Privacy Policy

GDPR Privacy Policy  

Updated April 2025  

This privacy policy sets out how Beverley Maw OT Services (BMOT) uses and protects your information and personal data that you share with Beverley Maw OT Services (BMOT). The policy covers the principles of the General Data Protection Regulation (GDPR).  

Beverley Maw OT Services (BMOT) Is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, you can be assured that it will only be used in accordance with this privacy statement.  

Beverley Maw OT Services (BMOT) reserves the right, at its discretion, to make changes to any part of the website, the Information or these Terms. Beverley Maw OT Services (BMOT) may change this policy from time to time by updating this policy. It is important you check this policy from time to time to ensure that you are happy with any changes.  

The data controller is Beverley Maw at Beverley Maw OT Services (BMOT). Contact details: 
Address: Ladyfield Road, Kiveton Park Station, Sheffield, S26 6NR 
Phone Number: 07359 849623 
E-mail: beverley@bmot.uk 

How we obtain the personal information  

Most of the personal information we process is provided to us directly by you for the following reasons:  

When you contact us through the website, by telephone, post, email or through any other means  

When you complete and return our documents e.g. any initial questionnaires or forms  

When you use our services  

The type of personal information we collect: 

We may require basic information which identifies you as an individual (“personal information”), such as your name, email address and phone number, in order to enable you to take advantage of particular services that we offer, for example when you send us a question / request from our “Contact” page or if you request further information about a specific service. We will only use such Personal Information for the purposes of providing information which you have requested, or for other purposes set out in these Terms.  

We currently collect and process the following information:  

Name of patient (and parents in case of a child)  

Address of patient (and parents in case of a child) 

Telephone / mobile number of patient (or parents in case of a child) 

Email address of patient (and parents in case of a child) 

Date of birth of patient/child 

Gender of patient/child 

Educational placement of child or young person and their contact details  

Local authority contact details (if applicable) 

Name, email and telephone details of caseworkers/manager  

Medical/health information and history (including diagnoses) of patient/child which is pertinent to occupational therapy assessment and treatment  

Bank details of commissioners (e.g. of parents, local authority, case worker, solicitor etc) following payment for occupational therapy services  

Why we collect and process the personal information  

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

The client/person with parental responsibility has given consent to the processing of his or her child’s personal data for the purpose of occupational therapy assessment and or treatment. You are able to remove your consent at any time. You can do this by contacting beverleymawotservices@gmail.com. 

Collecting and processing the personal information is necessary in order to carry out occupational therapy services commissioned e.g. assessment or treatment.  

Processing is necessary for compliance with a legal obligation to which the data controller is subject. Beverley Maw (Beverley Maw OT Services (BMOT)) is registered with the Information Commissioners Office (ICO) to process this data.  

How will the information be used?  

The information will be used for the delivery of Occupational Therapy services.  

The information will only be shared with other relevant professionals (e.g. other professionals directly involved with the patients therapy treatment) after patient consent is given (parental consent is required if a child).  

The information may be used when managing accounts for the business.  

Will the data collected be shared with any third parties?  

For the purposes of the occupational therapy assessment and/or treatment, clinical information will be shared with relevant parties only.  If the patient is a child, this will include parents, school, LEA, other health professionals involved in the child/young person’s care only after parental consent is obtained.  

Clinical reports will be shared only after patient/parental consent is obtained, and only to those specified on consent form i.e. parents, school, LEA, other health professionals involved in the person’s care.  

WriteUpp is a cloud-based practice management software designed specifically for clinics and healthcare professionals. WriteUpp has appropriate measures and protections in place to comply with their responsibilities as a “data processor”. Beverley Maw OT Services (BMOT) uses WriteUpp to record clinical notes following consultation, assessment or intervention/treatment sessions, to store personal data relating to the client including contact details of those with parental responsibility and may send email communication with clients through this software.  

Beverley Maw Occupational Therapy website: initial contact may be made through this website and sent to Beverley Maw’s email account. No personal information is stored on the website.  

Royal College of Occupational Therapy Independent Practitioner Profile page: initial contact is made via email through this website. A copy of the enquiry is kept on this website.  

Social media: you may choose to “like” or “follow” Beverley Maw Occupational Therapy business social media accounts/pages on Facebook or Instagram. Facebook and Instagram are GDPR compliant. No personal information is collected or stored on social media. Initial contact is carried out via email or phone.  

During my professional clinical supervision, I may discuss my caseload anonymously which is essential in order to comply with my professional standards and ethics as set by The Royal College of Occupational Therapy (RCOT) and the Health and Care Professions Council (HCPC). No personal data or identifiable information will be shared during my clinical supervision.  

How will the information be stored?  

All information collected will be stored securely. 
Paper documentation will be stored in a locked filing cabinet.  

Electronic documentation will be stored on a password protected computer, iPad or mobile phone on a password protected cloud storage system.  

Photos or videos (taken with parental consent in the case of a child only) are taken/stored on a password protected computer, iPad, mobile phone on a password protected cloud storage system.  

Electronic calendar where only initials are used.  

How long will the data be stored?  

For clients who receive Occupational Therapy Assessment and/or treatment legally data must be stored after the client is discharged for a seven-year period. For children, the seven-year period starts after their 18th birthday, so data will be stored until the client is 25 years old.  

For Clients who enquire but do not receive Occupational Therapy Assessment and/or treatment the enquiry data will be stored for three months and then permanently deleted.  

Your data protection rights  

Under data protection law, you have rights including:  

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 
at beverley@bmot.uk if you wish to make a request.  

How to complain  

If you have any concerns about our use of your personal information, you can make a complaint to us at beverley@bmot.uk 

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  

Policy updated April 2025 by:  
Beverley Maw