Ed Psych Plus Ltd respects the privacy of its clients and has ensured that its privacy policy has been updated in line with the new General Data Protection Regulation (GDPR) guidelines that came into effect as of 25th May 2018.
This privacy notice explains how Ed Psych Plus Ltd will collect, use, disclose and safeguard client information, including contact information used to communicate with individuals and confidential data that is collected or generated by the Educational Psychologist (EP).
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The data controller for Ed Psych Plus Ltd is Katie Alvey (Director of Ed Psych Plus Ltd). Questions, comments or requests relating to the privacy policy should be referred to Katie Alvey (katiealvey@edpsychplus.co.uk 07745 469208)
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Ed Psych Plus Ltd does not sell or give client contact details to any third parties for marketing purposes. This website may however contain links to, or from third party websites. If you follow a link to any of these websites, please note that they will have their own privacy policies and Ed Psych Plus Ltd does not accept any responsibility or liability for these.
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Please check back frequently to see updates or changes to Ed Psych Plus Ltd’s privacy notice. Please contact the data controller for a pdf copy of Ed Psych Plus Ltd's full Data Protection Policy.
ED PSYCH PLUS LTD. DATA PROTECTION –
Ed Psych Plus Ltd provides Educational Psychology Services to parents, schools and educational settings in relation to children and young people. The following explains data that is held in relation to the delivery of these services:
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Contact: Parents, legal guardians, schools and other professionals may contact Ed Psych Plus Ltd regarding individual children or young people for whom Educational Psychology involvement is sought. Contact may be made via telephone or email. Ed Psych Plus Ltd will only discuss these individuals on a named basis, if discussing with the parents or legal guardians directly. Schools and educational settings will only provide names of individuals to Ed Psych Plus Ltd if the parent or legal guarding has provided verbal consent for them to do so, in advance.
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Consent: Informed consent is necessary before the EP will work with a child or young person (CYP). The parents or legal guardians must sign an Ed Psych Plus Ltd consent form which asks for the name of the CYP; their date of birth; their gender; the name of the school they attend; the parent/legal guardian’s names; their postal address; their email address and phone numbers. Paper copies of the signed consent form are stored in secure filing cabinets. The contact information provided on the forms is recorded into a separate document and stored within Ed Psych Plus Ltd’s electronic database of children and young people, under a named folder for that specific individual.
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Withdrawal of consent: The parent of legal guardian may withdraw consent for involvement with Ed Psych Plus Ltd at any stage. If consent is withdrawn, the individual’s electronic folder will be deleted, including any documents related to the CYP. All paper documentation which has been filed related to that CYP will be shredded.
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Reporting: After working with an individual CYP, the EP will produce a record of involvement (a summary report of the information which has been discussed, observed, assessed in relation to that CYP). This will include personal and confidential information related to the CYP and their family. A copy of this report is kept in the CYP’s named electronic folder, under the Ed Psych Plus Ltd electronic database. A copy will be sent to the parents or legal guardians and to the school or educational setting. In individual cases, Ed Psych Plus Ltd may ask the parent or legal guardian for consent for the record of involvement to be forwarded to other professionals who are also working with the CYP.
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Related documentation: Parents, legal guardians, schools or other professionals may provide additional documents to support the EP’s work with the CYP e.g. SEN Support plans, school attendance data, EHCPs, reports by health professionals etc. All documents are stored either electronically in the CYP’s named electronic folder, or as a hard copy to be filed alphabetically within Ed Psych Plus Ltd’s secure filing cabinets.
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Emails: Emails pertaining to individual CYP are sent and received from Google, Inc., which complies with GDPR (see Google’s privacy policy here: https://policies.google.com/privacy). Emails relating to individual CYP on a named basis are deleted as soon as the EP involvement for a specific piece of work with that individual has been completed (i.e. upon receipt of payment of the invoice for that piece of work). All record of involvements that are sent to clients via email, are done so with password protection of these documents. At times, email enquiries are made by parents or legal guardians regarding possible future Ed Psych Plus Ltd involvement with a CYP. As parents or legal guardians may need some time to consider whether they would like to pursue involvement, such emails are retained for 3 months from the date of receipt before being deleted permanently.
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Retention of records: Ed Psych Plus Ltd will keep individual CYP records and related information in a named electronic folder or secure filing cabinet, until the CYP turns 25 years of age. At that point, Ed Psych Plus Ltd will delete or shred all information pertaining to that CYP, whether electronic or in hard copy format. The CYP’s electronic folder will be erased from the electronic database altogether.
ASSESSMENT DATA –
A significant proportion of assessments carried out by Ed Psych Plus Ltd are done so using the Pearson Education Ltd Q-interactive Assessment system, through which assessments are carried out digitally via iPad. Pearson Education Ltd Q-interactive Assessment system have a central database which holds information about individual CYP, upon whom assessments have been carried out with Ed Psych Plus Ltd. This information includes the CYP’s name, their date of birth, their assessment responses, and their raw, standardised and percentile scores. The central database uses this information to carry out statistical analyses. Ed Psych Plus Ltd has a license agreement with Pearson Education Ltd. Ed Psych Plus Ltd is therefore the only organisation able to access and export data pertaining to individual CYP upon which assessments from the Q-interactive Assessment system have been carried out. Any personal and assessment information that has been temporarily stored on the iPads used to carry out assessments, is permanently deleted from the device after the Ed Psych Plus record of involvement has been compiled. Information and data relating to the individual CYP is then archived within the Q-interactive Assessment system under the Ed Psych Plus Ltd license. When the CYP turns 25 years of age, Ed Psych Plus Ltd will ensure that this information and data is permanently deleted. For further information about Pearson Education Ltd’s privacy policy compliance with GDPR, please see: https://qiactive.com/choose-share/pearsonPolicy/showLegalLinks?countryCode=GB&policyDescription=Privacy+Policy
CONFIDENTIALITY STATEMENT –
All work undertaken by Ed Psych Plus Ltd is confidential. Information is only shared with the specific consent of the CYP’s parent or legal guardian.
If disclosure of information is deemed necessary, Ed Psych Plus Ltd will obtain specific informed consent from their clients, making the consequences of disclosure as clear and unbiased as possible. There are a number of circumstances where this might not be possible or may not apply: for example, where the health, safety, security or welfare of the client or someone else may otherwise be put at risk; and if there are legal or safeguarding responsibilities.
Further information regarding confidentiality can be found in The British Psychological Society Practice Guidelines (2017).
STORAGE OF PERSONAL DATA –
Ed Psych Plus Ltd uses Google Drive, a cloud-based IT system , to store all electronic files. Electronic files are encrypted within Google Drive, and further encryption is used to ensure security of all electronic devices used by Ed Psych Plus Ltd. Further information regarding how Google are complying with GDPR can be found here: https://cloud.google.com/security/gdpr/
Paper files are stored in secure filing cabinets, for which only the data controller has access to the keys.
ACCESS TO YOUR INFORMATION –
Clients have a right to access their personal information by contacting Ed Psych Plus Ltd directly to make a request. Client access to records will be restricted to information about themselves or the CYP where they are the parent/legal guardian. Restrictions will apply when disclosure would place the clients or others at risk of serious harm.
COOKIES –
Cookies are text files which are transferred to your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. They do not provide any information which might disclose the identity of a specific person but they may potentially identify your computer, your browser, and your internet settings. You may change the storing of cookies in your browser setting at any time by selecting the function ‘accept no cookies’. However, disabling essential cookies may affect the functionality of some of Ed Psych Plus website features.
Google Analytics (a web analytics service provided by Google, Inc.) also transfers cookies to your computer, to enable Google to provide Ed Psych Plus Ltd with activity reports relating to website activity. Google uses this data only to provide information on how users access the website and does not associate your IP address with any other data held by Google. The information generated by Google cookies about your use of the website will be transmitted to and stored by Google on servers in the US. You may refuse these cookies by selecting the appropriate settings on your browser or by downloading and installing the browser plug-in available under https://tools.google.com/dlpage/gaoptout?hl=en-GB