Any data we have will be held in compliance with UK Data Protection legislation, the EU General Data Protection Regulation (GDPR) and with all other laws concerning the protection of personal information, including the Privacy & Electronic Communications (EC Directive) Regulations 2003. We may update this policy from time to time, so please ensure you periodically check back to review it.
What information do we hold?
When you visit our website, we collect information about you that you provide to us when you submit an enquiry via our webform, make a telephone enquiry or send us an email.
When a client/learner contacts us regarding specialist support or an assessment, we collect a range of information to help fulfil that service provision. This may include:
- Personal identifiers and biographical information, for example name and/or date of birth
- Contact details – for example home address, email address and telephone number
- Sensitive personal data – for example, details of why an individual seeks an assessment, details of a disability or specific learning difficulty, details of support a client/learner may have had in the past, assessment data, and notes written during and after support or assessment sessions or after other contact with client/learner
- Dates of meetings held with a client/learner
- Family Details – for example details of other family members a client/learner or a client/learner’s school/college/workplace have given.
Why do we collect your data?
Information is provided directly by you. If you decide not to provide relevant information, this may hinder our ability to respond to your enquiry efficiently and may mean that we will not be able complete work or provide the service that you have requested.
The information you provide will help us to plan and provide the services requested. These include attending meetings, direct teaching, Exam Access Arrangements and Screening and Full Diagnostic Assessments for Specific Learning Difficulties.
When an assessment is requested, as a client/parent/carer you sign and give permission for the full assessment to take place. As part of the information gathering process you give permission for the assessor to access information from other agencies, and for that information, and other information from the completed questionnaire, to be included in the report and for the report/outcome of an assessment, when appropriate, to be shared with relevant professional practitioners.
Who might we share this information with?
Other than relevant professionals mentioned above, we do not share your personal data with anybody. Any school who commissioned and paid for an assessment will also receive a copy of the report, and that will be subject to their data protection policy.
Access to your personal information
Under GDPR, you are entitled to view, amend, or delete the personal information that we hold. Email your request to firstname.lastname@example.org or contact your assessor. Please note that requests from clients/learners to delete data relating to an individual will be considered on a case by case basis. However, there may be occasions when we are unable, for example for legal reasons, to remove all assessment records.
How is your data stored?
- All handwritten notes relating to an initial enquiry and referral forms are kept as a hard copy.
- All session/assessment notes, test forms and other supporting paperwork are kept as a hard copy.
- Assessment reports are stored electronically on a hard drive or in the cloud.
- All hard copies as described above are kept securely locked away.
- Reports kept electronically are password protected and/or encrypted and all data is protected by up to date software security.
How long do we store your data for?
All reports and supporting paperwork will be kept securely for six years after the subject has reached 18, or, when the client is an adult, kept for seven years.
How do we dispose of stored data?
- All hard copies of paperwork will be securely shredded.
- All electronic copies will be deleted. This will be done through physical destruction of the media, using secure deletion software or by contacting the cloud provider.