Privacy Notice
This privacy notice explains how we handle your personal information and what you can expect from us when you share your details.
What this notice covers
Contact details
Business Name: SEN Casework Services
Registered Office Address: Mansion House, 43-45 Market Street, Manchester, M1 1WR
Phone Number: 0790276035
Email: enquiries@sencaseworkservices.co.uk
We collect or use the following information For the operation of client or customer accounts:
We collect or use the following personal information for dealing with queries, complaints or claims:
Special Category and Sensitive Data We Process
Due to the specialised nature of our SEN casework and virtual assistant services, we process "Special Category Data" as defined under the UK GDPR. This includes sensitive information concerning health, disabilities, medical records, cognitive assessments, and educational histories of children and young people. We process this high-risk data strictly with the explicit consent of the data subject (or their parent/guardian) or under the documented instructions of our institutional clients to fulfill contractual obligations.
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
· Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
· Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information For the operation of client or customer accounts are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
We get information directly from you, including parents, carers or contracting educational institutions .
Institutional Engagements: Data Processor vs. Data Controller Status
Where SEN Casework Services is hired directly by families or independent practitioners, we act as the Data Controller for that information. However, when we are contracted directly by Schools, Academies, or Multi-Academy Trusts (MATs), the contracting educational institution remains the Data Controller under UK law. In these corporate engagements, SEN Casework Services acts strictly as a Data Processor. We process all institutional student data solely under the explicit, documented instructions of the trust and in strict accordance with a formal Data Sharing Agreement (DSA) or Data Processing Agreement (DPA).
We apply stringent organisational and technical security measures to safeguard all sensitive pupil records. All digital student case files, EHCP drafts, and multi-agency reports are transferred exclusively via Tresorit, utilising zero-knowledge, AES 256-bit end-to-end encryption. All digital files are stored and processed on secure, password-protected systems located entirely within the United Kingdom. No identifiable student data or special category records are stored on servers or handled by data subprocessors located outside the UK/EEA.
MATs
UK GDPR and the Data Protection Act 2018 require that personal data is not kept for longer than necessary for its original purpose.. We will only keep your personal information for as long as it is necessary to provide out services to you or to comply with our legal obligation.
For institutional contracts and file audits, all associated pupil files and documentation are permanently deleted from our digital systems within 30 days of deleting the final audit report, unless an alternative period is explicitly agreed upon in writing.
Parents
When working directly with families, we may share information with Local authorities or Legal bodies or authorities as required to fulfill our casework or legal duties.
Institutional Data Boundary Guarantee
For all institutional contracts with Schools, Academies, and Multi-Academy Trusts, SEN Casework Services acts strictly as a Data Processor. Any pupil records, EHCP files, or sensitive data shared with us by a trust are kept entirely confidential within our secure Tresorit infrastructure.We never share, sell, or disclose school-provided student data with third-party suppliers, other local authorities, or external bodies unless we receive explicit, documented instructions from the contracting trust's Data Protection Officer, or are strictly required to do so by law.
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
SEN Casework Services / Specialist SEN VA
SEN Casework Services | Specialist SEND Casework & Compliance Auditing | Registered Office Mansion House, 43 -45 Market Street, Manchester, M1 1WR
ICO Data Protrction Register No: ZB347913 | Enhanced DBS Checked | UK GDPR Compliant | Copyright © 2026 SEN Casework Services - All Rights Reserved.