Early Years Portage and Early Years Special Educational Needs Development Team - Privacy Notice

This document explains how information will be held about you/ or your child and processed by the Early Years Portage and Early Years Special Educational Needs Development Team

You can also find out about the General Data Protection Regulations and Data Protection Act 2018 and your rights on the Council’s web privacy page.

This page contains information about:

  • Who we are
  • Why we collect your personal information
  • The legal basis for using your information
  • Who we may share your information with
  • How you can access the information we hold about you
  • Further information and Data Protection Officer

Who we are

Bournemouth Borough Council will be the Data Controller for the personal information you provide about your child. Personal information can be anything that identifies and relates to a living person. This could be a name and contact details. As the Data Controller Bournemouth Borough Council will use your information to provide you with our services.

Why we collect your personal information

We will collect enough personal information in order to provide you with services for the following purposes.

  • Portage - A home visiting Educational service for families with young children from birth to three, who have special educational needs and disabilities
  • Area Special Educational Needs Development Officer (SENDo) - will visit your child's childcare setting and discuss your child's needs with the SENCo. Advice will be offered and equipment may be loaned
  • Children whose needs are considered to be severe, complex and long-term will be seen at their childcare setting by an Advisory SENDo. The Advisory SENDo will visit your child (at least once a term) to offer support; mentor staff, advise one-to-one support workers and guide you and staff through the Education, Health and Care Plan (EHCP) process
  • Additional funding is available to childcare settings to make a positive impact on a child's longer term outcomes. Requests for SEND Top-up Grants (formally known as additional support funding) are made by childcare settings and submitted to a panel that considers requests made.

We are not permitted to collect information we do not need or will not use. This document covers information you have provided direct to the Council and information which has been shared with us by other organisations.

If we don’t need your personal information we will either keep your details anonymous, if we already have it for another service or we won’t ask you for it. If we use your personal information for research or analysis, we will always keep your details anonymous or use a fake name. We don’t sell your personal information to anyone else.

The legal basis for using your information

According to the General Data Protection Regulations (GDPR)and the Data Protection Act 1998, we must have a reason to collect and use your information.

This will be:

  • To deliver services and support you
  • To enable us to manage the services we provide
  • To train and manage our workers who deliver those services
  • To investigate any worries or complaints you may have about our services
  • To check the quality of our services
  • To help with research and planning of new services.

There are a number of legal reasons why we need to collect and use your personal information. For this service:

(ii) Legal obligation: it is required by law, in order that we meet

  • The Children and Families Act Act 2014
  • The SEND Regulations 2014
  • The Special Education Needs and Disability Code Of Practice 0-25 years, 2015
  • The Equality Act 2010

Our service also needs to use sensitive personal data also called “special category data” which requires more protection to keep it safe. This is often information you would not want to be widely known and is very personal to you. It includes:

  • Sexuality or sexual heath
  • Religious or spiritual or philosophical beliefs
  • Ethnicity
  • Physical or mental health
  • Trade union membership
  • Political opinions
  • Genetic or biometric data
  • Criminal history

We will take extra care of this data. The legal reason for us to collect and use this personal information is:

  • it is necessary to perform our statutory duties or it is required by law
  • The Children and Families Act 2014
  • The SEND Regulations 2014
  • The Special Education Needs and Disability Code Of Practice 0-25 years, 2015
  • The Equality Act 2010

Who we may share your information with

We use a range of organisations to either store personal information or to help deliver our services to you. Sometimes we have a legal duty to provide your personal information to other organisations, for example the court service or HMRC.

We may also share your personal information with these organisations

  • Your child’s Early Education setting (pre-school, nursery or child minder)
  • The local Children’s Centre
  • Health Professionals involved with your child
  • Social Care Professionals
  • Your child’s future school

Your information will not be disclosed to any other organisations, except where we are required and allowed to by law.

We may seek your consent if we are able to offer additional services which we believe are of benefit to you. This will be clearly communicated to you. We will only share your details with these organisations if we have your consent. We will not share your information otherwise. 

Accessing the information we hold about you

You have the right to request, in writing, details of the information that is held about you and also the right to access a copy of the information. This may be by the Council providing copies of documents or by inviting you to view the records at one of its offices, if appropriate. Please see our webpage for further information about how to make a subject access request.

Bournemouth Borough Council will not charge a fee to access your information. Sometimes there may be information that we are not allowed to show you, such as

  • legal information or advice
  • crime prevention and detection records
  • information that we believe may be harmful to you and your well-being
  • details about or provided by other people – this is called third party information (For example, information from the Police or Department for Work and Pensions)

You may also ask us to

  • stop processing your information if this causes or might cause damage or distress
  • stop processing your information for direct marketing
  • make decisions about you using your information by automated means (For example, using computers to decide on an entitlement)
  • amend any of your data which you feel is inaccurate. You can also ask for information to be blocked, erased or destroyed
  • transfer your information electronically to another service provider
  • consider a claim for compensation for any damages caused by a breach of the Data Protection regulations.

If you give consent for us to use your information, you may withdraw this at any time. However, this may affect our ability to continue to provide you with a service.

How long we keep information about you

We will retain this information for 10 years as stated in our retention schedule and in accordance with the

  • The Children and Families Act 2014
  • The SEND Regulations 2014
  • The Special Education Needs and Disability Code Of Practice 0-25 years, 2015
  • The Equality Act 2010

Further information

If you have a concern about how we are using your information, we would ask you to contact us in the first instance using the address below:

Early Years Portage and SEND Team
Children and Young Peoples Services
Bournemouth Borough Council
Town Hall –E3
Bourne Avenue


Data Protection Officer

If you are not satisfied with a response to your concerns from the Early Education Funding Team, our Data Protection Officer Vivian Bateman, can review any issues regarding Information Rights legislation if necessary. The Data Protection Officer can be contacted at the address below:

Data Protection Officer
Bournemouth and Poole Information Governance Team Bournemouth Borough Council
Town Hall

Information Commissioner

For further information about Information Rights legislation, please contact the Information Commissioner’s Office at www.ico.org.uk or by telephone 0303 123 1113