Data Management and Privacy Policy

Name: Assist Education
Role: Independent Dyslexia Assessor
ICO Registration Number: ZB146565
Date: 27/07/2025
Review Date:  27/07/2026
Email: taraparkhouse@assisteducation.co.uk
Telephone: 07956241202

  1. Purpose

This policy explains how Assist Education collects, stores, uses, and protects personal information obtained in the course of carrying out dyslexia and specific learning difficulty (SpLD) assessments for pupils and students at educational settings.

It demonstrates my compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and outlines the rights of individuals whose data I process.

  1. Scope

This policy applies to all personal data relating to pupils, parents/carers, and school staff that Assist Education collects or processes in connection with my work as an independent assessor.

Assist Education acts as the Data Controller for all personal data they collect.

  1. Lawful Basis for Processing

Assist Education collects and processes data under the following provisions of the UK GDPR:

  • Article 6(1)(b) – Processing is necessary for the performance of a contract (i.e., carrying out an agreed assessment).
  • Article 9(2)(a) – Explicit consent is obtained for processing special category data such as health or educational information.

Consent is sought from parents/carers (for children) or from the individual being assessed (for adults) before any assessment begins.

  1. Data Collected

Depending on the nature of the assessment, the following data may be collected:

  • Personal identifiers: name, date of birth, gender, home address, school name and year group
  • Contact details: email address, telephone number
  • Background information provided by parents, carers, and teachers
  • Assessment data, including test results, observation notes, and analysis
  • Final diagnostic report and recommendations
  • Signed consent forms and relevant correspondence
  • Medical or educational history relevant to the assessment
  • Invoicing information where required (for accounting purposes only)
  1. Data Collection Methods

Data is collected through:

  • Pre-assessment forms or questionnaires (via encrypted email or secure cloud platform)
  • Communication by email, phone, or text
  • Information provided directly by the school or parents
  • Assessment sessions conducted in person or online

No personal data is collected through automated means or for marketing purposes.

  1. Data Storage and Security

6.1 Digital Storage

  • All assessment materials, reports, and consent forms are stored within Microsoft 365 OneDrive which is encrypted and GDPR compliant.
  • Files containing personal or sensitive information are password-protected.
  • Devices used to process data (laptops, phones) are  password-protected.
  • Sensitive data is not stored on USB drives or unencrypted devices.

6.2 Paper Storage

  • Any paper-based documents (e.g., signed consent forms, notes) are stored in a locked, fire-resistant filing cabinet in a secure location accessible only to Assist Education.
  1. Data Sharing
  • Reports and relevant data are shared only with the individual, parent/carer, and/or the school as agreed in the consent process.
  • Data may also be shared with other professionals (e.g., SENCOs, educational psychologists, or therapists) only with explicit written consent.
  • Files are shared via encrypted email attachments or secure cloud links (restricted to named recipients).
  • Passwords for encrypted files are shared separately via text or phone call.
  • No data is shared with third parties for marketing, research, or any unrelated purpose.

Where Assist Education works on behalf of a school, the school may retain a copy of the report in accordance with its own internal data protection policies.

  1. Data Retention and Disposal
  • Assessment reports and associated records are kept for seven (7) years after the date of assessment, or until the pupil reaches age 25, whichever is later.
  • Background forms or raw test papers are stored electronically and securely deleted after 12 months.
  • All data is securely deleted or shredded once the retention period expires.
  1. Accounting and Financial Data
  • Invoicing and payment records are stored in Clear Books which is GDPR compliant.
  • No financial information (e.g., card or bank details) is stored directly by Assist Education; payment data is handled securely through the payment platform used.
  1. Confidentiality

All personal information is treated as strictly confidential.
Assist Education is registered with the Information Commissioner’s Office (ICO) as a Data Controller and comply with the professional codes of practice of:

  • PATOSS (Professional Association of Teachers of Students with Specific Learning Difficulties)
  • SASC (SpLD Assessment Standards Committee)
  1. Data Breach Procedures

In the unlikely event of a data breach:

  1. Immediate steps will be taken to identify and contain the breach.
  2. Assist Education will assess the risk to individuals and, where appropriate, notify affected parties and the ICO within 72 hours.
  3. A record of the incident and actions taken will be maintained.
  1. Rights of Data Subjects

Under the UK GDPR, individuals (or parents/carers of minors) have the right to:

  • Access copies of their personal data (“subject access request”)
  • Request correction of inaccurate data
  • Request deletion of data (“right to be forgotten”)
  • Withdraw consent for processing (before the report is issued)
  • Object to processing in certain circumstances

Requests should be made in writing to the contact listed below. Responses will normally be provided within one month of receipt.

  1. Complaints

If you are concerned about how your data is being handled, please contact Assist Education in the first instance using the contact details below.

If your concern is not resolved, you have the right to contact the Information Commissioner’s Office (ICO) at https://ico.org.uk/.

  1. Policy Review

This policy is reviewed annually or sooner if legislation, guidance, or working practices change.

  1. Contact Details

Name: Assist Education
Role: Independent Dyslexia Assessor
Email: taraparkhouse@assisteducation.co.uk
Telephone: 07956341202
ICO Registration Number: ZB146565