DS Educational Psychology Ltd aims to be as clear as possible about how and why we use information about you, so that you can be confident that your privacy is protected.
This policy describes the information that we collect when you use our services. The security of your personal data has continuously been addressed by reference to the British Psychological Society’s (BPS) Code of Conduct and the Health & Care Professionals (HPCP) Standards of Conduct, Performance and Ethics, and this is now further enhanced by the implementation of the GRPD. We may need to collect information that includes personal information as defined in the General Data Protection Regulation (GDPR) 2016 [and the subsequent UK Data Protection Bill that is expected to be enacted in 2018]. The policy describes how we manage your information when you use our services, if you contact us or when we contact you.
We use the information we collect in accordance with all laws concerning the protection of personal data, including the Data Protection Act 1998 and the GDPR 2016. As per these laws, David Soares is the data controller; if another party has access to your data we will tell you if they are acting as a data controller or a data processor, who they are, what they are doing with your data and why we need to provide them with the information.
What personal information do we collect and when do we collect it?
Given the nature of the service, the purpose for collecting and processing personal data is to conduct a psychological assessment. Therefore, we have a legitimate interest to collect data relevant to the process of forming a professional opinion. This information can include:
- Your name and the name of the individual for whom the service is being accessed.
- Your contact details including a postal address, telephone number(s) and electronic contact such as email address.
- Background information provided by you via our initial questionnaire, email and telephone contact, and face to face discussion. This might include date of birth, medical information, developmental history, family circumstances, strengths and difficulties, previous assessment reports
- Information collected from the School Questionnaire, which might include current attainments and teachers’ viewpoints on your child’s strengths and difficulties in school. We collect this information only with your consent, providing you with the questionnaire to forward to school.
- Information collected as part of an Educational Psychology assessment.
Why the Information is Collected and Used?
The intended purpose for processing personal data is to conduct a psychological assessment/consultation. We need to process personal data in order to fulfil our contractual obligations to undertake this. The Psychologist will not use the data for any other purpose. The Psychologist will only become involved with a child when signed consent for their involvement is received from the child's parent or other adult with parental responsibility. We will process all personal data that is shared with us for the purpose of the assessment and will do so lawfully, fairly and in a transparent manner. Therefore, processing of personal data is necessary if we are to fulfil our contract with schools, Local Authorities and other settings.
The specific work carried out will vary according to the individual's needs and the concerns being investigated. The list below shows the range of supportive activities that might be carried out:
- Classroom observation
- Observation in other settings in school, for example in a small group teaching session or nurture group;
- Discussion with the Special Educational Needs Coordinator (SENCo), or head of learning/student support if the setting is FE or HE college;
- Discussion with class teacher/form tutor and any other school/college staff (for example, Teaching Assistant, Mentor, School Counsellor, head of year);
- Work alongside the child or young person in class (for example, in Foundation Stage it is often more helpful to assess a young child through the usual play activities that are offered);
- Individual assessment work. This might involve using tests, questionnaires or interview techniques for eliciting views;
- Discussion with other external professionals who are working with a parent or child/young person (for example, speech therapist, learning support teacher);
- Scrutiny of reports or other written information completed by other external professionals working with you or your child/young person;
- Scrutiny of school/college information, including SEN records;
- Therapeutic work or Group work.
Where do we keep the information?
Paper-based notes, questionnaires and assessment materials are held in a secure home office and are destroyed by shredding on completion of the written report or record of involvement; the written report will contain all the relevant information gathered, assessment findings and conclusions.
Electronic-based notes, reports, invoices and emails are held on a personal computer that is located in the secure home office; the computer is password protected and the hard drive encrypted, and the computer has up-to-date firewall and anti-virus software.
Q-Global is an online scoring system from Pearson Clinical and this is used when completing an assessment; access is via a password and dual authentication process. The information stored includes the individual’s first name, initial of surname, date of birth and date of assessment. Pearson are not given permission to collect any data. Once the assessment report has been completed the individual’s details are deleted.
Reports are backed up on a password protected and encrypted portable hard drive, which is stored in a locked filing cabinet.
Reports are emailed to clients using an encrypted email service called Egress Switch, which clients access via a web-based and password protected site. An alternative method used when Egress Switch is not an option is a password protected zip file using WinZip. Egress Switch and WinZip are GDPR compliant.
Once reports have been received by the client, it is their responsibility to store it and share it as they see fit. In the case of an organisation like a school, university or assessment centre, this will be within the context of their own GDPR policy.
How long do we keep the information?
Any papers associated with the assessment are shredded and disposed of soon after the completion of the assessment report.
We keep the electronically file held information from the assessment of a child until that child is 23 (18 years plus 5). This is to ensure that we are able to provide consistent and accountable services and build on the picture of need and progress for the individual throughout their education and training. If you wish the information to be destroyed before this time we will do so on request.
Who do we send the information to?
When the service is commissioned by a parent or student, we send the report directly to the parent or student, via a secure email system called Egress Switch, which is GDPR compliant. When the service is commissioned by a school, university or assessment centre, we send the report to the commissioning organisation as the client’s contract is with them; these organisations will be working within the confines of their own GDPR policy. We still use the secure email system Egress Switch or occasionally a password protected zip file, using WinZip, which is also GDPR compliant. Very rarely we may be required by law to provide the report to a third party.
How can I see all the information you have about me?
You can make a subject access request (SAR) by contacting the Data Protection Officer, Dr David Soares. We may require additional verification that you are who you say you are to process this request.
We may withhold such personal information to the extent permitted by law. In practice, this means that we may not provide information if we consider that providing the information will violate your or your child’s vital interests
What rights do you have over your data?
Under the GDPR, parents, pupils and clients have the following rights in relation to the processing of their personal data:
- To be informed about how we process your personal data (This notice fulfils its obligations)
- To request access to your personal data that we hold and be provided with a copy of it
- To request that your personal data is amended if inaccurate or incomplete
- To request that your personal data is erased where there is no compelling reason for its continued processing
- To request that the processing of your personal data is restricted
- To object to your personal data being processed
Disclosure of your information:
We may disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply any agreements; or to protect the rights, property, or safety of DS Educational Psychology Ltd personnel, or others. This includes exchanging information with other organisations for the purposes of safeguarding or other statutory regulations we have to comply with.
Link to further GDPR information:
Please be aware that we do not have any control over the information on this site and it should only be used for additional information.
If you have any concerns about the way we handled your personal data or would like any further information, then please contact us as outlined below.
DS Educational Psychology Ltd Contact:
Telephone: 07395 990599
You also have the right to lodge a complaint with the UK data protection regulator, the Information Commissioner’s Office (“ICO”). Contact details are below:
First Contact Team, Information Commissioner’s House, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Tel: 0303 123 1113.
For further information on your rights and how to complain to the ICO, please refer to the ICO website https://ico.org.uk/concerns