Data Protection Policy | The SEND Solution

Introduction

The SEND Solution Ltd (Company Number: 17223181) is committed to protecting the personal data of our clients, website visitors, and all individuals whose information we process. This policy sets out how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who we are

The SEND Solution Ltd is the data controller for personal data collected through this website and in the course of providing our SEND consultancy and advocacy services. Our registered office is at Suite G04, 1 Quality Court, Chancery Lane, London, England, WC2A 1HR.

If you have any questions about how we handle your data, please contact us at [email protected].

What personal data we collect

We may collect and process the following categories of personal data:

Identity data: name, title, and relationship to the child or young person;
Contact data: email address, telephone number, and postal address;
Case data: information about your child or young person's SEND needs, EHCP status, school placement, and any tribunal or appeal proceedings;
Financial data: payment information processed securely through our payment provider;
Technical data: IP address, browser type, and website usage data collected via cookies and analytics tools;
Communications data: records of correspondence between you and The SEND Solution.

We may also process special category data relating to a child or young person's health, disability, or educational needs where this is necessary to provide our services. We will always obtain your explicit consent before processing such data.

How we use your personal data

We use personal data for the following purposes:

To provide SEND consultancy, advocacy, and case management services;
To communicate with you about your case, bookings, and enquiries;
To process payments for our services;
To comply with our legal and regulatory obligations;
To improve our website and services;
To send you relevant updates and information where you have consented to receive these.

Legal basis for processing

We process personal data on the following legal bases:

Contract: where processing is necessary to perform a contract with you or to take steps at your request before entering into a contract;
Legal obligation: where processing is necessary to comply with a legal obligation;
Legitimate interests: where processing is necessary for our legitimate business interests, provided these are not overridden by your rights;
Consent: where you have given clear consent for us to process your personal data for a specific purpose, including the processing of special category data.

Data retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. Client case data is typically retained for six years following the conclusion of a matter, in line with standard professional practice. We will securely delete or anonymise data when it is no longer required.

Data security

We have implemented appropriate technical and organisational measures to protect personal data against unauthorised access, loss, destruction, or alteration. Access to personal data is restricted to staff and associates who need it to perform their duties, and all such individuals are bound by confidentiality obligations.

Your rights

Under UK GDPR, you have the following rights in relation to your personal data:

Right of access: to request a copy of the personal data we hold about you;
Right to rectification: to request correction of inaccurate or incomplete data;
Right to erasure: to request deletion of your data in certain circumstances;
Right to restrict processing: to request that we limit how we use your data;
Right to data portability: to receive your data in a structured, machine-readable format;
Right to object: to object to processing based on legitimate interests or for direct marketing;
Rights related to automated decision-making: we do not use automated decision-making or profiling.

To exercise any of these rights, please contact us at [email protected]. We will respond within one month of receiving your request.

Complaints

If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113. We would, however, appreciate the opportunity to address your concerns directly before you contact the ICO.

Changes to this policy

We may update this Data Protection Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.