Our Privacy Policy

We are aware that we need to gather and keep information about your child that is personal to them and you, and we are very respectful of this. The information we need is only gathered in order for Now, Next & Then to be able to assess, treat and support your child. We keep this information very safely but it is important that you know how we ensure this.

What information do we ask for, collate and store?

In order for us provide the most helpful and accurate assessments for your child or young person we ask you to give us some background information. This may be about their early development and any medical conditions they may have, as well as details of what your concerns may be. Some children or young people already have support in place and we ask you to share what this may be and how long it has been in place. Inevitably we ask for your child’s date of birth, details of the school or college they attend and for the most relevant contact details for you.

When we meet with your child for an assessment, treatment or support session we will record our observations and make notes to inform our recommendations and monitor progress. We will complete formal and informal assessments with your child to be able to share with you the details of their strengths and challenges. If you provide us with signed consent, we may also take a photo of how your child holds a pencil or their sitting posture whilst writing.

When do we ask for this information?

We ask for background information in advance of seeing your child for the first time which is also at the point of asking for your signed consent for our help. We also take notes during telephone conversations with you and if relevant, your child’s school staff, as well as during any liaison meetings. We will never speak to school or another professional without gaining your permission first. During our time with your child we will make a note of anything that may contribute to the assessment or support process.

How do we store this information?

Handwritten information and copies of reports are kept securely in locked filing cabinets. While a case is active, reports and emails are also stored on our password protected laptops which are backed up by encrypted storage devices. We also use a secure online storage Drive for all our company record keeping, which includes child sensitive data that Now, Next & Then team members are able to access. Every member of the team adheres to confidentiality and data protection company policies. When your child or young person’s case is no longer active, we store electronic information on our encrypted storage Drive and move paper files to a locked storage unit.

How long do we keep this information for?

Currently, health records need to be kept until a child reaches 25 years of age. If your child is 17 when we first assess or support them, then we will keep the records until they reach 26 years of age. At this stage, the records will be destroyed.

When or why might we share this information?

We do not share your child’s or your information unless we have your written consent to do so. This is part of the initial commitment that we offer to you. Should you give us signed permission then there may be occasions when we will send your child’s report, recommendations and relevant advice to the school/college or other professionals who may be offering support at the same time, e.g. a Paediatrician or the Local Authority. We will always seek your additional consent to do this and will not make assumptions about your wishes. Should you ask for an electronic copy of a report then we will send this via a secure online portal for additional protection.

Can you have access to your child’s records?

Now, Next & Then complies with procedures recommended by the Royal College of Occupational Therapists and the ICO, should you wish to see the notes and reports we keep or have stored about your child.

We are members of ICO and these processes are in place to ensure we are GDPR compliant.