Policies

Privacy policy and Retention of files

Little Steps Play Therapy takes the confidentiality of clients’ data extremely seriously.

This policy explains how I comply with the General Data Protection Regulation regarding what data I hold and how and why I store, process and dispose of it.

 

WHAT DATA DO I HOLD?

  • Clients’ personal details such as name, address, and date of birth.

  • Contact details for parents/guardians/advocates, including name, address, phone number, and email address.

  • Clients’ private therapeutic notes, including background information, assessments and any paper or electronic correspondence relevant to the therapy.

 

HOW IS INFORMATION HELD? 

I will use the above information only in relation to the specific therapy programme requested and the administration of its delivery. I hold contact details securely and for the sole purpose of contacting responsible adults (for example, parents, social workers, teachers) about a child’s therapy. Therapeutic notes will always be kept securely and separately from any contact details.

 

IS INFORMATION SHARED?

I attend regular clinical supervision, where I discuss each client, using their first name only.

Except for clinical supervision, under no circumstances will I share any personal details with any third party unless legally obliged to do so.

When Play Therapy has been requested and contracted by a school, I will complete written reports (for example, at the end of the therapy) and share them with the school. A copy will also be provided for parents/carers. In these reports, a client’s progress will be shared, but their process (what they did or said in the Play Therapy room) will not be shared. This is to ensure client confidentiality is maintained.

 

HOW IS INFORMATION STORED?

I store all client details in a locked filing cabinet, with personal contact details stored separately from therapeutic notes. Throughout my registration with PTUK (Play Therapy UK), I also store all information mentioned above on FORTUNA. This is a secure data management system and, as guaranteed by PTUK, meets GDPR requirements.

 

HOW LONG IS DATA KEPT FOR?

The child’s personal details and private therapeutic information will be retained for the life of the therapist in accordance with PTUK’s retention of records policy.  PTUK’s retention of records policy also details how long other documents, such as emails and incident reports, must be kept for. I will always follow the requirements of my membership body (PTUK) regarding how long I keep data for.

 Madeleine Irwin, Play Therapist, will be responsible for processing and destroying my clinical records in the case of my death.

  

YOUR CONSENT FOR ME TO HOLD YOUR DATA

All data detailed above is held and processed with the consent of the client’s parent as agreed on the signed parental consent form. In the case of children in care, the named social worker gives consent alongside the carer. This can be via email.

YOUR RIGHTS

I hold and process personal details relating to a client’s therapy programme only as specified above in accordance with the General Data Protection Regulation.

 Where there is a lawful basis under the GDPR, clients and parents have the right to:

  • Request a copy of this data;

  • Request correction of any inaccurate or out-of-date data;

  • Request erasure of this data when it is no longer necessary to hold it;

  • Request the transfer of this data to another data controller.

  • Withdraw consent to the processing of this data at any time.

 

ICO registration number:  ZB541864

Insurance Policy number: TBC

Enhanced DBS number: 001956905241

PTUK Membership Number: 2022005913

Policy Completed: 25th May 2026

Review Due yearly: 25th May 2027

Complaints Policy

Little Steps Play Therapy is committed to providing high-quality play therapy, maintaining focus on the ethical principles as set out by PTUK (Play Therapy UK).

Should my service not meet expectations, I welcome feedback so I can evaluate and implement actions.

I take complaints and feedback from children, parents and commissioners (such as schools, local authorities) seriously and complainants will be treated professionally, courteously and with respect at all times.

This policy sets out the procedure to follow when making a complaint and the procedures I will follow when dealing with a complaint.

Children or adults complaining about any aspect of my play therapy practice should follow the following steps:

  • Firstly, request an informal discussion to share concerns. Where possible, resolving issues informally will be a priority.

  • If the outcome of the informal discussion is not satisfactory, children or adults can lodge a complaint in writing by emailing Littlestepsplaytherapy@outlook.com.

  • I will review the complaint and will respond in writing within 15 working days.

  • Every effort will be made to resolve the complaint and to provide a full response within 15 working days. When this is not possible, I will contact you in writing to explain why there is a delay.

  • If my response and/or actions following a complaint do not ease concerns, my membership body, PTUK (Play Therapy UK), can be contacted: Complaints & Concerns Procedure – Play Therapy UK

With regards to vexatious or persistent complainants, I reserve the right to close the case without further engagement.

 

Policy written: 25th May 2026

To be reviewed: 25th May 2027

Completed by: Clare Chaplin

Safeguarding policy

Play Therapist Name: Clare Chaplin

Clare Chaplin recognises that they have a duty to Safeguard Children and is committed to safe and ethical practice which protects children from all types of abuse and harm.

 I recognise that:

  • The welfare of the child is paramount

  • All children, regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity, have the right to equal protection from all types of harm and abuse.

  • Some children may be additionally vulnerable due to the impact of past experiences, levels of dependency, communication needs or other issues.

  • Partnership working with parents, carers, teachers or other agencies is essential in safeguarding children.

I will seek to safeguard by:

  • Listening to children, respecting and valuing them.

  • Ensuring full and enhanced DBS clearance is in place

  • Accessing Safeguarding Training to ensure safeguarding knowledge is in line with current guidance and local procedures.

  • Sharing information on safeguarding good practice with children and parents during initial meetings is a minimum.

  • Sharing information about concerns with Safeguarding Leads and other appropriate agencies.

  • When working within school settings, I familiarise myself with the Safeguarding Policy of the school, including engaging in discussion with the Safeguarding lead of the organisation to ensure safe practice.

  • Maintaining CPD requirements and standards of proficiency as required by my membership body (Play Therapy UK).

Definitions of Abuse

Abuse

A form of maltreatment of a child. Somebody may abuse or neglect a child by inflicting harm, or by failing to act to prevent harm. Children may be abused in a family or in an institutional or community setting by those known to them or, more rarely, by others. Abuse can take place wholly online, or technology may be used to facilitate offline abuse. Children may be abused by an adult or adults, or another child or children.

Physical Abuse

A form of abuse which may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating or otherwise causing physical harm to a child. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces illness in, a child.

Sexual Abuse

Involves forcing or enticing a child or young person to take part in sexual activities, not necessarily involving a high level of violence, whether or not the child is aware of what is happening. The activities may include physical contact, including assault by penetration (for example, rape or oral sex) or non-penetrative acts such as masturbation, kissing, rubbing and touching outside of clothing. They may also include non-contact activities, such as involving children in looking at, or in the production of, sexual images, watching sexual activities, encouraging children to behave in sexually inappropriate ways or grooming a child in preparation for abuse. Sexual abuse can take place online, and technology can be used to facilitate offline abuse. Sexual abuse is not solely perpetrated by adult males. Women can also commit acts of sexual abuse, as can other children.

Emotional Abuse

The persistent emotional maltreatment of a child causes severe and persistent adverse effects on the child’s emotional development. It may involve conveying to a child that they are worthless or unloved, inadequate or valued insofar as they meet the needs of another person. It may include not giving the child opportunities to express their views, deliberately silencing them or ‘making fun’ of what they say or how they communicate. It may include interactions that are beyond a child’s developmental capability, as well as overprotection and limitation of exploration and learning, or preventing the child from participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve serious bullying (including cyberbullying), causing children frequently to feel frightened or in danger, or the exploitation or corruption of children. Some level of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone.

Neglect

The persistent failure to meet a child’s basic physical and/or psychological needs is likely to result in the serious impairment of the child’s health or development. Neglect may occur during pregnancy as a result of maternal substance abuse. Once a child is born, neglect may involve a parent or carer failing to:

  • Provide adequate food, clothing and shelter (including exclusion from home or abandonment)

  • Protect a child from physical and emotional harm or danger

  • Ensure adequate supervision (including the use of adequate caregivers)

  • Ensure access to appropriate medical care or treatment

It may also include neglect of, or unresponsiveness to, a child’s basic emotional needs.

If a child discloses that they are being abused, I will:

  • Reassure the child that it was the right thing to do to tell an adult.

  • Explain that the information must be shared with another person whose job is also to ensure that they are safe.

  • Explain what I will do next (not keep secrets, share with adults responsible for keeping children safe, tell parents that I will be contacting safeguarding leads following a concern)

  • End the therapy session, where necessary, so information can be shared with parents and safeguarding personnel promptly.

  • Record verbatim what the child has said, share this with the school safeguarding lead (when working in schools) or local authority safeguarding personnel (when lone working in private practice).

Record Keeping

In the event of a disclosure or nagging doubt, clear, accurate records will be made using the school’s safeguarding / nagging doubt forms. For private clients, the form attached to this policy will be used.  

Policy Written by: Clare Chaplin

Reviewed Yearly. 

Record useful phone numbers and contact details here, for example, local safeguarding teams, each school’s safeguarding leads, etc.