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Privacy Notice

How We Use Client Information:

The categories of client information that we collect, hold and share include: 
•    Personal information (such as name and address) 
•    Characteristics (such as ethnicity, language, nationality)
•    Special educational needs information (such as category and description of SEN) and information about medical and developmental history and disabilities 
•    Assessment information (such as results of tests administered, information collected during interviews, standardised and non-standardised assessment information)
•    Assessments with children and young people may also be videoed, for safeguarding purposes. 

Why We Collect and Use This Information:
We use the pupil data: 
•    To complete psychological assessments and consultations 
•    To monitor the effectiveness of our service 
•    To comply with the law regarding data sharing


The Lawful Basis on Which We Use This Information:

We collect and use pupil information under on the following lawful bases: 
•    Consent – The client has given clear consent to process data for a specific purpose (completion of educational psychology assessments and consultations). In the case of children, consent has been given by the child’s parent or legal guardian. 
•    Contract – The processing is necessary for the contract with clients to be fulfilled. 
•    Legal Obligations – The processing is necessary to comply with the law. 
•    Legitimate Interests – The processing is necessary for our own legitimate interests or those of a third party.

Storing Client Data:

The completed educational psychology report will be stored electronically on a computer for a maximum period of four years, accessed by password and only by the author of the report. It is the responsibility of those commissioning the report to keep the electronic copy safe once received. In order to adhere to data protection, reports are emailed to the school or parent who commissioned the report, with password protection. The password will be sent in a separate email to the report. Any other written information that the client shares as part of assessment (such as school reports) will be shredded on completion of the educational psychology report. 

Video recordings will be stored on a secure iCloud system, which is fully compliant with GDPR, accessed by password and only by the assessor. Recordings are destroyed within 30 days. Where we use third party platforms to aid our word, all files are password protected and accessed only by assessor. Administration have restricted access to third party platforms, for the purposes of troubleshooting only.

Who We Share Client Information With:

For work commissioned by parents: Information is only shared with parents. It will not be shared with schools or other professionals, unless specific parental consent (written or verbal) has been obtained. 
For work commissioned by schools: Information is shared with the commissioning school and, in the case of individual pupil assessments and consultations, with the parents or legal guardians of the child. 
We will share information without consent if it required by law, directed by a court of if the benefits to a child that will arise from sharing the information outweigh both the public and individual’s interest in keeping the information confidential.

Requesting Access to Your Personal Data:
Under data protection legislation, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact: Aimee Swithenbank, Educational Psychologist. 

You also have the right to: 
•    object to processing of personal data that is likely to cause, or is causing, damage or distress 
•    prevent processing for the purpose of direct marketing 
•    object to decisions being taken by automated means 
•    in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and 
•    claim compensation for damages caused by a breach of the Data Protection regulations 

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at referencing Swithenbank Psychology Limited, ICO registration number ZA841533. 

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