Confidentiality policy
Last reviewed: March 16th 2026
Date effective: 2nd November 2023
Next review date: 16th March 2027
1: introduction
Maintaining the confidentiality of your personal information is essential to me. This Confidentiality Policy outlines how I handle and protect your information to ensure it remains private and secure. As a Speech and Language Therapist, confidentiality is a large part of the standards of proficiency that ensure I deliver safe and effective care. I must meet these standards to stay registered with the Health and Care Professions Council.
2: Commitment to Confidentiality
I am committed to upholding the highest standards of confidentiality. All personal and sensitive information shared during our sessions is treated with the utmost care and respect.
3: types of information covered
This policy covers all types of personal and sensitive information, including but not limited to:
- Personal identification details (e.g., name, contact information).
- Health and medical history relevant to therapy.
- Details of therapy sessions and progress notes.
4: collection and use of information
I collect personal and sensitive information to provide effective therapy services. The information collected will be used solely for the purposes of:
- Assessing and planning your therapy.
- Providing and managing your therapy/assessment/training/meeting sessions.
- Communicating with you about your treatment/service/assessment.
- Meeting legal and professional obligations.
- Personal and health information is processed in line with the UK GDPR and Data Protection Act 2018 under the lawful basis of providing health care services and fulfilling contractual and professional obligations.
5: storage and security
Your information is securely stored to prevent unauthorised access. Measures I take include:
- Secure storage of physical documents in a locked cabinet.
- Digital records are stored on encrypted devices and secure servers.
- Regular updates and reviews of security practices.
- I use WriteUpp to store all electronic documents such as consent forms and casenotes.
6: Confidentiality of Communications
All communications, whether in-person, by phone, or electronically, are conducted with confidentiality in mind. I ensure that:
- Conversations during sessions are private and not overheard.
- Emails and other electronic communications are sent securely.
- Any written records are kept confidential and securely stored.
7: disclosure of information
I will not disclose your personal information to third parties without your explicit consent, except in the following situations:
• When required by law or legal proceedings.
• When there is a safeguarding concern or risk of harm to yourself or others.
• When information must be shared with safeguarding authorities in line with legal or professional duties.
• When necessary for professional supervision or consultation, ensuring confidentiality is maintained.
8: Your rights
You have the right to access your personal information and request corrections if necessary. If you have any concerns about the confidentiality of your information, please contact me as outlined below. You may also raise concerns about how your information is used. If you are not satisfied with how your concerns are handled, you have the right to contact the Information Commissioner’s Office (ICO).
9: data retention
Clinical records are normally retained for a minimum of 6 years after the end of therapy for adults. For children, records are retained until the client reaches the age of 25, in line with professional guidance.
10: policy updates
I may update this Confidentiality Policy from time to time. Any changes will be reflected on my website, and I encourage you to review the policy periodically to stay informed about how your information is protected.
Signed: Jamie Louise Hollis
Job Title: Speech and Language Therapist
11: Online Sessions and Digital Platforms
Where therapy sessions are delivered online, I take reasonable steps to ensure that the platforms used are secure and appropriate for professional use. I use reputable platforms that provide encrypted communication where possible.
Clients are encouraged to attend online sessions in a private space where conversations cannot be overheard. While I take steps to protect confidentiality, clients should be aware that no online platform can guarantee absolute security.
Any notes or records created during online sessions are stored in the same secure way as records from in person sessions.
12: Email and Electronic Communication
Email and electronic messaging may sometimes be used to communicate with clients about appointments, reports, or administrative matters.
While I take care to send communications securely, email is not always a fully secure form of communication. Clients should be aware that there is a small risk that messages could be intercepted or accessed by others if devices or email accounts are shared.
Clients may choose the level of communication they are comfortable with and can request that certain information is not sent via email if they prefer.
13: contact information
If you have any questions or concerns about this policy or the confidentiality of your information, please contact me at:
Name: Jamie Louise Hollis
Job Role: Speech and Language Therapist