Terms & Conditions
Initial consultation:
Informal initial telephone or TEAMS video enquiry to discuss specific needs and describe the service available – free of charge.
Assessment:
Speech Language and Communication Initial Assessment – includes planning and preparation, cost of any assessment record sheets, analysis of results, brief feedback report & phone calls.
Specialist Assessment (i.e. AAC/complex language assessment) - when assessment may be more complex, take a number of sessions and require a more detailed report price will be discussed at initial free consultation.
Specialist Initial Assessment for Neurodevelopmental Pre-assessment appointments – a single visit comprising 2-3 hours direct assessment and report. This can also involve school as an additional component if required.
Multidisciplinary Neurodevelopmental Assessment for children and young people.
Multidisciplinary Neurodevelopmental Assessment for adults.
SMARTS - child and adolescent psychiatry and speech therapy joint assessment to support wellbeing/neurodevelopmental profile.
Educational Psychology Assessment - assessing for a range of learning differences including, (but not limited to), dyslexia, dysgraphia and dyscalculia.
Further assessment:
In certain circumstances further assessment sessions may be recommended (e.g. in-depth assessment over multiple sessions/ school/nursery observation).
Accurate diagnosis is essential for planning appropriate therapy. Formal assessments are standardised and objective. Diagnosis will be based on these assessments whenever they are used. Findings may differ from the expectations of parents/carers/client and may not tell you anything new.
Therapy:
A standard therapy session normally lasts approximately 1 hour.
This is the time spent with the client / parents and/or teachers. The fee also includes the time spent outside the session in preparation of materials, planning and writing up the session. Should the session last longer than 1 hour this will charged at the therapists per hour or part thereof.
Legal work is charged at differently dependent on the requirements of the case.
It is often difficult to estimate the exact number of sessions of therapy that will be necessary. It is usual practice to offer a pre-agreed number of treatment sessions (usually 6-8 sessions) with an opportunity to review this at the end of that period.
Parents are free to withdraw a child from therapy at any time. Equally, if in the opinion of the therapist, therapy is at any time not being effective, then after discussing this with the client it may be recommend that sessions cease. Therapy is usually effective, but this cannot be guaranteed.
Therapy undertaken in school on a regular basis is charged at the standard rate plus travel charges. Where home activities are provided, it is the responsibility of the Parents / Carers to ensure that the therapy materials are sent back on the appropriate day and for informing the therapist if their child will be absent from school otherwise the fee for a failed appointment will apply (see cancellation policy below).
Parents / Carers are encouraged to attend school-based sessions by arrangement with the school and the therapist. They can also telephone or email to discuss progress and / or any concerns or queries they may have.
Art Therapy can also be accessed with Grow.
Letters, reports and telephone consultations:
Written documents which are additional to the initial assessment report are charged in respect of the total time taken to prepare them based on your therapists hourly rate. Lengthy telephone consultations will be charged after 15 minutes at the pro-rated therapists rate
Travel:
Travel is charged at the standard Inland Revenue rate of 45p per mile for the return journey. For longer, more time-consuming journeys where travel time is over 1hour each way, an additional fee will be charged at ½ therapists hourly rate but always discussed and pre-agreed.
Visits to other locations:
School/nursery/college/other visits may be required. Such visits are only made with client/carer consent. These will be charged at the standard therapy session rate per hour (or part hour) plus travel charges.
Changes in fees:
Fees will be re-evaluated on an annual basis. Clients will be informed in advance of any changes, and before work is agreed to.
Payment:
Fees for initial assessments, reviews with report, and detailed assessments should be paid before the assessment date.
Fees for Standard Therapy Sessions should be paid on receipt of invoice which will be issued monthly unless agreed otherwise.
Fees for Neurodevelopmental Assessments can be paid in up to 3 instalments with the final payment due prior to the delivery of the draft report.
Cheques should be made payable to Grow and Thrive Limited
Bank transfer details:
Sort code 83-91-46
Account No. 00400943
Please quote the invoice number or use the client’s initials for reference.
Cancellation Policy:
If unable to keep an appointment, please contact the therapist 24 hours prior to appointment. This can be done by email, phone or text message. Failure to provide adequate notice will result in the session being charged at the standard session rate.
In the case of education establishment visits please contact the therapist to advise of absence 24 hours prior to appointment otherwise the standard session charge will apply.
Grow therapists try to keep all appointments but no liability can be accepted for inconvenience or expense if unforeseen circumstances mean arrangements must be cancelled or changed. No charge will be made to the client.
Invoices:
Grow and Thrive uses QuickBooks to issue invoices. An email link will be sent to individuals to access their invoice and pay balance. We appreciate prompt payment.
Late payment:
Grow and Thrive Ltd will always attempt to resolve late payment amicably. The process will involve:
Follow up invoice email with request to settle outstanding fees within 7 days. No further sessions will take place until payment is received
Following these 7 days, a telephone call with request to settle outstanding fees within 5 days. No further sessions will take place until payment is received.
Should this be unsuccessful a follow up letter will be sent requesting settlement within seven days and advising that a solicitor will be involved if payment in not received within the specified time.
In the case of failure to pay, outstanding debts will be collected through legal proceedings.
Any difficulties in prompt payment should be discussed immediately with the lead therapist.
Data protection:
Grow and Thrive complies with GDPR regulations. The privacy notice setting out how data is held is attached.
Liaison:
The legal basis for sharing information with other professionals is consent. This requires clients or their representative to explicitly agree to the sharing of this date. It is important for your child’s care that liaison with other professionals involved with his/her learning and development is carried out. All reports will be sent to the parents or carers who have initiated the assessment for them to distribute. We strongly recommend to families that they keep other professionals involved in their child’s care and development informed. Speech and Language Therapy professional standards require good liaison and it is good practice, where both an independent and an NHS therapist are involved, for them to work together collaboratively to maximise opportunities for effective therapy to take place.
Information may be shared:
My G.P.
My consultant
My NHS Therapist
Other NHS professionals
My Health visitor
My child’s nursery
My child’s school
Any other professionals involved in my/my child’s, /client’s care.
Consent will be requested prior to sharing any information about the client. Please see opt in consent form attached (appendix 1).
Consent for audio/video recording
Audio/video recordings and photographs may be taken during assessment/sessions for use in sessions or for training related to the client. The legal basis for this is consent. By signing the consent form, you are consenting to this. You have the right to remove consent at any time. (Please see consent form appendix 2)
Complaints Procedure
Please discuss any complaints or concerns that you may have with your lead therapist in the first instance. We will do my best to resolve any difficulties. If we are unable to resolve the difficulty the following pathway is advised:
Step 1: If you have been unable to resolve your complaint with your therapist, please speak to an alternative Grow and Thrive Therapist.
Step2: If you have been unable to resolve your complaint directly with therapist, please contact Grow and Thrive Limited Board Member by emailing hello@growsalt.uk with the direction FAO: Grow Non-Exec.
Step 3: If the board are unable to resolve the difficulty, please contact The Chair of the Association of Speech and Language Therapists in Independent Practice can support with any disputes which may arise. They are the next point of contact out with Grow Communication and have a complaints policy in place for members.
Telephone: 0203 002 3704 Email: office@helpwithtalking.com
The Chair, Association of Speech and Language Therapists in Independent Practice
71-75 Shelton Street,
Covent Garden, London,
WC2H 9JQ
Step 4 If your complaint is unable to be resolved by any of the above routes then please contact the Healthcare Professionals Council: 0800 3284218.
These terms and conditions are subject to review and may change. You will be given 30 days’ notice of any changes
Privacy Notice
Grow and Thrive Limited complies with the General Data Protection Regulation (GDPR) and is committed to protecting your personal information. This policy describes our processes for ensuring that personal information about clients and their families is processed lawfully. We detail what information we collect, what with do with this information, how the information is stored, who we may share this information with, the legal grounds for holding and processing personal information and your choices and rights relating to your personal information.
We may update this privacy policy in the future and will inform you of any important changes.
Grow and Thrive is registered with the Information Commissioners Office (ICO) as a data controller/processer.
Collecting personal information:
To provide the most effective and highest standard of input, we require to hold and process sensitive personal information about the client and where necessary the client’s family.
This personal information includes:
• Date of birth of client
• Address of client
• Contact details of parents/carers including name address phone numbers (landline/mobile), email address
• Name of GP surgery
• Name of education establishment
• Relevant medical diagnosis and developmental history
• Signed consent forms for sharing information stating who information can be shared with
• Signed consent forms for photographs/video usage as part of therapy
• Paper based therapy notes
• Email correspondence
• Reports/minutes/other multi-disciplinary information
Sources of personal information:
Information may be gathered from a range of sources which includes:
• From client/parent/carer
• From other professionals only with parental/carer (and where applicable) client consent
Information may be gathered in a range of forms including:
• Verbal communication: face to face, telephone, meetings
• Written: email, text, WhatsApp or Facebook Messenger
Please be aware that email and facebook messenger are not secure ways of sharing personal information and parents do so at their own risk. Grow and Thrive Limited will not share personal sensitive data through facebook messenger and advise individuals to email avoiding the use of names and identifiable information i.e. using initials only. Information sent via facebook messenger will be deleted immediately.
Holding personal information:
We will use your sensitive personal data for the purposes of providing our services to you and to comply with a legal obligation.
We will use your non-sensitive personal data to (i) register you as a new client, (ii) manage payment, (iii) collect and recover monies owed to us (iv) to manage our relationship with you, (v) send you details of our goods and services.
Please note: if you like our facebook page we may use this information to deliver relevant content and advertisements to you and measure and understand the effectiveness of our advertising.
Lawful basis for processing personal information:
Grow and Thrive’s legal grounds for processing your data in relation to points (i) to (iv) above for performance of a contract with you and in relation to (v) above, necessary for our legitimate interests to develop our products/services and grow our business. We also process your data on the grounds of consent when we wish to share client’s personal information with other professions for the best interests of the client. Please see appendix 1&2 in T&C’s
Sharing data with others:
We will share personal information about a client within Grow and Thrive Limited (therapists, contracted associates such as clinical psychologists and associated organisations; Artful Thinking / SMARTS for Life / Motorvate Therapies) in order to share expertise and provide the most effective treatment to individuals.
We will only share personal information with other professionals out with Grow and Thrive when is in the best interests of the client. Others who may require to have this information can include:
• GP
• Education establishment
• Educational psychology
• Paid carers
• Social work department
Consent would be required for each instance of sharing information. For example, parent’s written consent is required before the therapist can attend and provide verbal feedback of input at a school meeting or before a report is shared with the GP.
We will not share your details with third parties for marketing purposes.
We may have to share your personal data with (i) service providers who provide IT and system administration support, (ii) professional advisors including lawyers, bankers, auditors and insurers (iii) HMRC and other regulatory authorities
International transfers.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. They are only allowed to process your personal data on our instructions.
Where is data stored?
Protecting your data is important to us and we have put in place security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
Information is stored within paper files which are kept locked in filing cabinets at Grow and Thrive Limited, Haypark Business Centre, Marchmont Avenue, Polmont FK2 0NZ
Electronic information is held within Microsoft 365 cloud storage and on encrypted laptops/desktop. You can read about Microsoft 365 GDPR compliance here:
We also limit access to your personal data to those employees, associates and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breaches and will notify you and any applicable regulator of a breach where we are legally required to do so.
Retention span:
We will only hold your data for as long as is necessary. If you make an enquiry, do not have any face to face sessions and no further action is required we will delete your data within 3 months of your first contact.
If you commence input from Grow and Thrive which requires face to face contact (including remote contact such as skype or facetime) we open a case file and comply with data retention law relating to children’s records. The law states that children’s records must be kept:
• Until the child is 25 (or 26 if they were 17 when treatment ends) or 8 years after their death if sooner.
• If the child’s illness could be relevant to an adult condition, r have genetic implications for their family, records must be kept until the client’s death.
We may retain your data to satisfy any legal, accounting, or reporting requirements so for example we need to keep certain information about you for 6 years after you cease to be a client for tax purposes.
You have the right to ask us to delete the personal data we hold about you in certain circumstances.
Your rights:
Under GDPR you have the right to obtain information about the personal data we hold/process about you and your child. You are able to exercise certain rights in relation to your personal data that we process. These are set out in more detail at:
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
In relation to a Subject Access Right request, you may request that we inform you of the data we hold about you and how we process it. We will not charge a fee for responding to this request unless your request is clearly unfounded, repetitive or excessive in which case we may charge a reasonable fee or decline to respond.
We will, in most cases, reply within one month of the date of the request unless your request is complex or you have made a large number of requests in which case we will notify you of any delay and will in any event reply within 3 months.
If you wish to make a Subject Access Request, please send the request to Grow and Thrive Limited, Haypark Business Centre, Marchmont Avenue, Polmont FK2 0NZ or email hello@growsalt.uk marked for the attention of the Katy Bennet Operations Lead.
Keeping your data up to date:
We have a duty to keep your personal data up to date and accurate so from time to time we will contact you to ask you to confirm that your personal data is still accurate and up to date.
If there are any changes to your personal data (such as a change of address) please let us know as soon as possible by writing to or emailing Grow and Thrive Limited, Haypark Business Centre, Marchmont Avenue, Polmont FK2 0NZ or email hello@growsalt.uk marked for the attention of the Data Compliance Officer.
Data Breach:
We have protocols in place to reduce the risk of a data breach. We have clear guidelines should there be a data breach. We must inform the regulating body (ICO) within 72 hours of any breach. We must also contact the individuals affected.
Data protection complaints:
We are committed to protecting your personal data but if for some reason you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).
We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
Consent to share information
Please read and complete the options below. You have the right to withdraw consent at any time. Consent will be requested again, prior to any sharing of information to reflect this right of withdrawal.
I agree for my therapist to liaise* with the following other professionals.
*Please note that liaison is a two-way process involving the exchange of information between professionals. This is done in the best interests of the client to ensure that they receive the highest quality care. Liaison can happen verbally either by telephone or in person or may happen in writing such as the sharing of medical reports or written information from schools for example.
Who may we share information with? *
GP Consultant NHS Therapist Other NHS professionals Health visitor Nursery/School Other (to be discussed with therapist) None of the above
Consent for use of video/audio recording and photographs
I understand that this information will be downloaded and stored on Grow and Thrive Ltd computers for up to 7 days. It will then be deleted. This temporary storage of information will be stored securely in line with data protection and secure retention of client information.
Where possible, video will be recorded on families’ devices where you are then able to save or delete as you wish.
I understand that I can withdraw this consent at any time.
I understand that I can discuss the reasons for use of such equipment with the therapist at any time.
Do you consent to the use of video/audio equipment? *
I consent to the use of video/audio recording and photographs I do not consent to the use of video/audio recording and photographs
I agree to Grow and Thrive Limited's Terms and Conditions, Privacy Notice and Consent to Share information and the use of video/audio equipment as expressed in the options I have chosen above. *
Yes No
Print the name of the person undergoing assessment or receiving support *
Print your name (this may be the same or a different name) *
Date *
Signature *