Privacy Notice

SEND Support Services Privacy Policy

Our contact details

Name: Laura Castello

Address: 12 The Crescent, Market Drayton, TF9 3JE

Phone Number:07592 394 938

Email:admin@sendsupportservices.net

This privacy notice was completed September 2022.

The type of personal information we collect

We will collect data about you and your child/young person you contact us about, and where relevant we may collect data about other family members. When you provide information about others, we will presume that you have sought consent to share that data from the person whom the data relates to.

We may also collect some categories of personal data, such as information about your child or young person’s medical conditions. These are called “special categories of personal data”. By sending us information and data that does not relate to you we are presuming you have gained consent from the individual whose information you are sharing.

SEND Support Services collects and uses your personal data:

-to pursue our legitimate interests such as:-

-to ensure you can access our services and receive advice, support and guidance in relation to the SEND Process.

-monitoring our performance and services that we provide to you

Initial contact

When you contact us with an enquiry regarding our services, we only collect data that will help us satisfy your enquiry. This information includes your name, email address, and telephone number.

If you decide not to proceed with using our services, we will delete your data within 12 months. If you would like for us to delete your information quicker, please contact us.

While you are accessing our services

We will collect relevant data about you and your child which allows us to provide a tailored service to you. This will include allowing us to provide guidance and information relating to the SEND System and/or helping to fill out assessments/applications/documents and compiling responses to third parties.

After the services have ended

We audit our data every September, and if you are no longer using our services we will delete any data we have of you and the child/young person.

Conducting a transaction on our website

When you conduct a transaction on our website, we may collect personal information such as your name, address, telephone number, child’s name.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you, either by forms that you fill out and submit via Wix or direct to our email, and during virtual meetings and through any documents you submit to us via our email address or our social media platforms.

Under the UK General Data Protection Regulation (UK GDPR) we are required to state what lawful basis we rely upon to process your personal data. This has been outlined below.

Initial contact

We rely on legitimate interest to process your data and ensure that parents can access our services.

While you are accessing our services

We rely on legitimate interest to process your data to ensure we can provide tailored guidance/support to parents of SEND children. It also enables us to monitor the services and support we provide to parents.

When we request Special Category Data, such as data relating to the health of your child, we will always gain your Explicit Consent to process this data in the ways set out in this policy.

Conducting a transaction on our website

We rely on legitimate interest to process your data in order for you to access our services.

Do we share your data with third parties?

On occasion we may use a contractor to carry out tasks. All our contractors have a contract in place which stipulates what they can do with your data, including how they can store it. Your data will not be processed for any other intended purposes outside what has been identified above.

How we store your personal information

We will store any data that you have provided to us willingly, including your name, address, and contact details.

Your information is securely stored in a secure filing cabinet. We audit this data every September and delete data of clients that no longer require our services. All paper based data is shredded and disposed of.

We may also use cloud systems to process your data, for example, Google Workspace and Microsoft 365. There is a risk that the cloud services may store your data in servers outside of the EU. However, we have a Data Processing Agreement in place to help keep your data secure. Google Drive encrypts data at rest in the Drive, and data in transit to and from the Drive. If you do not wish for us to store your data in cloud systems, please write to us and let us know.

We have additional measures in place to keep your data secure, including password protected files, access levels for staff and secure login methods. We will audit all data in September of every year and and destroy data that Is no longer necessary
for us to keep in order to provide our service to you. You can also request that Send Support Services delete any data we store about you or your child by emailing admin@sendsupportservices.net

We will store your name and telephone number in our secure business mobile phone. We will audit these numbers every September and delete the contact details of any clients who longer require our services.

We will delete any text messages, emails, social media messages if they have no relevance immediately. If they have relevance we will either print them off and store them in a locked cabinet or we will file them electronically. Inline with our retention policy, we will review the data we hold in September of each year and delete the data of clients who longer require our services.

What happens if you do not supply the data?

In order for us to provide the services you request, we need your personal data to provide you with a tailored service, or supply you with accurate guidance and/or information. Therefore, if you do not provide the personal data, we can not provide the services.

Additional information for visitors to our website

Our company is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to sell our products and services to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall.

Your data when making payments

Papal: To visit PayPals privacy policy please visit this site

https://www.paypal.com/uk/webapps/mpp/ua/privacy-full

WIX booking or invoice:

https://www.wix.com/about/privacy

Cookies are small pieces of data stored on a site visitor's browser. They are typically used to keep track of the settings users have selected and actions they have taken on a site.

The below first party Cookies may be placed on your computer or device. We have detailed the name, purpose and whether they are strictly necessary.

ssr-caching - The ssr-caching cookie is set by WIX and indicates how a site was rendered - Yes

XSRF-TOKEN - The cookie is set by Wix website building platform on Wix website. The cookie is used for security purposes - Yes

hs - Wix platform sets this cookie for security purposes - Yes

svSession - Wix platform sets this cookie to identify unique visitors and track a visitor’s session on a site - Yes

bSession - Registers which server-cluster is serving the visitor. This is used in context with load balancing, in order to optimize user experience -Yes

fedops.logger.defaultOverrides - Used for stability/effectiveness measurement

How do we communicate with site visitors?

We may contact you to send reminders about your appointments, or to contact you to amend/cancel previous bookings.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

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 personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information 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 us at admin@sendsupportservices.net if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, your can

Write to us: 12 The Crescent, Market Drayton, TF9 3JE

Email us: admin@sendsupportservices.

You can also complain to the ICO if you are unhappy with how we 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

ICO website: https://www.ico.org.uk

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it.