Privacy policy

The purpose of this privacy policy (this "Privacy Policy") is to inform users of our Site of the following:

1. The personal data we will collect
2. Use of collected data
3. Who has access to the data collected
4. The rights of Site users
5. The cookie policy of the site

This Privacy Policy applies in addition to the terms and conditions of our Site.

For users in the United Kingdom, we adhere to the GDPR as enshrined in the Data Protection Act 2018.

By using our Site users agree that they consent to the conditions set out in this Privacy Policy.

When the legal basis for us processing your personal data is that you have provided your consent to that processing, you may withdraw your consent at any time. If you withdraw your consent, it will not make processing which we completed before you withdrew your consent unlawful.

You can withdraw your consent by: contacting the Data Protection Officer: info@sendassistant.org

We rely on the following legal bases to collect and process the personal data of users in the UK:

1. Users have provided their consent to the processing of their data for one or more specific purposes
2. Processing of personal data as submitted by the user is necessary for us to take in order for us to fulfil our contractual obligations to the user. We will be unable to fulfil our obligations without this data.
3. Financial reporting and auditing purposes
4. For anti-money laundering or fraud prevention, detection, and reporting.
5. To maintain records of actions taken on your account.
6. At the request of a user, steps before entering a contract or for the performance of a contract to which a user is a party. If a user does not provide the personal data necessary to perform a contract, then it will be impossible to fulfil the contract and provide the necessary services.

We only collect data that helps us achieve the purpose set out in this Privacy Policy. We will not collect any additional data beyond the data listed below without notifying you first.

Data Collected Automatically

When you visit and use our Site, we may automatically collect and store the following information:

1. IP address
2. Location

Data Collected in a Non-Automatic Way

We may also collect the following data from you when you perform certain functions on our Site:

School Information:

1. Physical Address and Centre Number
2. Contact information: Centre email address
3. Banking details of the purchasing institution
4. Staff contact infomation: name, email, subject area

Student Information:

1. First and last name
2. Date of birth
3. Candidate Number
4. Historical information of Special Educational Needs
5. Assessment Information

This data may be collected using the following methods:

1. Information is entered by the school representative onto the forms that are being completed as part of the service that we provide
2. Financial and contact details are provided by school staff in order for us to process payment.

Data collected on our Site will only be used for the purposes specified in this Privacy Policy or indicated on the relevant pages of our Site. We will not use your data beyond what we disclose in this Privacy Policy.

The data we collect automatically is used for the following purposes:

1. To complete documentation in order to fulfil our contractual obligations.

Employees

We will only provide access to data to employees who may need to provide technical and other support in order for the school to access the required services.

Other Disclosures

We do not and will not sell your personal information, or information relating to staff, candidates or any other member of your organisation.

We will not share your data with other third parties, except in the following cases:

1. If the law requires it
2. If it is required for any legal proceeding
3. To prove or protect our legal rights

If you follow hyperlinks from our Site to another Site, please note that we are not responsible for and have no control over their privacy policies and practices.

User data will be stored until the purpose the data was collected for has been achieved.

You will be notified if your data is kept for longer than this period. At the end of the contractual period, the documentation will be retrieved by the school and will cease to exist on our platform.

In order to protect your security, we use the strongest available browser encryption and store all of our data in secure facilities. All data is only accessible to the school personnel who are adding the information to the application.

These service providers include:

1. Customer Relationship Management System (CRM)
2. Payment Processors – to securely process your card payments (we do not see, or store payment card details)
3. Hosting Providers – to manage our website - Amazon Web Services (AWS)
4. Security Providers – to protect our systems from attack - AWS and Cloud4 Technology Ltd
5. Training Platforms – to train staff on the use of our services - TEAMS
6. Cloud Hosting and Recovery – working with AWS
7. Cloud email delivery – working with AWS
8. We have secured the services of a Keeffe and Associates to ensure GDPR compliance, and security of data on our system.

While we take all reasonable precautions to ensure that user data is secure and that users are protected, there always remains the risk of harm. The Internet as a whole can be insecure at times and therefore we are unable to guarantee the security of user data beyond what is reasonably practical.

Under the GDPR, you have the following rights:

1. Right to be informed – you have the right to be informed about what we do with the data we have about you.
2. Right to access – you have the right to access personal data and supplementary information that is held about you by the Company.
3. Right to rectification – you are entitled to have your personal data rectified if it is inaccurate or incomplete.
4. Right to erasure – you have the right to request the removal or deletion of your personal data (also known as "right to be forgotten"), where there is no compelling reason for us to continue processing this data
5. Right to restrict processing – you have the right to restrict the processing of your personal data in the following circumstances (i) where you contest the accuracy of the personal data.
6. Right to data portability – this right allows you to move copy or transfer your personal data easily from one IT environment to another in a safe and secure way, without hindrance to usability.
7. Right to object – you have the right to object to processing for direct marketing (including profiling) purposes.

We do not directly collect or use personal data from children under 16 years of age. School staff may use our services to create documents that will include the data of students. This data can only be accessed by the school, and by the Director of SEND Assistant who manages the technical content on the platform.

If you would like to know if we have collected your personal data, how we have used your personal data, if we have disclosed your personal data and to who we disclosed your personal data, if you would like your data to be deleted or modified in any way, or if you would like to exercise any of your other rights under the GDPR, please contact our data protection officer here:

The Data Protection Officer

info@sendassistant.org

Suite 6809a, 60 Tottenham Court Road, Fitzrovia, London, W1T 2EW

SEND Assistant may amend this Notice at any time. We will provide updates on our website to inform you of any changes that are made.

It is your responsibility to ensure that you are aware of the latest version of this Notice. If you do not agree to any changes that we make, you should not use or access (or continue to use or access) our services and/or our Sites.

By continuing to use our services or otherwise engage with us, you are providing consent, and an agreement to have accepted the updated Notice.

Cookies are small text files that are stored in your browser when you visit a website. They allow the site to remember your actions and preferences (such as logging in or form settings) and can also be used for statistics and, with your consent, for marketing. You can control and delete cookies through your browser settings. If you choose to block certain types of cookies, parts of our site may not function properly.

Our Site uses both strictly necessary cookies and, with your explicit consent, optional marketing cookies. When you first visit the Site, a cookie consent banner will ask you to accept or reject non-essential cookies. Marketing cookies are only loaded after you provide consent.

This Privacy Policy may be amended from time to time in order to maintain compliance with the law and to reflect any changes to our data collection process. When we amend this Privacy Policy we will update the "Effective Date" at the top of this Privacy Policy. We recommend that our users periodically review our Privacy Policy to ensure that they are notified of any updates. If necessary, we may notify users by email of changes to this Privacy It is your responsibility to ensure that you are aware of the latest version of this Notice. If you do not agree to any changes that we make, you should not use or access (or continue to use or access) our services and/or our Sites. By continuing to use our services or otherwise engage with us, you are providing consent, and an agreement to have accepted the updated Notice.

If you have any complaints about how we process your personal data, please contact us through the contact methods listed in the Contact Information section so that we can, where possible, resolve the issue. If you feel we have not addressed your concern in a satisfactory manner you may contact a supervisory authority. You also have the right to directly make a complaint to a supervisory authority. You can lodge a complaint with a supervisory authority by contacting the Information Commissioner's Office in the UK.

If you have any questions, concerns or complaints, you can contact our data protection officer, Salome Houghton, at:

+44 7501 366058

+44 203 4323968

info@sendassistant.org

Suite 6809a, 60 Tottenham Court Road, Fitzrovia, London, W1T 2EW