Privacy Policy

Ember SEND (“I”, “me”, “my”) is committed to protecting your privacy and handling your personal data responsibly. This policy explains how I collect, use, store, and protect information when you use my services, whether face-to-face, online, or through school-based work.

What information I collect

I may collect and process the following:

• Contact details, name, email address, phone number, postal address
• Child / young person information, name, date of birth, school, relevant SEN history and needs
• Session notes and records, observations, assessments, progress notes, recommendations
• Communication records, emails, messages, and consultation notes
• Meeting transcripts, where Microsoft Teams transcription is used (with your consent)
• Professional references, information shared by schools or other professionals with your permission

How I use your information

I process personal data for the following purposes:

• Providing SEND consultancy, assessment, and support services
• Communicating with you about appointments and progress
• Creating reports and recommendations
• Liaising with schools and other professionals (with consent)
• Meeting legal and safeguarding obligations
• Maintaining accurate business records

Microsoft Teams transcription

During online sessions via Microsoft Teams, I may use the built-in transcription feature as a reasonable adjustment for my own additional needs. This allows me to remain fully present during our conversation. You will be informed before transcription begins, and your consent will be obtained. Transcripts are stored securely and deleted in line with my retention policy.

How I store and protect your data

• All data is stored securely using password-protected systems and encrypted storage
• Paper records (if any) are kept in locked storage
• I only retain data for as long as necessary, typically 7 years after our last contact, in line with professional guidance, unless a shorter period is appropriate
• Data is securely deleted once no longer required

Sharing your information

I will only share personal information:

• With your explicit consent (e.g., with schools, other professionals, or local authorities)
• Where required by law or safeguarding duties
• With processors who support my services (e.g., secure cloud storage providers), under appropriate data protection agreements

I will never sell your data or share it for marketing purposes.

Your rights

Under UK GDPR, you have the right to:

• Access the personal data I hold about you
• Rectify inaccurate or incomplete data
• Erase your data (in certain circumstances)
• Restrict processing of your data
• Object to processing based on legitimate interests
• Data portability, receive your data in a structured format
• Withdraw consent at any time (where consent is the legal basis)

To exercise any of these rights, please contact me.

Safeguarding

Where there is a safeguarding concern, I may be required to share information without consent to protect a child or young person. This is in line with statutory guidance and my safeguarding policy.