmail.com| 

https://eliendeschryver.wixsite.com/music-psychotherapy

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