North Lincolnshire SENDIASS

Privacy notice

The North Lincolnshire SENDIASS provides a self-referral service for parents and carers, young people, and children offering information, advice and support relating to a

child or young person’s Special Educational Need or Disability (SEND).  North Lincolnshire Council are joint commissioners of SENDIASS with the North Lincolnshire Clinical Commissioning Group (CCG).

Short Privacy Notice – SENDIASS

The North Lincolnshire Special Educational Needs and Disability, Information, Advice and Support Service (SENDIASS) is a confidential service for parents, carers, young people and children.  It works on a self-referral basis to offer advice and support relating to a child or young person’s Special Educational Need or Disability (SEND).

Wherever it is not necessary to use personal data we only use anonymised data.  Any personal data will be handled in accordance with the General Data Protection Regulation / Data Protection Act 2018 and other relevant legislation, and will not be disclosed to any other third party, unless this is allowed or required by legislation.  For further details can be found in the Full SENDIASS Privacy Notice on the North Lincolnshire Council Data Protection and Privacy web page.

Full Privacy Notice – SENDIASS

Data Controllers

North Lincolnshire Council and the North Lincolnshire Clinical Commissioning Group (CCG).

Contact details

The contact details for SENDIASS are as follows:

Hewson House – SENDIASS Team

Station Road

Brigg

North Lincolnshire

DN20 8XJ

Email: help@nlsendiass.org.uk

Telephone: 01724 277665

Website: North Lincolnshire SENDIASS

Who are we and what do we do?

This Privacy Notice tells you about the North Lincolnshire Special Educational Needs and Disability, Information, Advice and Support Service (SENDIASS) and explains what information is held, how it is used, how it is kept safe and secure and who it is shared with.

The North Lincolnshire Special Educational Needs and Disability, Information, Advice and Support Service (SENDIASS) is a confidential service for parents, carers, young people and children that works on a self-referral basis to offer advice and support relating to a child or young person’s Special Educational Need or Disability (SEND). In circumstances where an individual may find it difficult to contact the service, with consent, a family member, friend or a professional can contact the service on their behalf.

The service is jointly funded by North Lincolnshire Council and NHS North Lincolnshire Clinical Commissioning Group however operates at arm’s length.  The service may also receive external funding to support delivery of specific work programmes or contracts.  Most of the information we hold comes from those who seek advice from SENDIASS, however with consent we do at times retrieve additional information from local services and organisations including council teams, health, schools and colleges.  This is to enable the resolution of issues reported to SENDIASS.  You are under no obligation to provide your information or consent to retrieve information from others, however not doing so may limit the range of support we may be able to offer.

North Lincolnshire Council have four roles, as follows:

  • Commissioner
  • Practice
  • Strategic
  • Line management

North Lincolnshire Clinical Commissioning Group (CCG) have three roles, as follows:

  • Commissioner
  • Practice
  • Strategic

These roles are explained below:

  1. Commissioner

The council is joint commissioner of SENDIASS with the North Lincolnshire Clinical Commissioning Group (CCG).  As commissioners they receive performance reports and information as set out in the Service Level Agreement (SLA).  This information is anonymous and combines activity, population (demographic), feedback on effectiveness and quality.

Commissioners may request contact with service users via the Service Provider to ask for their opinion of the Provider.  This could be bespoke feedback or specific questions as part of standard feedback processes.

Commissioners will also receive anonymised Case Studies.

Commissioners could also receive complaints or comments about SENDIASS.

  • Practice (case based)

SENDIASS may contact local services, including those provided by North Lincolnshire Council such as the Special Education Needs and Disability (SEND) Team and the Children’s Disability Service. The team may contact the CCG and its commissioned health services. In addition, SENDIASS may contact local education providers. This would be to discuss individual cases and to make representation/challenge, such as by reminding them of their responsibilities.  This may involve discussing issues or working through individual experiences.  This information will be shared with consent.

In some cases information will be shared anonymously where a parent or child does not wish to share their details with the council or the CCG.  In these instances names will not be shared and limited information will be provided to ensure that the parent and child cannot be identified.

If we have reason to believe a child, young person or vulnerable adult is at risk of harm we will share personal information without consent in line with local safeguarding policies.

  • Strategic

SENDIASS have a role in ensuring that the voices and views of children and young people with Special Educational Needs and Disability (SEND) and their families in North Lincolnshire are heard, collected and shared with North Lincolnshire Council and CCG in order to inform and influence policy and practice at a local level.  This information will primarily be anonymised and collated at a thematic level.

Individuals are informed that their information may be used in this way.

If we have reason to believe a child, young person or vulnerable adult is at risk of harm we will share personal information without consent in line with local safeguarding policies.

  • Line Management

SENDIASS are hosted at arm’s length in North Lincolnshire Council with the Service Manager Commissioning (Quality & Participation) directly line managing the SENDIASS Manager.  This relationship may involve discussion of anonymised cases however the function is primarily for line management, including supervision, coaching and advice/guidance.

The purpose of this notice

The purpose of this notice is to inform you how the North Lincolnshire SENDIASS works the type of personal information held, how the information is used, how it is kept safe and secure, and who it is shared with.

What do we mean by personal confidential data?

Personal data relates to living persons and is information that can be used to identify an individual such as name, date of birth, address or postcode.

What data do we have?

The personal data collected includes:

  • Name of the parent or carer
  • Child’s name
  • Address
  • Child’s age and date of birth
  • Email address
  • Telephone number
  • Details of parental responsibility
  • Details about how you would like to be contacted
  • Details relating to the child’s education

We currently collect and process the following special category personal data:

  • Ethnicity
  • Information relating to the child’s disability / needs, such as level of Special Educational Need – School Support or an Educational Health Care Plan.

There are times when individuals contact the SENDIASS service and choose to remain anonymous.  In these instances, information and advice would still be provided and a record kept that is marked anonymous.

What do we do with the data we have?

We use the data to:

  • To inform on-going casework
  • To have an accurate on-going record of enquiries to the service
  • To provide face to face and telephone support and advice
  • To carry out regular monitoring
  • To analyse services and their demographic reach
  • To identify and build up anonymous statistics about things that parents/carers and children / young people are concerned about and the difficulties they are facing
  • Service evaluation and improvement
  • To discuss children or young people with the council, the CCG, the voluntary sector and education settings in relation to case work enquiries
  • To assist with complaints and dispute resolution

We use anonymised data for reports, case studies and statistics. In addition, anonymised data is also used for service planning and to help influence local policy and practice.

Who do we share your data with?

Personal information is shared as explained above under ‘Who are we and what do we do?’.

How do we get your personal data and why do we have it?

Most personal information is collected from parents/carers or children/young people who make contact with SENDIASS.  With consent contact could be make with other teams and organisations.

The lawful basis we are relying on to process personal data is:

  • Consent – Article 6(1)(a).

The lawful basis we are relying on to process special category personal data is:

  • Explicit Consent – Article 9(2)(a).

Please note that we will not process your personal data for a purpose that is incompatible with the reason it was collected for unless this is allowed or required under Data Protection legislation and that where we have reason to believe a child, young person or vulnerable adult is at risk of harm we will share personal information without consent in line with local safeguarding policies

Can I withdraw my consent?

You have the right to withdraw consent for the processing of any personal data that has been collected and used on the basis of consent.  Therefore you can withdraw your agreement to work with North Lincolnshire SENDIASS at any time.  Should you choose to do so, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.  To withdraw your consent please contact us using the above contact details.

How do we store your information and for how long?

Our employees have contractual obligations of confidentiality, enforceable through disciplinary procedures and receive appropriate training on confidentiality and other aspects of Information Governance.

We take organisational and technical measures to ensure the information we hold is secure – such as using secure locations, restricting access to authorised personnel and protecting personal and confidential information held electronically.  We only exchange personal confidential information using secure methods, such as encrypted email.

North Lincolnshire SENDIASS stores this information in a confidential database with no connection to the Council or the CCG.  The database is hosted by an external provider and is managed by the SENDIASS Manager.

Your personal data is retained in accordance with national guidance and our legal obligations.  Generally information is retained for 7 years from your last involvement with SENDIASS.  Involvement could be up to the age of 25 years so this could mean personal data being retained until an individual is 32 years of age.

Your Data Protection Rights

Under Data Protection law, you have rights including:

  • Your right of access – to ask us for copies of your personal information.
  • Your right to rectification – to ask us to rectify information you think is inaccurate.  You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – to ask us to restrict the processing of your information in certain circumstances.
  • Your right to object to processing – to object to the processing of your personal data in certain circumstances.
  • Your right to data portability – to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights.  If you make a request, we have one month to respond to you.

Please contact us at customerservice@northlincs.gov.uk, 01724 297000 or North Lincolnshire Council, Church Square House, 30 – 40 High Street, Scunthorpe, DN 15 6NL if you wish to make a request.

How to Complain

The main point of contact at the council for Data Protection matters is our Data Protection Officer (DPO).  If you have any Data Protection concerns about the Walking the Way to Health Scheme and want to make a complaint please contact our DPO, as follows:

Phillipa Thornley

Email: informationgovernanceteam@northlincs.gov.uk

Telephone: 01724 297000

Post: North Lincolnshire Council, Church Square House, 30-40 High Street, Scunthorpe, DN15 6NL

If you remain unhappy you can also complain to the ICO, as follows:

Website: Information Commissioner’s Office

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113