Privacy Policy | The Spld Hub

Emma Stokes T/as The SpLD Hub
Effective: June 2025

Review Due: June 2026

1. Statement of Commitment

The SpLD Hub is committed to protecting the privacy and confidentiality of all clients — including children, young people, and adults — as well as their families. I take the handling of personal data seriously and ensure that all information is collected, stored, and used in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Aims

This policy aims to:
• Ensure transparency about how personal data is collected, used, and stored.
• Protect the privacy and rights of clients and families.
• Explain individuals’ rights regarding their personal data.
• Outline how data breaches or concerns will be handled.

3. Scope

This policy applies to:
• All personal data collected or processed by The SpLD Hub, including data collected via the website, email, video calls, contact forms, and in-person interactions.
• All services delivered — including tuition, therapy, mentoring, and assessments.
• Any method of communication or environment in which services are provided.

4. Types of Data Collected

Depending on the nature of services or communication, the following types of personal data may be collected:
• Contact details (name, address, phone number, email).
• Date of birth and gender.
• Medical, educational, or psychological information relevant to service delivery.
• Assessment results, session notes, or reports.
• Communication records (e.g. emails, messages, submitted web forms).
• Parental or guardian details, where applicable.
• Website usage data (e.g. browser type, IP address, pages visited) through analytics or cookies.
• Consent forms and agreements.

5. Lawful Basis for Processing

Personal data is processed under the following lawful bases:
• Consent – for specific, informed use of data.
• Contract – to provide agreed services.
• Legal obligation – where required by safeguarding law or regulation.
• Legitimate interests – to support effective service delivery, where appropriate and without compromising individual rights.

6. Data Storage and Security

• All electronic data is stored on secure, password-protected, and encrypted systems.
• Paper records (if used) are stored in locked, secure cabinets.
• Only necessary data is retained, and only for as long as required by law or professional guidelines.
• Emails and messages are regularly reviewed and archived or deleted when no longer needed.
• Data collected via the website is transmitted securely and treated with the same level of protection as all other client data.

7. Sharing of Data

Personal data is treated as confidential and will not be shared without consent, unless:
• Required by law (e.g. safeguarding concerns).
• Requested by regulatory or funding bodies (where appropriate).
• Sharing is necessary for service delivery (e.g. liaising with schools or professionals), and informed consent has been obtained.

8. Rights of Clients and Families

Individuals have the right to:
• Access their personal data.
• Request correction of inaccurate or incomplete data.
• Request deletion of data (where appropriate).
• Object to or restrict data processing.
• Withdraw consent at any time (where consent is the lawful basis).
• Lodge a complaint with the Information Commissioner’s Office (ICO).

9. Data Retention

• Tuition session notes and correspondence are retained for no longer than 2 months after service delivery ends, unless there is a safeguarding or legal reason to retain them for longer.
• Assessment reports are retained in line with SASC (SpLD Assessment Standards Committee) requirements, typically for 7 years, or until a child turns 25 — whichever is later.
• Assessment test papers and raw data are not retained beyond the completion and delivery of the final report.
• All personal data is securely deleted or destroyed once it is no longer required for professional, legal, or regulatory purposes.

10. Data Breaches

In the event of a data breach:
• I will assess the risk and take immediate steps to contain the breach.
• Affected individuals will be informed where there is a risk to their rights or freedoms.
• The Information Commissioner’s Office (ICO) will be notified where legally required.

11. Website and Online Communication (Updated)

• The SpLD Hub website is hosted on the Wix platform, which provides secure forms, payment processing, and scheduling tools.
• Personal data submitted through the website (e.g. via Wix Forms, Wix Payments, or Wix Bookings) is processed and stored by Wix on secure servers in compliance with UK GDPR.
• This data may include names, contact details, appointment preferences, and payment information where applicable. It is used solely to respond to enquiries, manage bookings, or process payments.
• Standard website usage data (e.g. IP address, browser type, pages visited) may be collected through cookies or analytics tools to improve functionality.
• Any personal data collected through the website is stored securely and handled in accordance with this Privacy Policy.
• Wix does not sell or use your information for its own marketing purposes. You can find more details in the Wix Privacy Policy.
• No personal data submitted through the website is shared with third parties without consent, unless required by law.

12. Monitoring and Review

• This policy is reviewed annually or in response to changes in legislation, service delivery methods, or digital practices.
• Clients and families will be informed of significant updates.
• Feedback is welcomed to improve privacy and data protection practices.

Signed: Emma Stokes
Name: Emma Stokes
Role: Sole Trader – Tutor / Assessor / Therapist / Mentor