Privacy Policy
How CE SEND Support Hub protects your personal information and complies with UK data protection law
1. Introduction
CE SEND Support Hub is a private tutoring and support service for students with Special Educational Needs and Disabilities (SEND), based in Dunstable, United Kingdom. As a social venture, we are committed to improving outcomes and wellbeing for young people with SEND.
We take your privacy seriously. This privacy policy explains what personal data we collect, why we collect it, how we use it, and how we keep it secure. We recognise that information about young people with SEND is particularly sensitive, and we treat all student data with the highest level of care and confidentiality.
This policy is written in plain English to ensure it is accessible to all families, including those who may have reading difficulties or disabilities.
Our commitment: We will only collect and use your personal information when we have a lawful reason to do so, and we will always be transparent about how we use your data.
Data Controllers: Carol Patterson and Eyisha Mohammed are the data controllers responsible for your personal information.
2. Information We Collect
From Contact and Inquiry Forms
- Parent or carer name
- Parent or carer email address
- Parent or carer phone number
- Student name (optional)
- Student age
- Type of support needed
- Description of educational needs
- Preferred contact method
- Message content
From Active Clients
- Student personal information (name, age, SEND diagnosis if relevant to tutoring)
- Educational information (school, year group, subjects)
- Learning goals and progress tracking
- Session attendance records
- Assessment results and progress reports
- Parent or carer communication records
From Website Usage
- IP address (for security purposes only)
- Browser type and version
- Pages visited
- Referral source
- Device information
Cookies
We only use essential cookies:
- Session cookies (if applicable)
- Cookie consent preference storage
We do not use: advertising cookies, tracking cookies, social media cookies, or analytics cookies like Google Analytics.
Special Protection for SEND Data
We understand that information about young people with SEND is particularly sensitive. This may include details about disabilities, learning difficulties, medical conditions, and educational needs. We treat all such information with enhanced security measures and strict confidentiality.
3. How We Use Your Information
Lawful Basis for Processing
Under UK GDPR, we process your personal data based on the following lawful bases:
- Legitimate Interest: Responding to tutoring inquiries and providing educational support services
- Consent: When you submit a contact form, book sessions, or accept cookies
- Contract: When we enter into a tutoring agreement with you
- Vital Interests: Where necessary to protect the wellbeing of a young person
Purposes for Using Your Data
- Responding to tutoring inquiries and providing quotes
- Delivering personalised tutoring and educational support
- Tracking student progress and learning outcomes
- Communicating with parents, carers, and other stakeholders about student progress
- Meeting our safeguarding obligations
- Improving our services
- Security and fraud prevention
- Legal compliance
Safeguarding Obligations
In accordance with our safeguarding policy, if we become aware of information that suggests a young person may be at risk of harm, we may be required to share this information with relevant authorities (such as social services, police, or educational institutions) even without your consent. This is a legal obligation to protect children and vulnerable young people.
4. Data Sharing and Third Parties
We DO NOT:
- Sell your personal data
- Share student information with advertisers or marketing companies
- Share data for commercial purposes
We MAY Share Data With:
- Parents and Carers: Regular updates on progress and attendance
- Schools and Educational Institutions: Only with your explicit consent, to coordinate support
- Other Professionals: With your consent, if supporting the young person's needs (for example, educational psychologists, speech therapists)
- Safeguarding Authorities: If required to protect a young person (social services, police)
- Web Hosting Provider: To store website data securely
- Email Service Provider: To communicate with families
- Legal Authorities: If required by law
All third parties we work with are UK GDPR compliant and follow strict data protection standards.
5. Data Security
How We Protect Sensitive SEND Student Data
- SSL/HTTPS encryption for all data transmission
- Secure, password-protected servers
- Access limited to authorised tutors only
- Regular security updates
- Physical records stored securely in locked cabinets
- Digital records encrypted
- Regular staff training on data protection and safeguarding
Enhanced security for SEND data: We recognise that information about students with SEND is particularly sensitive. We use enhanced security measures including encryption, access controls, and secure communication channels.
In Case of a Data Breach
If there is a breach of your personal data, we will:
- Notify affected parents and carers within 72 hours
- Report to the Information Commissioner's Office (ICO) if required
- Take immediate action to secure our systems
- Conduct a full investigation and remediation
6. Data Retention
How Long We Keep Your Data
- Inquiry data (no service provided): 2 years from last contact
- Active student records: Duration of tutoring plus 7 years (for safeguarding and legal purposes)
- Student progress and assessment records: 7 years after last session
- Safeguarding records: Indefinitely (as required by safeguarding law)
- Financial records: 6 years (HMRC requirement)
- Website analytics: 12 months
- Cookie consent preference: 12 months
Why we keep records for 7 years: We retain student records for 7 years after tutoring ends to comply with safeguarding best practices and legal requirements. This allows us to respond to any future inquiries about the support provided and ensures we can fulfil our safeguarding obligations.
7. Your Rights Under UK GDPR
As a parent or carer, you have the following rights regarding your and your young person's personal data:
- Access: Request copies of your and your young person's data
- Rectification: Correct inaccurate or incomplete information
- Erasure: Request deletion (subject to safeguarding and legal retention requirements)
- Restrict Processing: Limit how we use your data
- Data Portability: Receive your data in a portable format
- Object: Object to processing based on legitimate interests
- Withdraw Consent: Withdraw consent at any time
- Complain: Lodge a complaint with the ICO (ico.org.uk)
Important Note on Erasure
Due to safeguarding obligations, we may be required to retain certain student records even if you request deletion. We will explain any legal requirements that prevent immediate deletion and discuss what information must be kept and why.
How to Exercise Your Rights
To make a request regarding your personal data, please contact us:
Phone
What to include
Your name and contact details, student's name (if applicable), a description of your request, and proof of identity or parental responsibility if needed
We will respond to all data protection requests within 30 days.
8. Cookies Policy
What Are Cookies?
Cookies are small text files that are stored on your device when you visit our website. They help the website function properly and remember your preferences.
Cookies We Use
We only use essential cookies:
- Session management: Keeps you logged in if applicable
- Security: Protects against attacks
- Cookie consent preference: Remembers your cookie choice
Cookies We DO NOT Use
- Advertising cookies
- Tracking cookies
- Social media cookies
- Analytics cookies (Google Analytics, etc.)
How Long Cookies Last
- Session cookies: Deleted when you close your browser
- Cookie consent preference: 12 months
How to Control Cookies
- Use the cookie banner when you first visit our website
- Click "Cookie Settings" in the footer to reopen the banner
- Adjust your browser settings (note this may affect website functionality)
9. Children and Young People's Data
Special Protections for Young People with SEND
- We only collect student data with parent or carer consent
- Young people aged 13 and over may have input into their own data where appropriate
- We apply extra safeguards for sensitive SEND information
- We provide clear explanations of data use to families
- The young person's wellbeing is paramount in all data decisions
Young people's rights: Young people have the right to be informed about how their data is used in age-appropriate language. We are happy to explain our privacy practices directly to students where appropriate.
10. Safeguarding
Our Safeguarding Commitment
As a service working with vulnerable young people, safeguarding is our top priority. If we become aware of information suggesting a young person is at risk of harm, we have legal and ethical obligations to share this information with appropriate authorities.
When We May Share Information Without Consent
- If a young person is at risk of significant harm
- If required by law enforcement or social services
- If necessary to protect the young person's vital interests
- When required by court orders or legal proceedings
We will always explain our safeguarding obligations to families and involve parents and carers wherever possible, except where doing so would put the young person at further risk.
11. External Links
Our website may link to:
- Educational resources
- SEND support organisations
- Government guidance
- Partner services
We are not responsible for the privacy practices of external websites. Please review their privacy policies when you visit them.
12. Changes to This Policy
We may update this privacy policy to:
- Reflect changes in how we process data
- Comply with legal requirements
- Improve transparency
When we make significant changes:
- We will update the "Last Updated" date at the top of this policy
- We will notify users via a website banner for significant changes
- We will email active clients about material changes
- We will provide a summary of key changes
13. Contact Us
For Privacy Questions or Data Requests
Business Name
CE SEND Support Hub
Data Controllers
Carol Patterson and Eyisha Mohammed
Phone
Location
Dunstable, Bedfordshire, United Kingdom
To Contact the ICO (Information Commissioner's Office)
If you are not satisfied with our response, you have the right to complain to the ICO:
- Website: ico.org.uk
- Helpline: 0303 123 1113
14. Accessibility of This Policy
We recognise that some families may need this information in alternative formats. Please contact us if you need:
- A larger print version
- An audio version
- An easy-read version
- A translation to another language
- An explanation in person or via phone call
Working with Other Professionals
We often work alongside schools, therapists, and other professionals supporting your young person. We will always ask for your consent before sharing information with other professionals, unless safeguarding concerns require immediate action.
Thank you for taking the time to read our privacy policy. We are committed to protecting your personal information and being transparent about how we use it.