Privacy Policy

Privacy Policy – SEND Consultancy

Last updated: December 2025

SEND Consultancy (“we”, “our”, “us”) is committed to protecting the privacy and security of the personal information we collect. This Privacy Policy explains how we collect, use, store, and protect your personal data when you access our website, contact us, or use our consultancy services relating to Special Educational Needs and Disabilities (SEND).

By using our services, you agree to the terms of this Privacy Policy.

1. Who We Are

SEND Consultancy provides specialist services, training, and support for individuals, families, schools, and organisations regarding Special Educational Needs and Disabilities.

Data Controller: SEND Consultancy
Contact: steph@minimomentssend.com

2. What Personal Data We Collect

We may collect and process the following types of personal information:

2.1 Information you provide directly

• Name
• Email address
• Phone number
• Postal address
• Role and organisation (e.g., school, local authority, parent/carer)
• Case information relevant to SEND support
• Billing and payment information
• Any documents or reports you share with us

2.2 Information collected automatically

When you visit our website, we may collect:

• IP address
• Browser type
• Device information
• Pages visited
• Cookies and analytics data (if applicable—see Section 10)

3. How We Use Your Information

We process your personal data for the following purposes:

• To provide SEND consultancy, support, training, or assessment services
• To communicate with you about your enquiry or contract
• To maintain records in line with safeguarding requirements
• To send updates or relevant information (only with consent)
• To manage payments and invoicing
• To comply with legal duties and regulatory obligations

4. Legal Basis for Processing

We process personal data under the following legal grounds:

• Consent – when you voluntarily provide information or sign up for communications
• Contract – when processing is necessary to deliver agreed services
• Legal obligation – safeguarding purposes
• Legitimate interests – to operate and improve our services

For any SEND-related or sensitive information (“special category data”), we rely on:

• Explicit consent, and/or
• Legal/contractual necessity for the provision of specialist consultancy services

5. How We Share Your Information

We will never sell your personal data.

We may share data only with:

• Professionals involved in a case (with your consent)
• Service providers such as secure email, cloud storage, or payment platforms
• Legal, safeguarding, or regulatory bodies if required
• Third parties assisting us in service delivery (e.g., specialist associates), under confidentiality agreements

6. International Data Transfers

If data is transferred outside the UK/EU (e.g., via secure cloud platforms), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses, GDPR-compliant providers, or equivalent protection measures.

7. Data Retention

We retain personal information only as long as necessary:

• Client case files: 6 years (or as required by law/safeguarding guidance)
• Contact and enquiry data: up to 2 years
• Financial records: 6 years

After this period, data is securely deleted or anonymised.

8. Your Data Protection Rights

Under the UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate information
• Request deletion (where applicable)
• Restrict or object to processing
• Data portability
• Withdraw consent at any time

To exercise your rights, contact us at: steph@minimomentssend.com

If you believe your rights have been violated, you can complain to the UK Information Commissioner’s Office (ICO).

9. How We Protect Your Data

We implement industry-standard measures to keep your information secure:

• Encrypted storage and communications
• Access controls and authentication
• Secure backup systems
• Regular reviews of processing practices

11. Links to External Sites

Our website may contain links to external sites. We are not responsible for the content or privacy practices of these third-party websites.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

13. Contact Us

If you have questions about this Privacy Policy or your data, please contact:

Mini Moments SEND Consultancy
Email: steph@minimomentssend.com