Privacy notice

Privacy Notice – HCS Speech and Language Therapy Clinic

Who We Are

The HCS Speech and Language Therapy Clinic is part of the School of Allied Health, Pharmacy, Nursing and Midwifery at the University of Sheffield. We provide speech and language therapy services for the purpose of clinical education, research, and community service.

This privacy notice explains how we collect, use and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

What Personal Data We Collect

If somebody accesses our therapeutic services, we may collect and process the following categories of personal data:

• Name and contact details (e.g., address, phone number, email)
  
  

• Date of birth and demographic details
  
  

• Medical and therapy history
  
  

• Case notes, therapy reports and outcome measures
  
  

• Audio or video recordings (where consent is given)
  
  

• Appointment and attendance information
  
  

• Feedback, complaints or concerns

Why We Collect Your Data

We collect and process your data for the following purposes:

• To provide safe and effective speech and language therapy services
  
  

• To support the clinical education of student therapists under supervision
  
  

• For administrative and operational purposes
  
  

• With your explicit consent, for research and service evaluation
  
  

• To meet legal or regulatory requirements

Lawful Basis for Processing

We process your personal data on the following legal bases:

• Consent: For participation in research and for using recordings
  
  

• Public task: When delivering health or education services as part of our clinical and educational obligations
  
  

• Legal obligation: Where required by law or regulatory body
  
  

• Legitimate interests: Where applicable, to improve clinic services or evaluate outcomes

Where special category data (such as health data) is processed, it is done under Article 9(2)(h) of the UK GDPR - for the provision of health or social care

Who We Share Your Information With

We treat your information with strict confidentiality. Your data may be shared only in the following circumstances:

• Supervising staff and student therapists involved in your care
  
  

• University of Sheffield IT and administrative teams for secure storage and operational support
  
  

• NHS services - The University may share pseudonymised reports with NHS services upon request, for purposes such as service evaluation, patient care continuity or audit. These reports do not include names or direct identifiers.
  
  

• Regulatory or legal bodies - if we are required to do so by law.

We do not sell or share your data with commercial third parties.

How We Store and Protect Your Data

Your personal data is stored securely in password-protected systems and encrypted cloud storage approved by the University. Access is limited to those with a legitimate need, and all staff and students are bound by confidentiality and data protection agreements.

How Long We Keep Your Data

We retain your data in line with the University’s data retention policy and professional guidance:

• Adults: 8 years from the date of last contact.
  
  

• Children: Until the patient's 25th birthday (or 26th if last seen at age 17)
  
  

• Research participants: As outlined in the relevant consent and ethics documentation

Data is securely destroyed or anonymised after this period.

Your Rights

Under data protection law, you have the right to:

• Access your personal data
  
  

• Request correction of inaccurate data
  
  

• Request deletion of your data (in certain situations)
  
  

• Restrict or object to certain types of processing
  
  

• Withdraw your consent at any time (where consent is the legal basis)
  
  

• Lodge a complaint with the Information Commissioner’s Office (ICO)

For further information about your right to access information we hold about you, to make a complaint about the way in which we are handling your personal information or to request to be removed from our systems, please contact the Data Protection Officer at dataprotection@sheffield.ac.uk 

If you are not satisfied with our response or wish to raise a complaint with our supervisory body, you may complain to the Information Commissioner’s Office.

Contact Information

Clinic Coordinator
HCS Speech and Language Therapy Clinic
Email: ahpnm-placements@sheffield.ac.uk
Phone: +44 114 222 2418

Data Protection Officer – University of Sheffield
Email: dataprotection@sheffield.ac.uk
Website: https://www.sheffield.ac.uk/govern/data-protection

Last updated: 29/04/2025