Privacy Policy for Optimistic OT

Please read this policy to understand how Optimistic OT collects, uses, and protects client data.

1. Introduction

Optimistic OT respects your privacy and is committed to protecting your personal information. As I provide paediatric occupational therapy services, I collect and process information about both you (the parent/guardian) and your child. This policy outlines how I manage this data in accordance with applicable data protection laws (such as GDPR).

2. What data I collect

I collect information necessary to provide safe and effective neuro-affirming care. This includes:

Parent/Guardian contact details (name, email, phone number, address).
Child’s personal details (name, date of birth, school).
Clinical information (medical history, neurotype, developmental milestones, interests, and support needs).
Communication records (emails, enquiry forms, and clinical notes).

3. How I collect data

I collect this data directly from you when you:

Complete an initial consultation
Fill out the client information sheet
Communicate with me via email, phone, or in-person sessions
Book appointments through the Cliniko Online Bookings system

I also collect data during:

Standardised assessments with your child
Non-standardised, observational assessments with your child
Direct sessions with your child
School observations, where applicable

4. How I use and share data

I use your information exclusively to provide high-quality occupational therapy.

Internal Use: To tailor therapy plans, to write reports, to track progress, and manage invoicing.
External Sharing: I will only share your child’s information (such as progress reports) with third parties like schools, GPs, or other allied health professionals with your explicit consent.
Safeguarding and child protection: I have a statutory duty to protect children from harm under the Children Act 1989/2004 and the UK government's Working Together to Safeguard Children guidance. Under the UK GDPR and Data Protection Act 2018, we have a legal obligation to share relevant personal and special category data with local authorities, safeguarding hubs (MASH), or law enforcement. Information will be shared without your consent or prior notification if seeking it would delay urgent protection, interfere with a police investigation, or place the child at further risk of harm.

5. How I store and protect your data

Your child's clinical notes and personal details are securely stored on Cliniko, a GDPR-compliant practice management software. Cliniko employs robust security measures, including data encryption, secure servers, and restricted access, to ensure your child's health information remains strictly confidential.

6. Data retention

In line with UK legal requirements for health records, paediatric OT records are usually kept until the child's 25th birthday (or 26th if they were 17 when treatment ended). Once this period has passed, records are securely destroyed.

7. Your rights

You have the right to:

Access a copy of the personal data I hold about you or your child.
Request corrections to inaccurate or incomplete information.
Withdraw consent to use or share your information.

8. Contact me

If you have any questions about this privacy policy or how I handle your data, please contact me at martha@optimisticot.com

9. How to raise a concern

If you are unhappy with how I have handled your information, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) in the UK (www.ico.org.uk).