Privacy Policy

Privacy & Cookie Policy

Last Updated: 18th June 2025

This page outlines how The Speech Grove / Connection Kickstart™ collects, uses, and protects your data — including cookie use and third-party tools. It also outlines Terms of Service.

1. Data Controller Contact

If you have any questions, contact: Carolyn Webb
Email: thespeechgrove@gmail.com
Phone: +353 89 403 4184

2. What Information Is Collected?

Personal data collected includes:

  • Contact details (name, address, phone, email, DOB)
  • Medical/developmental history
  • Educational/clinical records
  • Communication recordings (audio/video, with consent)
  • Administrative/attendance info
  • Financial records (e.g. invoices, card payments)
  • Background intake forms via ActiveCampaign
  • Calendly booking details (including Stripe payments)

Digital data collected includes:

  • Website usage data (via Google Analytics)
  • Cookie preferences (via CookieYes)
  • Email opens and clicks (via ActiveCampaign + Zapier integration)
  • Newsletter interactions, including embedded YouTube content

3. Where and How Information is Collected

  • Directly from parents/guardians or clients
  • Through online forms (ActiveCampaign)
  • Via automated tools (Google Analytics, Calendly, Zapier)
  • Through third-party content (e.g. embedded videos)

4. How Your Information is Used

  • To provide clinical and educational services
  • To contact you about appointments, updates, or changes
  • To process payments and manage finances (Stripe, Revolut, Paypal)
  • To maintain secure records as per GDPR and Irish law
  • To deliver newsletters and manage mailing list interactions (Connection Corner)
  • To analyse website performance and improve content/services

5. Use of Cookies

We use cookies for:

  • Essential site function (form handling, security)
  • Analytics (Google Analytics 4)
  • Embedded content functionality (Google Drive, YouTube, Calendly)
  • Consent management (via CookieYes)

See our full Cookie Policy below for more details.

6. Legal Basis for Processing

We process personal data based on:

  • Consent (e.g. intake forms, newsletter sign-ups)
  • Contractual necessity (e.g. therapy sessions)
  • Legal obligations (e.g. Revenue compliance)
  • Legitimate interest (e.g. improving our services)

7. Data Retention

  • Clinical and coaching records related to children are retained until the child reaches age 25, or for 8 years after the last contact, whichever is longer. This is in line with CORU guidance and ensures that we can respond appropriately to any legal, regulatory, or professional accountability queries that may arise after therapy or coaching has concluded.
  • Financial records: Retained for 6 years in accordance with Revenue requirements. If financial documents contain identifiable clinical information (e.g. name, address, or date of birth of the child), they may be retained in line with clinical record retention guidelines (i.e. until the child is 25 or 8 years after the last contact, whichever is longer) for legal defence purposes.
  • Contact & consent forms: 6 years (or longer for child protection)
  • Financial records: 6 years (per Revenue guidelines)
  • Contact & consent forms: 6 years (or longer for child protection)

8. Data Security

  • Electronic files stored on password-protected devices
  • Physical files kept in locked cabinets
  • External apps (Google Drive, Dropbox, Calendly, Stripe, Zapier, etc.) are used securely and with limited access
  • Carolyn Webb is the sole controller of all client data

9. Your Rights

You have the right to:

  • Access your data
  • Correct inaccurate data
  • Request deletion
  • Withdraw consent
  • Object to processing
  • Lodge a complaint with the Data Protection Commission

Requests can be made via email: thespeechgrove@gmail.com

10. Third-Party Tools We Use (and may use in future)

The Speech Grove uses or may use:

  • ActiveCampaign (forms, newsletters)
  • Zapier (automation)
  • Google Drive (video storage and viewing)
  • YouTube (embedded content)
  • Calendly (booking)
  • Stripe, Revolut, Paypal (payments)
  • CookieYes (cookie banner)
  • Google Analytics (analytics)
  • WeTransfer, Dropbox, Google Calendar, iCloud (as required)

We cannot guarantee the privacy policies of third-party services. We recommend reviewing each service’s privacy policy directly.

11. Consent and Updates

Consent is collected via:

  • Digital intake and consent forms
  • Cookie banners
  • Newsletter sign-up checkboxes

You can withdraw consent at any time. This policy may be updated from time to time. The latest version will always be available at thespeechgrove.com.

12. Cookie Policy Details

We use cookies to improve your experience and help us understand how visitors use our site. This section explains what cookies are, how we use them, and your choices regarding their use.

What are cookies? Cookies are small text files stored on your device when you visit a website. They help websites function properly and collect information to improve services.

Cookies used on our site may include:

  • Essential cookies – required for basic site functionality (e.g. security, form handling)
  • Analytics cookies – help us understand how visitors interact with the site (e.g. via Google Analytics)
  • Marketing/Functional cookies – used by embedded content or third-party tools to improve user experience (e.g. videos, bookings, payments)

Examples of Tools That May Use Cookies:

  • Google Analytics 4 – for anonymous traffic insights such as:
    • Pages visited and time spent
    • Device type and browser
    • Approximate geographic location
    • How you arrived (e.g. social media, search, referral)
    • Clicks, scrolling, and navigation paths
      This data helps us improve our site content and user experience. Google Analytics does not collect personally identifiable information.
  • ActiveCampaign – for form tracking and email interaction analytics
  • Zapier – supports background automation between services (e.g. when a booking is made, it triggers a follow-up email via ActiveCampaign). Does not use tracking cookies directly, but processes user input across tools.
  • Google Drive / YouTube – if videos are embedded on the site
  • Calendly – for appointment booking and timezone detection.
    • Calendly may also connect to tools like Google Calendar to ensure appointments are correctly scheduled. These integrations do not set marketing cookies.
  • Stripe / Paypal / Revolut – for secure online payments
  • CookieYes – to remember your cookie preferences

13. Managing Your Cookie Preferences

We only use cookies after obtaining your explicit consent in accordance with GDPR. Third‑party tools—including Google Analytics, embedded videos, Stripe payments, and calendar links—are only activated after you choose to accept cookies. If you decline, you will still be able to use our website, but these features will be disabled.

You can accept or reject non-essential cookies using our cookie banner. You may also adjust your browser settings or revisit the “Cookie Settings” link in the footer at any time.

We do not sell or share your personal data. Visitors from all countries can review or adjust their cookie preferences using the banner or settings link provided.

For more about how we handle personal data, see the full details above.

To request access or deletion of your personal data, or if you have concerns about this policy, please email thespeechgrove@gmail.com.

California Privacy Notice (CCPA/CPRA)

If you live in California, you have rights under the CCPA and CPRA laws, including the right to:

  • Know what personal data we collect and how we use it
  • Request deletion of your personal data
  • Opt out of future data sales (we don’t sell data)
  • Not be discriminated against for exercising your rights

We collect basic contact info, usage data (e.g. via Calendly and Google Analytics), and limited details from tools like ActiveCampaign, Stripe, and Zapier. We don’t sell or share this data for profit.

To make a request, email: thespeechgrove@gmail.com with “CCPA Request” in the subject line.

Policy Version History:

Version 2.0 – Updated 13th June 2025 to reflect CORU-compliant retention guidance, financial record clarification, expanded third-party tool references, and integration of a full cookie policy including Google Analytics data types.

Version 2.1 – Updated 18th June 2025 to reflect expanded detail on third-party cookies and embedded tools such as Calendly, YouTube, Google Calendar, and Zapier. Clarified data types collected via Google Analytics and how these tools support scheduling, automation, and user experience.

Terms & Conditions

Last updated: 21st June 2025

These Terms apply to all users of this website and coaching clients of Carolyn Webb, Early Communication Specialist and Parent Coach.

1. Coaching Services Only
Connection Kickstart™ provides parent coaching, not therapy or formal assessments. Carolyn Webb is a CORU-registered Speech & Language Therapist in Ireland, but international coaching clients are supported exclusively through a non-clinical coaching model. These services are not intended to diagnose or replace individual therapy.

2. Client Responsibility
Coaching outcomes depend on individual participation, reflection, and application of strategies. Clients are encouraged to seek a local SLT or healthcare provider for long-term support or diagnosis.

3. Payment & Cancellations

  • Connection KickstartTM clients pay per session via Stripe through Calendly.
  • Connection KickstartTMt Premium Access clients pay $3,000 upfront (first session free, remaining 6 paid).
  • Cancellations/reschedules require 48 hours’ notice.
  • Missed sessions without notice will not be refunded.

4. Opting Out & Refunds (Connection KickstartTM Premium Access)
Clients enrolled in the high-ticket coaching package may withdraw from the program at any time. If opting out after the first session but before completing all sessions, 50% of the full program fee will be refunded, minus any payment processing fees.
No refund is provided once 4 or more sessions have been delivered.

5. Use of Materials
Any program materials, recordings, or resources shared during coaching are for personal use only and may not be copied, distributed, or reused without written permission.

6. Receipts & Insurance

  • Irish clients receive dated receipts at program end for insurance claims.
  • International clients receive receipts for their own records.
  • Clients are responsible for verifying insurance eligibility in their country.

7. Platform Use
Sessions are currently delivered via Zoom, but we may transition to Practice Better. Clients are expected to ensure a reliable internet connection and private setting.

8. Changes to Terms
Terms may be updated occasionally. Continued use of the website or coaching services implies agreement to the latest version.