PRO-SEN INITIATIVE

Privacy Policy

Effective Date: 29 Jully 2026

Review Date: Annually every 1st January

1. Introduction

Pro-Sen Initiative is committed to protecting your privacy and handling your personal information responsibly, securely and transparently.

This Privacy Policy explains how we collect, use, store and protect your personal information when you contact us or use our services. It also explains your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

As a SEND advocacy and support service, we understand that many of the people we support share sensitive information relating to children and young people with Special Educational Needs and Disabilities (SEND). We are committed to ensuring that all personal information is processed lawfully, fairly and securely.

This Privacy Policy applies whenever you:

• contact Pro-Sen Initiative;

• use our services;

• visit our website;

• communicate with us by email, telephone or social media;

• provide documents relating to your child's education or health.

This Privacy Policy is reviewed every January and updated whenever necessary to ensure continued compliance with UK data protection legislation.

2. Who We Are

Pro-Sen Initiative provides information, guidance and advocacy for parents and carers navigating the Special Educational Needs and Disabilities (SEND) system.

For the purposes of UK GDPR, Pro-Sen Initiative is the Data Controller. This means we decide how and why your personal information is processed.

If you have any questions regarding this Privacy Policy or how we use your personal information, you can contact us at:

Email: pro-sen@outlook.com

3. The Information We Collect

We only collect information that is necessary for us to provide our services.

Depending on the support you require, we may collect personal information about:

• you;

• your child or young person;

• parents or carers;

• family members where relevant;

• professionals involved in your child's education or care.

When you provide information about another individual, we assume you have the authority or consent to share that information with us.

Personal information may include:

• name;

• address;

• email address;

• telephone number;

• child's name;

• date of birth;

• school or educational setting;

• details relating to SEND provision;

• correspondence;

• reports;

• Education, Health and Care (EHC) documentation;

• tribunal documents;

• professional reports;

• meeting notes;

• information contained within emails, messages or completed forms.

We collect only the information necessary to provide the services you request.

4. Special Category Data

Some of the information we collect is classified as Special Category Data under the UK GDPR.

This may include information relating to:

• physical health;

• mental health;

• disabilities;

• medical diagnoses;

• educational assessments;

• Education, Health and Care Plans (EHCPs);

• reports from schools, educational psychologists, therapists or medical professionals.

We only collect this information where it is necessary to provide our services.

Whenever Special Category Data is processed, we ensure there is both:

• an appropriate lawful basis under Article 6 UK GDPR; and

• an additional condition for processing under Article 9 UK GDPR, such as your explicit consent.

We only collect the minimum amount of information necessary to support your child's case.

5. Why We Collect Your Information

We collect personal information to:

• respond to your enquiries;

• provide advice and guidance regarding the SEND system;

• prepare letters, reports and supporting documents;

• assist with applications and assessments;

• support Education, Health and Care (EHC) processes;

• assist with SEND Tribunal preparation;

• communicate with you;

• maintain records of the services we provide;

• improve the quality of our services;

• meet our legal and regulatory obligations.

We never sell your personal information.

We do not use your information for advertising or marketing unless you have specifically agreed to receive marketing communications.

6. Lawful Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), we rely on the following lawful bases when processing personal information.

Legitimate Interests

For most of the services we provide, we process personal information because it is necessary for our legitimate interests in providing SEND advice, advocacy and support.

This includes:

• responding to enquiries;

• providing information and guidance;

• preparing documentation;

• maintaining client records;

• improving our services.

We always balance our legitimate interests against your rights and freedoms before relying on this lawful basis.

Consent

Where we process Special Category Data, such as information relating to your child's health or disability, we will obtain your explicit consent where required.

You have the right to withdraw your consent at any time.

Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

7. Initial Contact

When you first contact Pro-Sen Initiative to enquire about our services, we collect only the information necessary to respond to your enquiry and determine how we may be able to assist you.

This information may include:

• Your name

• Email address

• Telephone number

• A brief description of your enquiry

• Your child's first name and age (where relevant)

We use this information to:

• respond to your enquiry;

• provide information about our services;

• determine whether we are able to support you; and

• arrange an initial consultation where appropriate.

If you decide not to proceed with our services, we will securely retain your enquiry information for up to 12 months before permanently deleting it, unless you ask us to delete it sooner or we are legally required to retain it.

8. During Service Delivery

If you choose to use our services, we will collect additional information necessary to provide tailored SEND advice, advocacy and support.

This may include information relating to:

• your child or young person;

• your family's circumstances where relevant;

• Education, Health and Care (EHC) assessments;

• EHCPs;

• school correspondence;

• Local Authority correspondence;

• SEND Tribunal documentation;

• educational reports;

• professional assessments;

• medical information where necessary;

• meeting notes;

• documents you ask us to prepare or review.

We use this information only for purposes connected with providing the services you have requested.

This may include:

• advising you on the SEND process;

• preparing applications and supporting evidence;

• drafting correspondence;

• reviewing documentation;

• assisting with appeals or tribunals;

• communicating with schools, Local Authorities or other organisations where you have authorised us to do so.

We will only process the minimum amount of personal information necessary to provide our services.

9. After Our Services Have Ended

When our work with you has concluded, we will securely retain your records only for as long as necessary.

Each January, we review all client records to determine whether continued retention is required.

Where records are no longer needed, they will be securely destroyed.

Paper records will be shredded using confidential waste disposal methods.

Electronic records will be permanently deleted from our systems and, where applicable, from secure cloud storage.

If you would like your records deleted before our annual review, you may contact us at any time. We will consider your request in accordance with our legal obligations.

10. Transactions Through Our Website

If you purchase services, complete an enquiry form or otherwise provide information through our website, we may collect:

• your name;

• postal address;

• email address;

• telephone number;

• your child's name;

• information relevant to the services requested.

This information is collected solely for the purpose of administering your enquiry or providing the services you have requested.

Payment information is processed securely by the relevant payment provider. Pro-Sen Initiative does not store your full payment card details.

11. Third-Party Service Providers

To operate our business efficiently and securely, we use carefully selected third-party organisations to help us deliver our services.

These organisations act as Data Processors and process personal information only on our behalf and under appropriate contractual and security arrangements.

Depending on the services you receive, these providers may include:

• Google Sites (website hosting)

• Google Workspace (including Gmail and Google Drive)

• Microsoft 365

• Microsoft Teams or Zoom (for online meetings)

• Secure payment providers

• Artificial Intelligence (AI) providers where appropriate safeguards are in place

We do not sell your personal information.

We do not allow third-party organisations to use your personal information for their own marketing purposes.

Where necessary, we may also share information:

• with schools;

• Local Authorities;

• SEND Tribunal services;

• healthcare professionals;

• legal representatives;

but only where:

• you have instructed us to do so;

• you have provided consent;

• it is necessary to provide our services; or

• we are required by law.

12. Use of Artificial Intelligence (AI)

To improve the quality, efficiency and consistency of our services, Pro-Sen Initiative may use Artificial Intelligence (AI) tools to assist with administrative and drafting tasks.

AI may be used to assist with:

• drafting letters;

• improving written communications;

• summarising documents;

• organising information;

• preparing reports;

• generating templates;

• proofreading documents.

AI is used solely as a support tool.

All advice, documents and recommendations are reviewed by Pro-Sen Initiative before being shared with clients.

We do not rely on AI to make decisions about you or your child.

Where AI tools are used, we take reasonable steps to protect your privacy by:

• minimising the personal information entered into AI systems;

• removing identifying information wherever reasonably possible;

• only using reputable AI providers with appropriate security measures;

• ensuring our use of AI complies with UK data protection legislation.

Where particularly sensitive or identifiable information is involved, we will carefully consider whether AI is appropriate before using it.

Regardless of whether AI has assisted with preparing a document, Pro-Sen Initiative remains fully responsible for all advice and communications provided to clients.

13. International Data Transfers

Some of the cloud-based services we use may process or store personal information outside the United Kingdom.

Where this occurs, we ensure that appropriate safeguards are in place in accordance with UK GDPR.

These safeguards may include:

• adequacy regulations approved by the UK Government;

• the UK International Data Transfer Agreement (IDTA);

• the UK Addendum to the European Commission's Standard Contractual Clauses; or

• other legally recognised transfer mechanisms.

We only use service providers that demonstrate appropriate technical and organisational measures to protect your personal information.

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14. Data Storage and Security

Pro-Sen Initiative is committed to ensuring that your personal information is stored securely and protected against unauthorised access, loss, misuse or disclosure.

We store personal information in both paper and electronic formats.

Paper records are kept in locked filing cabinets with restricted access.

Electronic records are stored on password-protected devices and secure cloud-based systems with appropriate security measures, including encryption where available and multi-factor authentication where appropriate.

Access to personal information is limited to those who require it to provide our services.

We regularly review our security arrangements and take reasonable technical and organisational measures to protect the confidentiality, integrity and availability of personal information.

If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will investigate the incident promptly and comply with our legal obligations, including notifying the Information Commissioner's Office (ICO) and affected individuals where required.

15. Data Retention

We will only retain personal information for as long as it is necessary to fulfil the purposes for which it was collected or to meet our legal obligations.

Our retention periods are generally as follows:

Information

Retention Period

Initial enquiries where services are not taken up: Up to 12 months

Active client records: Throughout the period services are provided

Former client records: Reviewed annually every January and securely deleted when no longer required

Paper records: Confidentially shredded when no longer required

Electronic records: Permanently deleted from secure storage when no longer required

Where legislation requires us to retain information for a longer period, we will do so.

You may request deletion of your personal information at any time. We will consider your request in accordance with UK GDPR and any legal obligations that require us to retain certain records.

Requests should be sent to:

Email: pro-sen@outlook.com

16. Cookies

Our website may use cookies and similar technologies to improve your experience and ensure the website functions effectively.

Cookies may be used to:

• remember your preferences;

• improve website performance;

• understand how visitors use our website;

• maintain website security.

Cookies may collect information such as:

• IP address;

• browser type;

• operating system;

• pages visited;

• date and time of visits.

Where required by law, visitors will be given the opportunity to accept or reject non-essential cookies through our website's cookie banner.

You can also manage or disable cookies through your web browser settings.

Please note that disabling certain cookies may affect the functionality of our website.

17. Website Communications

We may communicate with you by:

• email;

• telephone;

• text message;

• video conferencing platforms;

• secure messaging services.

We communicate with clients for purposes including:

• responding to enquiries;

• arranging appointments;

• providing advice and guidance;

• requesting documents;

• providing updates relating to your case;

• delivering services you have requested.

We will not send marketing communications unless you have specifically consented to receive them.

You may withdraw your consent to receive marketing communications at any time.

18. Your Data Protection Rights

Under the UK General Data Protection Regulation (UK GDPR), you have several rights regarding your personal information.

These include:

Right of Access

You have the right to request a copy of the personal information we hold about you.

Right to Rectification

You have the right to ask us to correct inaccurate or incomplete personal information.

Right to Erasure

You have the right to request that we delete your personal information in certain circumstances.

Right to Restrict Processing

You may ask us to restrict how we process your personal information where permitted by law.

Right to Object

You have the right to object to certain types of processing, including processing based on legitimate interests.

Right to Data Portability

Where applicable, you have the right to receive your personal information in a structured, commonly used and machine-readable format.

Rights Relating to Automated Decision-Making

Pro-Sen Initiative does not make decisions about you solely by automated means.

If this changes in the future, we will update this Privacy Policy accordingly.

19. Withdrawal of Consent

Where we rely upon your consent to process personal information, including Special Category Data, you may withdraw your consent at any time.

Withdrawal of consent will not affect any processing carried out before consent was withdrawn.

Please note that withdrawing consent may affect our ability to continue providing some or all of our services.

To withdraw your consent, please contact:

Email: pro-sen@outlook.com

20. Data Controller

For the purposes of UK data protection legislation, Pro-Sen Initiative is the Data Controller responsible for determining how your personal information is collected, used and stored.

If you have any questions regarding this Privacy Policy or wish to exercise any of your data protection rights, please contact:

Pro-Sen Initiative

Email: pro-sen@outlook.com

21. How to Make a Complaint

If you have any concerns about how Pro-Sen Initiative has collected, used or managed your personal information, we encourage you to contact us first so that we can try to resolve your concerns.

You can contact us by email:

pro-sen@outlook.com

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority responsible for upholding information rights.

22. Information Commissioner's Office (ICO)

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 0303 123 1113

Website: https://ico.org.uk

23. Changes to This Privacy Policy

We regularly review this Privacy Policy to ensure it remains accurate and reflects changes in legislation, guidance and our business practices.

This Privacy Policy will be formally reviewed every January and updated whenever necessary.

Where significant changes are made, we will publish the revised Privacy Policy on our website and update the effective date shown at the beginning of this document.

We encourage you to review this Privacy Policy periodically to ensure you remain informed about how we collect, use and protect your personal information.