Privacy Policy

SENCO Assist is an online portal for SENCOs and school staff.

The portal provides information, guidance and resources on key areas of the SEN system including the EHCP process, SEN Tribunals, Disability Discrimination and more

1. Introduction

This Privacy Policy explains how The SENCO Assist Portal collects, uses, and protects personal data when you use our online subscription service (“Service”).

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who This Policy Applies To

This Service is intended for eligible SENCO Assist Members who register using their professional email address and personal details.

3. Data Controller

For any enquiries regarding data control please email enquiries@sencoassist.co.uk

4. Personal Data We Collect

We may collect and process the following information:

4.1 Information You Provide

  • Full name
  • Professional email address (e.g. school email)
  • Job title and role
  • School or organisation name
  • Contact details (phone number, if provided)
  • Account login credentials

4.2 Automatically Collected Data

  • IP address
  • Browser type and version
  • Usage data (pages visited, time spent, etc.)
  • Device information

4.3 Payment Information

Payment details are processed securely by third-party payment providers. We do not store full payment card details.

5. How We Use Your Data

We use your personal data to:

  • Provide and manage your subscription
  • Verify your eligibility as a school professional
  • Communicate with you بشأن your account or service updates
  • Improve our platform and user experience
  • Comply with legal obligations

6. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

  • Contractual necessity – to provide the Service
  • Legitimate interests – to improve and secure our platform
  • Legal obligation – to comply with applicable laws
  • Consent – where required (e.g. marketing communications)

7. Sharing Your Data

We may share your data with:

  • Service providers (e.g. hosting, payment processing)
  • IT and security providers
  • Legal or regulatory authorities where required
  • Visitor comments may be checked through an automated spam detection service.

We ensure all third parties respect your data and comply with UK data protection laws.

8. International Transfers

If your data is transferred outside the UK, we ensure appropriate safeguards are in place, such as UK-approved standard contractual clauses.

9. Data Retention

We retain your personal data only for as long as necessary to:

  • Provide the Service
  • Meet legal, accounting, or reporting requirements

After this period, your data will be securely deleted or anonymised.

10. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion (“right to be forgotten”)
  • Restrict or object to processing
  • Data portability
  • Withdraw consent (where applicable)

To exercise your rights, contact us at: enquiries@sencoassist.co.uk

11. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

  • Encryption
  • Secure servers
  • Access controls

12. Children’s Data

This Service is intended for professionals and not for use by children. We do not knowingly collect data from individuals under 18.

13. Cookies

We use cookies and similar technologies to:

  • Maintain user sessions
  • Analyse site usage
  • Improve functionality

You can manage cookie preferences through your browser settings.

Contact forms

If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

Who we share your data with

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

14. Complaints

If you have concerns about how we handle your data, you can contact us or lodge a complaint with the Information Commissioner’s Office (ICO):

Website: https://www.ico.org.uk

15. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.

16. Contact Us

If you have any questions about this Privacy Policy, please contact: enquiries@sencoassist.co.uk


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