Terms and Conditions (Version 4)

 1. Provision of services. Connecting Through Play UK Ltd  will:

Have the necessary qualifications, experience, supervision and abilities to provide therapy services.

Adhere to the Royal College of Occupational Therapy (RCOT) guidelines and code of conduct. A copy of the RCOT code of conduct can be obtained from: https://www.rcot.co.uk/practice-resources/rcot-publications/downloads/rcot-standards-and-ethics

Have an up to date enhanced DBS check (within the last 2 years or have the ability to be checked via the online system).

Be registered with the Health Care and Professions Council (HCPC). HCPC standards for registration can be obtained from: http://www.hpc-uk.org/standards/

Receive regular supervision.

Have appropriate insurance.

Maintain detailed and accurate records in accordance with the Royal College of Occupational Therapy guidelines.

Maintain confidentiality: All details obtained regarding the child and family will remain confidential and will not be disclosed to any third parties without written permission. Therapy documentation will only be shared with parental/school permission. All data is stored in line with the General Data Protection Regulation (see attached privacy sheet for details).

2. Cancellation:

You have the right to cancel your agreement with Connecting Through Play UK Ltd within 14 days without giving a reason.

To cancel the agreement, you must inform us by email (Connecting Through Play UK Ltd, at info@connectingthroughplay.org) in a clear statement .  We will send an acknowledgement email once we receive it.

If an appointment or session is agreed and arranged for within the 14 day cancellation period, you will be liable for the reasonable costs of the those services already provided, including any admin or preparation time, until you have informed us of your cancellation.

• Therapy services: either party will give advance notice if needing to cancel/reschedule an appointment, when possible. If a client has to cancel a session with short notice, then a reasonable fee may be charged if the time slot cannot be filled.

Educational training sessions: 10 working days notice is required to cancel or rearrange a session. If less than 10 working days notice is given then a reasonable fee to cover preparation time, printing and loss of time will be charged.

3. Invoices and payment:

The advice and consultation package and assessment package will be invoiced in 2 equal instalments: 1st instalment upon allocation to an OT, the 2nd on completion, unless agreed otherwise. For schools and local authorities, packages will be invoiced in full on agreement of services.

The regular school’s advice and consultation package will be invoiced upon agreement. Hours will be valid for 1 academic year following payment/commencement, whichever is sooner.

Therapy packages will be invoiced in equal monthly instalments for parents and carers, in the month following agreement of services, unless agreed otherwise. Therapy package A will be in 2 instalments, therapy package B in 3 instalments. For schools and local authorities, therapy packages will be invoiced in full on agreement of services.

All other individual services will be invoiced in the month following receipt of the agreed service.

Regularly commissioned services will be invoiced each half term in advance.

A non-refundable deposit of £200 will be required to confirm training dates, with the remainder payable on completion, unless agreed otherwise.

Payment is required within 30 days of the invoice date. Please follow the indications for payment on the invoice, do not pay your therapist directly.

If payment is not received within 30 days a reminder will be sent. If payment is not received within 7 days of this reminder, therapy input will cease until all outstanding payments are received in full.

4. Additional fees:

Additional fees for progress and discharge summaries, liaison, attending meetings, longer emails and phone calls may be payable. This would be discussed in advance, where possible, and charged at the agreed hourly rate. If there is a significant amount of preparation required for a therapy session then this will carry an additional fee, again at the agreed hourly rate and will be discussed in advance, where possible.

5. Loan or trial equipment:

Equipment may be loaned to trial with a child and is expected to be returned as agreed with the therapist. If equipment is not returned or returned in a poor condition, Connecting Through Play UK Ltd will invoice the client to cover the cost of replacing the equipment.

6. Non solicitation:

The client will not, during the continuation of the services or within one year after the termination of Connecting Through Play UK Ltd’s services, directly or indirectly attempt to employ or commission the practitioner from Connecting Through Play Ltd.

7. Complaints:

Connecting Through Play UK Ltd is committed to providing high quality therapy. If you are unhappy with any aspect of the service you have received, then please contact  Denise Wilson (Director) on 07483848512.

For invoice concerns please contact Denise Wilson on 07483848512 or email: info@connectingthroughplay.org

• We have a complaints procedure in place which details how we handle complaints and we can send you a copy of this if you wish

8. Data protection:

All information provided is confidential and processed in line with the requirements of the General Data Protection Regulation. Connecting Through Play UK Ltd is registered as a Data Controller with the ICO.

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The General Data Protection Regulation – Privacy Information

Connecting Through Play UK Ltd is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when working with us, you can be assured that it will only be used in accordance with this privacy statement.

Why we collect and process your data:

We may process your personal data under several different lawful bases, such as:

• Consent; we always ask for your consent to process your data in order to provide our specialist therapy services to you.
• Contract; when engaging in our services we will put an agreement in place laying out our Terms & Conditions of Service.

How and what information is collected about you

We may collect the following information by email, telephone call, by post, questionnaires/forms, or in-person:

• Name
• Date of Birth
• Contact details (phone, email, address)
• Parent/Guardian names and contact details (phone, email, address) for minors
• Personal medical and lifestyle information, including reports and letters from other healthcare professionals
• Education setting details
• Photographs/Videos

What we do with the information we gather and what it is used for

• Professional record keeping of client information, including the initial assessment.
• Provision of occupational therapy services.
• Sharing your information with relevant parties when necessary.

Your Rights

• If you have given your consent to us processing your data, you have a right to withdraw your consent to any further processing.
• You have a right to request your data to be erased from our records however, please be aware we have a legal obligation to maintain and hold medical records.
• You have the right to request your data be transferred to another organisation.

If you wish to withdraw consent or request a transfer or erasure of your data, please email info@connectingthroughplay.org

How you can access your information

You may request details of personal information which we hold about you under the General Data Protection Regulation.  If you would like a copy of the information held on you please write to Denise Wilson at info@connectingthroughplay.org.

How long we keep your information for

Connecting Through Play Ltd will retain personal data for 7 years for adults and 7 years following their 18th birthday for children, unless upon review it is deemed necessary to retain it for a longer period.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place highly secure electronic systems and managerial procedures to safeguard and secure the information we collect.

Right to Complain

If you have a concern about our information practices, you have the right to complain. You can do so by contacting the Information Commissioner’s Office on 0303 123 1113 or by visiting www.ico.org.uk.

Please keep this document safe in case you need to refer to it in the future.

Connecting Through Play UK Ltd is a registered company in England and Wales.

Company no. 13398690

Registered office address: Unit 3, The Old Estate Yard, High Street, East Hendred, Oxfordshire, OX12 8JY