Privacy notice for Early Years and Family Support Service SEND Information Advice and Support Service (SENDIASS)

What do we use the information for?

SENDIAS team collect, process and hold your personal information to deliver impartial information, advice and support to parents/carers of children with special educational needs and disabilities, health and social care. This includes:

  • publishing information on the Local Offer website
  • offering telephone and face-to-face advice to parents/carers and undertaking casework.

What information do we hold and use?

We collect and process the following information:

  • Personal information (such as full names, address, date of birth, telephone numbers, email addresses)
  • Characteristics (such as ethnicity, language, gender, disability, home circumstances, health information)
  • Reports and assessments from other professionals related to the child or young person
  • Details of doctors, school , college, early years setting, and other professionals involved with the child or young person.

On what grounds do we use the information?

We collect and process this information under the following:

  • Children and Families Act 2014
  • Children Act 1989.

We process personal data for the following reasons:

  • GDPR Article 6(1)(c) - processing is necessary for compliance with a legal obligation to which the East Riding of Yorkshire Council are subject.

We process special category data for the following reasons:

  • GDPR Article 9(2)(c) – processing is necessary to protect the vital interests of the data subject or of another natural person.

How do we collect this information?

We may collect information in the following ways:

  • Face to face meetings
  • Online forms
  • Telephone
  • E-mail
  • Text messages
  • From other professionals where relevant (e.g. Doctors, Schools , College, Early Years setting).

Who do we share your information with?

We may disclose your information to others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation. We may share it with other local authorities and police in required for an investigation.

We may also need to share information with external organisations such as:

  • schools
  • academies
  • colleges
  • early years settings
  • the NHS.

The reasons why we may share your data with other public bodies are as follows:

  • Where necessary to protect individuals from the risk of harm or injury
  • In relation to safeguarding concerns
  • Where we are required to as part of an inspection e.g. Ofsted.

As an impartial service we would only share your information for the above reasons, if we feel the need to discuss your case with other departments to help reach a resolution for your circumstances we would discuss this with you and seek written consent usually via email for this.

How long do we store it and is it secure?

The SENDIAS team has retention schedules in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law. Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your case.

For information on how long your information will be held visit the retention page.

What rights do you have?

The rights that you have depend upon the grounds upon which we collect your information. All of the rights you could have are outlined on the data protection rights page.

In most cases, people who have been involved with SENDIAS team will be covered by the following rights:

  • The right of access - you are entitled to see the information the service holds about you.

  • The right to rectification - we will amend information accordingly, if any information that the service holds about you is incorrect.

  • The right to restrict processing - you may wish to limit how we use your data.

  • The right to object - in addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions.

  • • The right to erasure/right to be forgotten - in certain circumstances, you may be able to ask for some of the information we hold to be deleted.

To exercise any of your above rights, please visit the data protection rights page for more information.

Where can I find out more?

If you want to know more about how the council uses information, your rights or 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; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner's Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices.

Information Commissioner’s Office

When was this privacy notice last updated?

We will continually review and update this privacy notice to reflect changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 8 September 2023.

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