Privacy Policy
Effective Date: 30th June 2026
Review Date: 31st July 2027
Introduction
The Voice Therapy Clinic is committed to protecting the privacy, confidentiality, and security of the personal information we hold. We recognise the importance of maintaining trust and ensuring that personal and health information is handled responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable legislation.
This Privacy Policy explains how we collect, use, store, and protect your personal information when you access our services.
Who We Are
The Voice Therapy Clinic provides specialist assessment and treatment for voice, swallowing, upper airway, and communication disorders.
The Voice Therapy Clinic is registered with the Information Commissioner’s Office (ICO).
Data Controller: The Voice Therapy Clinic
Contact Details:
Email: [email protected]
Telephone: 07765400040
Website: www.thevoicetherapyclinic.com
Information We Collect
We may collect and process the following information:
Personal Information
- Name
- Date of birth
- Address
- Telephone number
- Email address
- GP details
- Emergency contact details
Health Information
- Medical history
- Clinical assessments and treatment records
- Referral information
- Endoscopic images, audio recordings, and video recordings where clinically necessary
- Correspondence relating to your care
Administrative Information
- Appointment records
- Invoices and payment information
- Communication preferences
Why We Collect Your Information
We collect and use your information to:
- Provide safe and effective healthcare services
- Assess, diagnose, and treat communication, voice, swallowing, and upper airway disorders
- Communicate with you regarding appointments and treatment
- Liaise with healthcare professionals involved in your care where appropriate
- Maintain accurate clinical records
- Meet legal, professional, and regulatory obligations
- Manage our business operations and quality assurance processes
Lawful Basis for Processing
Under UK GDPR, we process personal data under the following lawful bases:
- Provision of healthcare and treatment
- Performance of a contract for services
- Compliance with legal obligations
- Legitimate interests in managing and improving our services
- Explicit consent where required
Special category health information is processed for the purposes of healthcare provision and treatment.
How We Store and Protect Your Information
The Voice Therapy Clinic takes appropriate technical and organisational measures to protect personal information against unauthorised access, loss, disclosure, or misuse.
These measures include:
- Password-protected computer systems
- Secure electronic clinical record systems
- Encrypted data storage
- Restricted access to patient information
- Secure backup systems where appropriate
- Staff training in confidentiality and information governance
- Secure disposal of confidential information
Only authorised personnel have access to information necessary for the provision of care and clinic administration.
Telehealth and Video Consultations
The Voice Therapy Clinic may offer consultations via secure video conferencing platforms where clinically appropriate.
All video consultations are conducted in a private clinical environment to maintain patient confidentiality. Clinicians undertake consultations in a secure room where conversations cannot be overheard by unauthorised individuals.
Patients are encouraged to participate in video consultations from a private location wherever possible to help protect their own confidentiality.
Video consultations are not routinely recorded unless there is a specific clinical reason to do so and the patient’s explicit consent has been obtained beforehand.
Any personal information discussed during a video consultation forms part of the patient’s clinical record and is managed in accordance with this Privacy Policy and applicable data protection legislation.
Clinical Images, Audio and Video Recordings
As part of assessment and treatment, The Voice Therapy Clinic may obtain clinical photographs, endoscopic images, audio recordings, or video recordings where these are relevant to diagnosis, treatment planning, monitoring progress, or providing visual biofeedback during therapy.
Such recordings form part of the patient’s clinical record and are stored securely using encrypted and password-protected electronic systems. Access is restricted to authorised healthcare professionals involved in the patient’s care.
Clinical recordings are retained alongside patient records and managed in accordance with applicable legal, professional, and information governance requirements.
Recordings will not be used for teaching, training, research, marketing, publication, or promotional purposes without obtaining separate explicit consent from the patient.
Sharing Information
We will only share your information when necessary and appropriate.
This may include:
- Your GP
- ENT consultants
- Respiratory consultants
- Other healthcare professionals involved in your care
- Healthcare insurers where applicable
- Regulatory bodies where required by law
- Legal authorities where there is a legal obligation to disclose information
We will not sell your personal information to third parties.
Communication by Email and Text Message
The Voice Therapy Clinic may contact patients by telephone, email, and text message regarding:
- Appointment confirmations
- Appointment reminders
- Clinic correspondence
- Reports and clinical information
- Invoices and payment information
- Matters relating to their ongoing care
While reasonable measures are taken to ensure communications are sent securely, email and text messaging may not always be completely secure methods of communication.
By providing contact details and consenting to treatment, patients agree that The Voice Therapy Clinic may communicate with them using these methods unless they request otherwise.
Patients are responsible for informing the clinic of any changes to their contact details.
How Long We Keep Information
Clinical records are retained in accordance with current professional guidance, legal requirements, and best practice standards.
Patient records will generally be retained for the period recommended by the NHS Records Management Code of Practice and relevant professional bodies.
When information is no longer required, it will be securely destroyed or permanently deleted.
Your Rights
Under UK GDPR, you have the right to:
- Access your personal information
- Request correction of inaccurate information
- Request restriction of processing in certain circumstances
- Object to processing where applicable
- Request deletion of information where legally permissible
- Withdraw consent where processing is based on consent
- Lodge a complaint with the Information Commissioner’s Office (ICO)
Requests relating to personal information should be made using the contact details provided above.
Website and Cookies
Our website may use cookies to improve functionality, performance, and user experience.
You may control cookie settings through your web browser.
Further information is available within our Cookie Policy where applicable.
Complaints
If you have concerns about how we have handled your personal information, please contact us in the first instance so that we can investigate and respond appropriately.
You also have the right to contact the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk
Policy Review
This Privacy Policy will be reviewed regularly and updated as necessary to ensure continued compliance with data protection legislation, professional standards, and information governance best practice.
Version: 1.0
Approved by: The Voice Therapy Clinic
Review Date: [31st July 2027]