Education Psychology and Support Service Privacy Notice

Education Psychology Services, Visual Impairment, Hearing Impairment


What information do we collect about you

For the processing to which this notice relates to be carried out we use the following information:

  • personal information about you, such as: your name, address, telephone numbers, email address, relationship to child
  • personal information about your child, such as: name, information on attendance, progress and attainment and the involvement of other support professionals
  • special category personal information about your child, such as: information about your child’s additional needs if appropriate to the involvement of the Educational Psychology Service

How do we collect information about you?

We collect your information by asking you to complete a Consent Form at the time that our involvement in supporting your child commences. Once you have given your consent we will ask the school/setting and other agencies involved with your child to share information about their involvement with your child.

How will your information be used?

Your information will be used to help with our involvement in supporting your child, providing us with the detail that we need to understand your child’s needs and how best to provide our support ; we may share, with your permission, information with and from other agencies who are, or have been involved in supporting your child.  The information, however, will be shared with schools so as to provide the correct advice and support for your child.

The information used on the Consent Form will be recorded and will be shared with any relevant Council Departments or partner organisations if applicable (e.g. schools, academies, Speech & Language Therapists, Educational Psychologists)

Legal basis for using your information

Personal Data Activity Legal basis - GDPR Article 6 s8 DPA UK Legislation
  (1)(c) to do so is necessary because of a legal obligation that applies to the Council    

Provision of Education, Health &Care Plans

Provision of Support Plans

Provision of Family Plans


Reasonable Adjustments
(1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority  (c) the exercise of a function conferred on a person by an enactment or rule of law

Special Educational Needs and Disability Code of Practice: 0 to 25 years (2015)

Guidance on the special educational needs and disability (SEND) system for children and young people aged 0 to 25, from 1 September 2014

Children and Families Act 2014

Part 3

Education Act 1996

Part IV Special educational needs

Chapter I Children with special educational needs
The Special Educational Needs and Disability Act 2001 (SENDA; DfES, 2001b)
  (1)(a) Because to do so explicit consent is provided to administer and deliver the service    
Special Category Data Activity Legal basis - GDPR article 9 DPA 2018 conditions Other considerations

Provision of Education, Health &Care Plans

Provision of Support Plans

Provision of Family Plans


Reasonable Adjustments
(2)(a) the data subject has given explicit consent to the processing    

• Consent (and withdrawing consent)

The Council collects and uses information about you and your child on the basis that you have given us your consent to do so. You may withdraw your consent and ask us not to use information about you or your child for providing Educational Psychology support by emailing the Head of Service, EPS directly at

• Information required by law

The law allows us to process the information provided on the consent form, however, this means that if you don’t give us this information then we will be unable to support your child or give advice to you or schools/settings.

Who will your information be shared with?

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For educational psychology matters we may need to share your information with:

  • Relevant Council departments including Special Educational Needs & Disabilities (SEND) 
  • Doncaster Clinical Commissioning Group 
  • Doncaster Children’s Services Trust 
  • Educational Settings (schools, childminders, school nurseries, private day nurseries, post 16) 
  • Health Partners: Audiology, Implant Centres, Speech & Language Therapists, Clinical Psychologists, Occupational Therapists and Paediatricians 

We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to; for example, to gain information from other agencies in order to provide support for your child, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we may share your information without your knowledge.

How long will we keep your information?

We will keep your information for only so long as is necessary. Special educational needs data may be retained from the child's date of birth until they are 35.

Your rights

The law gives you specific rights over your information. These rights are:

  • to be informed of our use of information about you; 
  • of access to information about you; 
  • rectify information about you that is inaccurate; 
  • to have your information erased (the ‘right to be forgotten’); 
  • to restrict how we use information about you; 
  • to move your information to a new service provider; 
  • to object to how we use information about you; 
  • not to have decisions made about you on the basis of automated decision making; 
  • to object to direct marketing; and, 
  • to complain about anything the Council does with your information (please see the ‘Complaints’ section below). 

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them.

You can request information about yourself by making a subject access request on this page of the Council’s website.

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.

Data Protection Officer (DPO)

The Council is required by law to have a DPO. The DPO has a number of duties, including:
  • monitoring the Council’s compliance with data protection law;
  • providing expert advice and guidance on data protection;
  • acting as the point of contact for data subjects; and,
  • co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).
The Council’s Data Protection Officer can be contacted by email at 


If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:


Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. 
Last updated: 05 December 2022 11:28:14

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