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Hertfordshire SENDIASS is committed to protecting the privacy and security of your personal data. By personal information we mean information which, by itself or with other data available to Hertfordshire SENDIASS, can be used to identify you.


The kind of information we hold about you

Personal information can include, but is not limited to, your name, address, telephone number, date of birth, email address which may include electronic records, letters, and emails. It does not include anonymous information.

We may also hold more sensitive personal data known as “special categories” of data. This includes details of ethnic origin, religious beliefs, sexual orientation, and health data, but only if it is relevant to the service we are providing to you.

What we use or may use your personal information for

We use your personal information:

  • For service requests
  • To deal with complaints
  • For evaluation feedback - from time to time, we may also use your information to contact you for service user feedback. We may contact you by email, phone or post
  • For newsletter distribution

How the law protects you

The GDPR places a legal obligation on us to process your personal information in accordance with the following data protection principles in that your personal data must be:

  • Used lawfully, fairly and in a transparent way
  • Collected only for valid purposes that we have explained to you and not used in any way that is incompatible with those purposes
  • Relevant to the purposes we have told you about and limited only to those purposes
  • Accurate and kept up to date
  • Kept only as long as is necessary for the purposes we have told you about
  • Kept securely

There must also be a lawful basis for processing personal information – a justifiable reason for us to collect, store, use and disclose your personal information. Our lawful basis for doing so will depend on what services we are providing to you.

The basis for which we process your information will include:

  • To fulfil the service users request and deliver the correct advice and information
  • When you consent/agree to it. Hertfordshire SENDIASS will tell you if processing some of your personal data is necessary to comply with a public task. Or to fulfil a legal duty or to fulfil a contract and is therefore optional. In these circumstances, we may ask for your consent to process it. The GDPR sets a high standard in relation to obtaining your consent to process your personal information. We have an obligation to ensure that when consent is required from you it is done so in a manner which is clear.

Who will we share your personal data with?

Hertfordshire SENDIASS will only share personal data where there is concern a child or young person is at risk of significant harm.

Your responsibility to inform us of change

It is important that the personal information we hold about you is accurate and current.

Please keep us informed if your personal information changes during your working relationship with us. You can help us with this by:

  • Telling us when any of your details change
  • Telling us if any of the information we hold on you is wrong

How long we use your information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To work out the right retention period for personal data, we consider the following matters:

  • The amount, nature, and sensitivity of the personal data
  • The potential risk of harm from unauthorised use or disclosure of your personal data
  • The purposes for which we process your personal data and whether we can achieve those purposes through other means
  • Any legal or regulatory requirements

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you no longer require services from us, we will retain and securely destroy your personal information in accordance with our data retention schedule.

Your rights

You have the following rights (but note, these rights do not apply in all circumstances):

  • Your right to be informed about the processing of your personal information.
  • Your right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed
  • Your right to object to the processing of your personal data
  • Your right to restrict processing of your personal information
  • Your right to have your personal data erased subject to restrictions
  • The right to move, copy or transfer your personal information (“data portability”) in some circumstances
  • Your right to request access to your personal information and information about how Hertfordshire SENDIASS processes it
  • Your right to withdraw consent

If you want to exercise any of these rights, please contact us by:

Email: sendiass@hertfordshire.gov.uk

Phone: 01992 555847

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