Privacy Policy
Positive Educational Psychology Ltd (PEP) aims to be as clear as possible about how and why we collect, use and store data (personal and contact information) about you/your child so that you can be confident we are following the new regulation from the General Data Protection Regulation (GDPR) which came into force in May 2018 and the UK Data Protection Bill 2018.
As per these laws the Data Controller is:
Jeanette Carlsson (BSc, Cert Ed, MSc Ed Psych), PEP Director
Educational Psychologist
Registered Practitioner Psychologist (HCPS Registered number PYL03412)
Associate Fellow British Psychological Society (BPS)
PEP is registered with the ICO (Information Commissioner’s Office).
Email: JCarlsson64@hotmail.com
Tel: 00 44 7985 00 30 14 (International)
07985 00 30 14 (UK)
We collect personal information so that we can:
– Provide evidence that we have obtained written consent before providing services
– Carry out and deliver a service that we have been contracted to provide, by a parent, an educational institution or a young person themselves.
– If required contribute to relevant proceedings, such as planning educational interventions, child protection and statutory assessments
– Communicate with you and the educational establishment if appropriate and agreed with you
If you are a parent that has commissioned our service, we need your details so we can communicate with you, send reports, contact you regarding appointments, provide feedback after an assessment and send invoices, unless the educational establishment is the intermediary and is one or the sole recipient of reports and invoices.
What types of information and data are collected?
Below are some examples of what type of data we may collect. Please note that all of this may not be collected in every case.
– Consent forms containing personal information like names, address, date of birth
– Information received from you and the educational establishment about the concerns and strengths and other developmental and educational issues that may be relevant to the reason for our involvement
– Previous assessment reports, if available, if it is felt it would be relevant to the current issue
– Information obtained through our meeting with the child/young person. This may be their views gathered from interviews, their performance scores on standardised assessment material and checklists and our observations of the child/young person
How do we use the information we collect?
– The collected information will be included in the report that we will put together.
– It may also be used in meetings with parents, other relevant professionals and the educational establishment
If you are a parent who have directly commissioned the service yourself, you are responsible for determining who it is shared with and this will be negotiated.
If the work has been commissioned by a school/college/nursery we will share the findings with the school in a report or consultation record. At this point the document becomes the responsibility of the educational institution who will then share this document with you.
Where do we keep the information and how do we keep it safe?
Consent forms/Privacy Notice/Enquiries:
– If returned in written form, consent forms/Privacy Notices are stored in a lockable filing cabinet
– If returned electronically, consent forms/Privacy Notices are stored on a password protected encrypted drive
– If enquiries are made via our website, the information provided by you will be stored on the Hotmail Server and deleted at the end of the year, ie in December each year.
Information about the child or young person
– Handwritten notes are shredded once a report has been written, finalised and sent.
– Reports are password protected and stored electronically on a password protected encrypted drive.
– Paper reports and assessment forms are stored in a lockable filing cabinet.
– Our email provider is Hotmail and emails well be deleted once the final report has been sent and agreed.
Reports/documentation from other agencies or professionals
– If we are sent a copy from another agency or professional, it will either be stored in a lockable filing cabinet together with other documentation or in a password protected encrypted file
How long do we keep the information?
– Handwritten notes are not kept once a report has been written and finalised
– Assessment forms are stored for 2 years, after which point they are shredded
– Electronic reports are stored until the end of the academic year in which the young person turns 26 years old
– Emails are deleted at the end of the involvement, ie when the report is finalised or any follow up work, such as coaching, has been completed
– Any other documentation like reports from other professionals or schools are kept with the paperwork for 2 years and then shredded
How can collected information be viewed, deleted or changed?
– You can make a Subject Access Request (SAR) by contacting the Data Controller, Jeanette Carlsson.
– Personal information may not be provided if it is considered that providing the information will violate the child or young person’s vital interest. Note that this will only be in exceptional circumstances and related to Safeguarding issues. Normally all the information received is openly shared with parents/educational establishments
– If you ask to have your data removed, a decision will need to be made as to whether it should be kept following statutory guidelines. Usually the electronic copy of the report will be kept until the person is 26 years old.
How will we communicate with you?
– We will send emails using a password protected secure network and will not use publicly-accessible Wi-Fi networks
– Reports and consultation records will be sent as a pass-word protected pdf document. The password will be communicated in a separate email or separate medium such as SMS or telephone
– If a school/college has commissioned the work they will be sent a completed electronic report or consultation record as a password protected pdf format. Once received the educational establishment becomes responsible for the document in accordance with their own Data Protection and Privacy Policy and will be responsible for communicating and distributing information to the young person and parents/guardians
What People Are Saying
"Meeting you, the assessment and all the feedback has for us been “life changing’. I feel like we finally have a clarity and approaches to move forwards very positively. V and I are so grateful and we can’t thank you enough for your professionalism, clarity and kindness."
"Thank you so much for everything you have done with A – it really is much appreciated. It has been very good for his self esteem to have his strengths articulated as he often forgets them when thinking about the negatives"
"The Strengths evaluation was helpful in that it helped me to get a different view point and to see things in a different manner in terms of giving me 5 ways in which to tackle problems"
"Whilst working together and being able to articulate freely and talk problems through with Jeanette really helped me solve the issues I wanted to resolve. Although I came to the conclusions myself I couldn’t have got there without Jeanette’s help"
"The assessment does seem to have really helped I, - perhaps giving her the realisation that if she doesn’t understand something it’s not because of lack of intelligence but just needing things explained in a different way, which is great"
"I found the sessions very helpful, especially the positive psychology approach. I liked the practical tasks that meant I didn’t just come and talk but was actively making changes. I always felt encouraged after our sessions. Thank you"
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