Privacy and Confidentiality Policy

Rainbow Trees Pathway
Last updated: 23 July 2025

1. Purpose

This policy outlines how Rainbow Trees Pathway,  collects, uses, stores, and protects confidential and personal information in accordance with the UK General Data Protection Regulation (UK GDPR), Data Protection Act 2018, and applicable safeguarding legislation. Our commitment is to uphold the dignity, rights, and privacy of all children, young people, adults, and families we support.

2. Scope

This policy applies to all staff, contractors, and volunteers working on behalf of Rainbow Trees Pathway, and to all personal data collected through services, communication, or use of our website: www.rainbowtreespathway.co.uk.

3. What Is Confidential and Personal Information?

We define “confidential” and “personal” information as data that can directly or indirectly identify an individual. This includes, but is not limited to:

• Names, contact details, addresses, and dates of birth

• Medical, psychological, educational or support-related records

• Session notes, assessments, progress reports

• Family circumstances or history

• Any information disclosed during sessions or communications

4. Website Data Collection

We may collect personal data through our website to respond to inquiries or improve service delivery. This may include:

• Name, email address, and phone number submitted via forms

• Feedback, session requests, and contact messages

• Cookies and analytics data (see Cookie Policy below)

5. Principles of Confidentiality and Data Protection

We follow these guiding principles:

• Lawfulness, Fairness and Transparency: Information is collected and processed fairly and legally.

• Informed Consent: Families are informed about how their data is used and must give explicit consent before we process confidential information, unless legally required otherwise.

• Data Minimisation: We only collect and retain data that is relevant and necessary for the purpose of service delivery or legal obligations.

• Limited Access: Confidential information is only accessible to authorised personnel on a strict “need-to-know” basis.

• Secure Storage: All records are securely stored in locked cabinets or encrypted digital systems.

6. Safeguarding and Disclosure

Confidential information may be shared without consent when:

• There is a legal obligation under Children Act 1989 / 2004 or Working Together to Safeguard Children (2023).

• There is a serious concern about harm to the individual or others.

• Required by a court order or for the prevention of crime, including terrorism or money laundering.

All practitioners:

• Hold an Enhanced DBS Certificate

• Complete OSCP Safeguarding Training and Prevent Training

• Read and confirm understanding of the latest version of Keeping Children Safe in Education (KCSIE)

7. Your Rights (UK GDPR)

You have the legal right to:

• Request access to your data (Subject Access Request)

• Ask for corrections of inaccurate data

• Request deletion (within legal limits)

• Withdraw consent at any time (except where legally required)

• Object to or restrict processing

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

8. Data Retention

• Session notes: retained securely for 7 years after service ends (or until age 25 if the person was under 18 at the end of service)

• Financial records: retained for 7 years to comply with HMRC

• Temporary data (e.g., appointment confirmations) is securely deleted when no longer needed

We ensure secure disposal of personal data via shredding (paper) and permanent deletion (digital).

9. Supervision and Peer Support

Practitioners may receive professional supervision to uphold standards. Personal details such as names or identifiers are never disclosed during supervision sessions.

10. Contact for Data Protection Matters

Data Controller: Jemma Quarterman
Email: Hello@rainbowtreespathway.co.uk
Registered Office: 116 Brize Norton Road, Minster Lovell, OX29 0SQ

Cookie Policy

Rainbow Trees Pathway
Last updated: 23 July 2025

1. What Are Cookies?

Cookies are small data files stored on your device when you visit a website. They help websites operate more efficiently and provide a better user experience.

• First-party cookies are set by Rainbow Trees Pathway.

• Third-party cookies are set by external services (e.g., Google Analytics).

Some cookies are strictly necessary for our website to function. Others are used for analytics, content performance, and usability.

2. Why Do We Use Cookies?

We use cookies to:

• Enable essential website functionality

• Understand how visitors use our website

• Improve performance and user experience

• Respond effectively to your preferences

Some cookies may collect personal information or become personally identifiable when combined with other data.

3. Your Rights and Choices

You can manage your cookie preferences via our Cookie Consent Manager when you first visit the site.

• Essential cookies cannot be disabled, as they are required for core functionality.

• You can reject or withdraw consent for non-essential cookies at any time through your browser settings or by revisiting the cookie consent banner.

Most browsers allow you to:

• Delete cookies

• Block cookies

• Set preferences for specific websites

For more details, visit www.allaboutcookies.org.

4. Updates to This Policy

We may update this Cookie Policy from time to time. Any significant changes will be announced on our website. Continued use of our website indicates your acceptance of any changes.