Data Privacy Policy

Updated September 2021

Review Date: April 2022

Helping Kids Shine provides a face to face and online Occupational Therapy service for children and young people aged 0-25.  To be able to provide this service, there is a requirement to process personal and health data.  The data is used for the purposes of assessment, planning, intervention and evaluation of the Occupational Therapy process.  You will be asked for your consent at the end of this document.  Consent can be given and withdrawn at any time.

Data Controller

The Data Controller as registered with the Information Commissioner is Mrs Bryher Hill.  Contact information can be found at the bottom of this page.

Personal Data recorded by Helping Kids Shine

Helping Kids Shine will use the following Personal Data in order to provide the required Occupational Therapy Services: Client name (including child and parent/carer/instructing party), client’s date of birth, client’s address, client’s telephone number and client’s email address.  Helping Kids Shine will also record Health data which is classed as a “Special Category” under the GDPR 2018.  The Lawful Basis of Data Processing is that of Contract and Consent. 

How does Helping Kids Shine collect Personal Data?

Personal Data is collected via digital messaging services, email, electronic forms, paper forms, telephone calls and submission of online enquiries via

How is the Personal Data stored?

  • Paper-based data is stored in a lockable filing cabinet
  • Electronic data is kept securely on a password protected PC and backed up to a secure online repository
  • Electronic data including photos and videos are kept securely on mobile phones which are passcode protected
  • All online systems used are GDPR compliant e.g. HubSpot, Qunote, Zoom, Acuity, Signable, GoCardless, Xero, Stripe, etc.
  • Hardware will be fully erased before being disposed of

How long will the Data be held?

Data will be retained electronically until the child’s 33rd birthday, as per BMA Guidelines.  Where possible, paper-based data e.g. assessment forms will be scanned and stored electronically.  Paper-based data will be shredded once scanned and stored.

How/when will the Data be shared?

With consent, data will be shared with the following, if required, for the purposes of the Occupational Therapy process:

  • Health, education and social care providers
  • With the voluntary sector
  • With the private sector e.g. equipment suppliers

Your Rights

The law states that you have the following rights: The right to be informed, the right of access, the right to rectification, the right to erasure, the right to restrict processing, the right to data portability and the right to object.  Requests can be made to Helping Kids Shine in writing, verbally, in person or on the phone and all requests will receive a response within 30 days.

Informed Consent – The Client of Helping Kids Shine will be asked to confirm that they have read this information and agree to its content upon commencement of provision of paid services with Helping Kids Shine.

Please Note – Bryher Hill of Helping Kids Shine is also frequently engaged on behalf of the Operation Diversity Academy as an Academy Expert. For Clients whom approach Helping Kids Shine via the Operation Diversity Academy, the Operation Diversity Academy Privacy Policies will also apply (

Complaints to the ICO

If you are unhappy with the management of your data, you are able to contact the Information Commissioner