Privacy Notice for SEND Advocacy and Support

Privacy notice 

Jemma Russell trading as Squared SEND Advocacy & Support customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

· Contact details

· What information we collect, use, and why

· Lawful bases and data protection rights

· Where we get personal information from

· How long we keep information

· How to complain

Contact details

Email

admin@squaredsendsupport.co.uk

What information we collect, use, and why

We collect or use the following information for student education and welfare:

· Names and contact details for students/children

· Names and contact details for parents, guardians, carers

· Date of birth

· Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)

· Welfare information (includes family and home life circumstances and history)

· Attendance and reason for absence data

· Progress reports

· Exclusion, suspension and behavioural information

We also collect or use the following special category information for student education and welfare. This information is subject to additional protection due to its sensitive nature:

· Health information, disability information

We collect or use the following personal information for dealing with queries, complaints or claims:

· Names and contact details

· Purchase or service history

· Correspondence

· Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)

We also collect the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:

· Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

· Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

· Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for student education and welfare are:

· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

· Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

· Squared SEND Advocacy & Support processes personal data where it is necessary for the legitimate purpose of providing SEND advocacy, advice, and support services. This may include the processing of special category data such as information relating to a child or young person’s health, disability, and education, including professional assessments, reports, and statutory documentation. This data is required in order to understand individual needs, assess the adequacy of provision, draft and review EHCP-related documentation, prepare appeals or complaints, and communicate effectively with local authorities, tribunals, and relevant professionals. Processing is carried out in accordance with UK GDPR Article 6(1)(f) (legitimate interests) and Article 9(2)(g) (substantial public interest), supported by the Data Protection Act 2018. Only data that is necessary and proportionate for these purposes is collected, stored securely, accessed on a need-to-know basis, and handled in a way that safeguards the rights and freedoms of the individuals concerned.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

· Squared SEND Advocacy & Support processes personal data where necessary for the legitimate purpose of receiving, investigating, responding to, and resolving complaints in connection with the services we provide. This may include personal data and, where relevant, special category data relating to health, disability, and education records, as complaints may involve SEND-related matters, professional reports, statutory processes, or correspondence with public bodies. Processing this information enables us to investigate concerns fairly, maintain accurate records, comply with our professional and legal obligations, improve service quality, and protect the rights and interests of our clients and the business. Data is processed in accordance with UK GDPR Article 6(1)(f) (legitimate interests) and, where special category data is involved, Article 9(2)(g) (substantial public interest) and the Data Protection Act 2018. All data is handled securely, proportionately, and in a manner that does not override the rights and freedoms of the individuals concerned. \'

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

· Directly from you

· Parents or carers

How long we keep information

We will only hold any data relevant to you for as long as we are carrying out work on your behalf on the basis of a legitimate interest in providing a service. Once the service is complete, we will delete and destroy any data that we hold unless you explicitly request otherwise- for example if you would like to return to access further services. In this circumstance, if there is no further contact from you for a period of six months, the data will be deleted to ensure that it is only kept where a legitimate interest remains.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

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

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

18/12/2025