Privacy Notice

1. Who we are

Active Play Therapies (APT) provides occupational therapy, clinical psychology, assessments, and related services.

We are the data controller for the personal data we process.

📧 hello@activeplaytherapies.com

2. Information we collect

We may collect:

Personal data

  • Name, address, contact details
  • Date of birth
  • School or organisation
  • Parent or carer details
  • Referral information

Special category (sensitive) data

  • Mental health and wellbeing information
  • Developmental and medical history
  • Family circumstances
  • Safeguarding information

Clinical and assessment data

  • Session notes
  • Reports
  • Questionnaires and assessments

We may use third-party tools such as WPS (Western Psychological Services) for standardised assessments.

3. How we collect data

We collect data from:

  • clients and families
  • schools or referrers
  • other professionals involved in care
  • assessment platforms and questionnaires

4. Lawful basis for processing

We process personal data under UK GDPR:

Data type Lawful basis Special category condition
Contact and admin data Article 6(1)(b) Contract Not applicable
Therapy and clinical records Article 6(1)(b) Contract Article 9(2)(h) Health or social care
Payments and invoices Article 6(1)(c) Legal obligation Not applicable
Safeguarding concerns Article 6(1)(c) Legal obligation Article 9(2)(h) Health or social care

We do not rely on consent for core therapy records.

Where consent is used (e.g. sharing information beyond care), it can be withdrawn at any time.

5. How we use your data

We use data to:

  • provide therapy, assessment, and support
  • produce reports and recommendations
  • communicate about appointments
  • manage payments
  • meet legal and safeguarding obligations

6. Sharing your information

We may share data with:

  • schools or referring organisations
  • health and care professionals (e.g. CAMHS, social care)
  • safeguarding authorities where required
  • WPS (Western Psychological Services) for assessments
  • Cliniko (secure practice management system for records, appointments, and invoices)

We only share the minimum necessary information and do not sell data.

7. How we store your data

We use secure systems including:

  • Cliniko (secure practice management software)
  • encrypted and password-protected digital storage
  • locked storage for paper records (if used)
  • restricted access to authorised staff only

8. Data retention

We retain records in line with professional and legal requirements:

  • Children and young people: until age 25
  • Adults: 8 years after therapy ends

Records may be kept longer if required for safeguarding or legal reasons.

9. International transfers

Some data may be processed outside the UK (e.g. WPS in the USA).

Where this occurs, we ensure appropriate safeguards such as Standard Contractual Clauses (SCCs).

10. Children’s data

We take extra care when processing children’s data.

  • Parents usually provide consent for under 18s
  • We assess understanding and capacity where appropriate
  • Children’s rights are respected under UK GDPR
  • We prioritise the child’s best interests at all times

11. Your rights

You have rights under UK GDPR, including:

  • access to your data
  • correction of inaccurate data
  • deletion (where applicable)
  • restriction or objection
  • data portability
  • withdrawal of consent (where used)
  • right to complain to the ICO

đź“Ť https://www.ico.org.uk

12. Cookies

We use essential cookies to operate our website.

We may use limited third-party tools. Where required, we will request consent for non-essential cookies.

You can manage cookies in your browser settings.

13. Changes to this notice

We review this notice annually. Updates will be published on our website.

Contact

📧 hello@activeplaytherapies.com

Author

Anna Stock-Willis
Director, Active Play Therapies
Created: May 2018
Reviewed: June 2026
Next review: August 2027