Policies

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I aim to be as clear as possible about how and why I use information about you/your child, so that you can be confident that your privacy is protected.  This policy describes how I manage your information when you use my services. 

This policy describes the information that I collected when you use my services. This information includes personal information (data) as defined in General Data Protection Regulation (GDPR) 2016 and the subsequent UK Data Protection Bill, 2018. I am the data controller for the information you give me. 

If another party (i.e. Social Care,  the Police) has requested access to your data I will ask for your consent to share information and outline who they are, what they will do with your data and why I need to provide them with the information. There are two legal bases where I do not need to ask for your consent to share the data with a third party: if there is a risk to your child's vital interests or if I have a legal obligation to share the data. 

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DATA PROTECTION AGREEMENT - GDPR

What type of information we have: 

I currently collect and process the following information:

•  Names and contacts details
•  Dates of birth
•  Educational setting details and school history
•  Strengths and difficulties of the student
•  Family history information 
•  Factors that may impact on the student’s situation: early development, medical issues, home life, social and emotional skills and behaviour observations.

The school or other professional reports / communications may also be gathered to contribute to building a holistic picture of the student.

Information /data will not be requested from schools or other professionals without your written permission as parents/carers. Your permission is given by signing the terms and conditions as part of the Parent Information Questionnaire or it can be given by email. If school has requested involvement, parental permission is given by signing the Schools Request for Further Information form.

How we get the information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

•  For communication purposes
• We also receive personal information indirectly, from the following sources in the following scenarios: communications with school / educational settings, multi-agency meetings and communications with other professionals

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: 

• Your consent. (You are able to remove your consent at any time. You can do this by contacting Dr Jo Barham at details on this site.)
• We have a legal obligation.

What we do with the information we have

• We use the information that you have given us in order to contact/communicate with you
•  Information gathered is integrated and used to prepare relevant assessment /consultation work in order to give a full and comprehensive holistic picture of the child in the current situation which is followed up in reports
•  We may share this information with your educational establishment if it has been agreed on the Request for Further Information
•  The information may be shared if there is a Child Protection issue

How your information is stored

• Paper records are securely stored in a locked filing cabinet
• When data is electronic, attachments will be saved to the student’s electronic file and the email deleted. This will be kept on a PC which is password protected
•  Backup copies of electronic data will be kept on an external hard drive …………**** 
• When out of the office, documentation is carried in a locked travel bag, out of sight in a locked car

How long your data is kept

•  Once a report is completed any handwritten notes will be securely destroyed using a shredder or by burning. Any assessment materials may be kept for two months in case questions are raised about the assessment process. They will then be destroyed, as above
•  Electronic (including pupil reports) will be retained for a period of six years. This is so that a record of the report remains available in case the parents lose the copy that was sent to them. Also, the report may be referred to if the pupil is reassessed in the future. 
•  Any paper copies of personal contact details will be shredded at the end of the academic year
•  After six years all remaining records will be destroyed unless there is ongoing involvement or strong reasons for retaining historical data for legal cases

Who the information will be sent to

•  School staff  are routinely invited to attend feedback meetings unless permission is declined by the parent/carer
• Assessment reports are typically only sent to the parents and the school. If the parent is happy to share the report with other professionals, it is their responsibility to forward it 
• All reports will be hard copies or ‘read only’ PDF format so no changes may be made. 

Your data protection rights

Under data protection law, you have rights  including:

• Your right of access - You have the right to ask for copies of your personal information
•  Your right to rectification - You have the right to ask to rectify information you think is inaccurate. You also have the right to ask to complete information you think is incomplete. Please contact me to updated the information without undue delay
•  Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances
•  Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances
•  Your right to object to processing - You have the the right to object to the processing of your personal data in certain circumstances
•  Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation/ E.P., or to you, in certain circumstances

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact me at the email address on this site if you wish to make a request.

There are some circumstances when data is not deleted – for example if there is a safeguarding obligation which overrides data protection rights. 

How to complain

Please contact Dr Jo Barham in my role of Data Protection Officer . 

Alternatively you can also complain to the ICO if you are unhappy with how I have used your data.

The ICO’s address: 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113