Policies | SEND Advocacy with Charlea

SEND Advocacy with Charlea is committed to protecting your personal data and handling it in line with UK GDPR and data protection legislation.

What information I may collect:

• Your name and contact details (email, phone number)
• Information you choose to share about your child and their needs
• Relevant documents (e.g. EHCPs, reports, correspondence)

How your information is used:

• To provide SEND support and guidance tailored to your situation
• To communicate with you about your enquiry or service
• To prepare documents or support you in meetings

Lawful basis for processing:

Your information is processed under the lawful basis of legitimate interest (to provide SEND support services) and consent (where you choose to share information and documents with me).

Special category data:

Some information shared may be considered sensitive (such as health or developmental needs). This is only processed where necessary to provide appropriate SEND support and is handled with additional care.

Data sharing:

Your information will not be shared with third parties without your consent, unless required for safeguarding reasons or by law.

Data retention:

Your information will only be kept for as long as necessary to provide support and meet legal, insurance, or record-keeping requirements.

Typically:
• General enquiries: up to 6 months
• Client work and documents: up to 6 years

After this time, data will be securely deleted.

How your data is stored:

All reasonable steps are taken to ensure your data is stored securely, including password-protected systems and secure digital storage.

While every effort is made to protect your data, no system can be guaranteed as completely secure, and information shared electronically is done so at your own discretion.

Your rights:

You have the right to:
• Request access to your personal data
• Request correction of inaccurate information
• Request deletion of your data where appropriate
• Withdraw consent at any time

Confidentiality

All information you share with SEND Advocacy with Charlea is treated as strictly confidential.

This means:
• Your personal information and documents will not be shared without your consent
• Your situation will not be discussed outside of your case
• Any examples used for learning or development will be fully anonymised

Exception:
Confidentiality may be broken if there is a safeguarding concern where a child or individual is at risk of harm. In these situations, appropriate action may be taken in line with safeguarding responsibilities.

Communication

Communication will take place via email, phone, or agreed platforms such as Zoom or Microsoft Teams.

Please be aware that:
• Email is not always a fully secure method of communication
• You should avoid sharing highly sensitive information unless necessary

Insurance

SEND Advocacy with Charlea is fully insured through Hiscox.

This includes:
• Professional Indemnity Insurance
• Public Liability Insurance

This ensures that all services are delivered with appropriate professional protection in place, providing reassurance for families accessing support.

ICO Registration

SEND Advocacy with Charlea is registered with the Information Commissioner's Office and complies with UK data protection regulations.

Disclaimer

SEND Advocacy with Charlea provides guidance and support based on professional experience and knowledge of the SEND system.

This service does not provide legal advice. Where legal support is required, appropriate signposting will be provided.