Calderdale and Kirklees IASS GDPR May 2018

By providing IASS with your personal data you are giving your consent to this policy.

IASS Retention Policy for parents and young people

Once you have contacted IASS we will ask your permission to keep your personal information on our database so that we can continue to contact you in response to your enquiry or should we need to contact other agencies on your behalf in the best interests of your child or young person. IASS is a statutory service and must retain this information on the database for six years from the last point of contact for any general enquiries, or 31 years if your child receives an EHCP.

Privacy Notice

We are an impartial, confidential Service and our data is collected independently of the Local Authority on Crossdata via Charitylog. If you require any information from Crossdata please contact the IASS Service direct and request it. The Data Controller will be happy to send you this information.

If anyone from the Local Authority requests your information the Data Controller will collect it and also inform you.

Any statistics, say about how many referrals the IASS is receiving, that are requested by the Local Authority are sent entirely anonymously.

We will keep you informed about any personal data requests to IASS by any agency before releasing the information to anyone.

The kind of data we collect includes your name, your address and telephone number, an email and your child’s details such as any condition or special needs and/or disability, and which provision or school they attend. The IASS Officer may also make some concise notes about any actions they have followed up on your behalf.

Privacy Agreement

By accepting the IASS Retention policy you agree to provide your personal information so that the IASS can provide you with the Information, Advice and Support you need.

The completion of sharing this information with IASS constitutes that your consent has been given for us to process your data for these purposes only.

You have the right to see this information and ask for it to be removed at any time. Please contact the IASS Data Controller and it will be deleted as soon as possible.

You have the right to complain through the Data Protection Officer.

If you require your information please do not hesitate to contact the IASS direct.

A Disposal Record will be set up where any requests will be registered, dated and authorized to be deleted by the Data Controller.

Any information will be kept for a maximum of 31 years if a child has an EHCP, six years for all other Referrals from the last date of contact.

By providing IASS with your personal data you are giving your consent to this policy.

Thank you.

 

Jo Grenfell IASS Manager May 2018

Confidentiality Policy

The role of Kirklees Information, Advice and Support Service is to ensure parents have access to confidential and impartial information, advice and support so they can make informed decisions about their child’s special educational needs.  This is achieved by working in partnership with parents, providing information, services and training, working with relevant agencies and ensuring parents’ view influence local policy and practice.This is achieved by working in partnership with parents, providing information, services and training, working with relevant agencies and ensuring parents’ views influence local policy and practice.

In doing so have responsibilities under Common Law and the Data Protection Act 1998.

SHARING INFORMATION

To provide a confidential service KIAS will:

Inform parents/carers that any information they give to Parent Partnership staff or volunteers is confidential and will not be passed on to other organisations, including Local Authorities and school

Personal contact  details are kept only parents permission and stored on a secure database in accordance with the provisions of GDPR

Referrals to the service by anyone other than the parent/carer are only made if they have given permission for this to happen

Informing parents that they have the right to see any information held on them or their child

KIAS will not contact anyone involved with the family without asking the parent beforehand

KIAS takes care that any information given to them must be kept in line with GDPR, the exception to this is where there may be a child protection concern

Information about the child will not be kept for longer than necessary – in line with the GDPR.

ENSURING THE EFFECTIVENESS OF THE POLICY

To ensure our Confidentiality Policy is effective we ensure:

All Kirklees Parent Partnership Staff and volunteers receive a copy of the Confidentiality Policy and it is explained to them

The policy is shared with the Local Authority and other agencies so they are aware it exists and they fully understand it fully

The policy is reviewed annually and amendments agreed

Parents are made aware of how and why KIAS keeps information when they contact them.  KIAS  ask them for their personal details, they are told that they do not have to give those details

ADMINISTRATION

Date written: October 2014

Review: May 2018

Impartiality Policy

The role of Kirklees Information, Advice and Support Service is to ensure parents have access to confidential and impartial information, advice and support so they can make informed decisions about their child’s special educational needs.  This is achieved by working in partnership with parents, providing information, services and training, working with relevant agencies and ensuring parents’ view influence local policy and practice.

KIAS Staff, including volunteers, should avoid being involved in the workings of local schools and local authorities.  This includes becoming a school Governor or getting involved in cases where you know the child, family, school, local authority representatives or any person related to the case in any other capacity other than through KIAS work.

KIAS does not stand to gain or lose whatever the outcomes of any discussions may be.

Section 1: Why it is so important that KIAS acts impartially 

KIAS needs to be impartial of everyone, LA’s schools, education ideologies, and campaigns.  We don’t prioritise any impairment, disability or SEN over another. We understand impartial to mean:

– Not taking sides with anyone.

– Providing factual information and advice based on what the guidance and legislation says

– Providing parents with enough information so they can make their own decisions; not telling them what to do.

Section 2: Working with parents when working with parents we will ensure impartiality by:

– Informing all parents of the impartial nature of KIAS and making them aware of this policy.

– Being clear with parents that the role of KIAs is to help them participate in their child’s education and advise them on their rights not to advocate on their behalf or take sides with the Local Authority.

– Empowering parents to speak for themselves and make their own decisions; rather than pushing them towards a particular course of action.

– Always respecting parents’ decisions without making a judgment, irrespective of your views as individuals.

– Providing factual information and advice based on what the guidance and legislation says, not offering your own opinions or reflecting local policy.

Section 3: Working with the Local Authority

When working with the Local Authority we will ensure impartiality by:

– Making it clear that achieving the best educational outcomes for children with SEN and disabilities is the ultimate aim of Kirklees Parent Partnership, and their role is to support parents in securing this.

– Informing Local Authorities, education settings or any other agency of the impartial nature of PPS, and making them aware of this policy.

– Not allowing relationships with Local Authorities, education settings or other agency to affect the information or support KIAS provide to parents.

– Being clear that KIAS do not undertake Local Authority functions, or act on behalf of Local Authorities, educational settings or any other agency.

– Being clear that KIAS do not take sides with the Local Authority, education setting or any other agency.

Section 4: Ensuring effectiveness of the policy all Kirklees and volunteers receive a copy of the Impartiality Policy and it is explained to them

– The policy is shared with the Local Authority and other agencies so they are aware it exists and they understand it fully.

– The policy is reviewed annually and amendments agreed.

ADMINISTRATION

Date written: October 2014

Review: May 2018