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Integrated Disability Service
Privacy notice

Last updated:  16 January 2023

The following privacy notice applies to The Integrated Disability Service (IDS) which is a partnership, bringing together services within Warwickshire County Council and the National Health Service and provides the following services: 

  • Early Years and Preschool support, including Specialist Teaching and Portage, providing a range of direct teaching, assessment, support and training for settings and parents. 
  • SEND Childcare advice and training for childminders and wrap-around daycare providers. 
  • A Physical Disability Service, including Occupational Therapy and Specialist Teachers, providing advice and support to ensure that children achieve the greatest possible independence both at home and school. 
  • A Sensory and Complex Needs’ Service to work with children with Sensory, Severe and Complex Needs, and a Vision Support Service supporting children and young people with a visual impairment.
Purpose for processing

We process your personal information as part of our duties:  

  • To identify and assess children with special educational needs and learning disabilities. 
  • To promote the integration of educational provision. 
  • To ensure the provision of a suitable education for children with special educational needs and disabilities. 
  • To provide sufficient childcare for working parents and those with disabled children up to 18 ‘as far as practicable’.
  • To make contact with the family of a newly diagnosed deaf baby within two working days. 
Personal information collected and lawful basis

We collect the following personal information:

  • Name, address, postcode, date of birth, family details, parents email address, contact numbers.
  • Personal reference numbers - e.g., Unique Pupil Number for pupils in schools.
  • GP Name & Address for data subject.
  • Student and pupil records. 

Our lawful basis for processing this information is: 

  • Tasks carried out in the public interest with a clear basis in law. 

We will also obtain the following sensitive (special category) personal information: 

  • Physical or mental health details (including health or social care records) including, where appropriate, audiograms. 
  • Case file information (customer including complaints and compliments).
  • Racial or ethnic origin. 
  • Religious or other beliefs of a similar nature.
  • Behaviour (e.g., aggressiveness).
  • Visual images including video recordings.

Our lawful basis for processing this personal information is: 

  • Substantial public interest for the provision of health or social care services.

In addition to any processing of visual images (as documented above) regarding individual assessments for the purposes of monitoring progression, we may also process visual images for the purposes of publicity, e.g., newsletters, and training videos. Our lawful basis for this secondary process is consent. We will not use your visual images for the purposes of publicity or training without your prior consent.  

The following significant legislation and associated regulations govern our processing: 

  • Children and Families Act 2014, sections 22, 25 and 35
  • Education Act 1996, sections 13 and 13a
  • Childcare Act 2006 section 1
  • The Neonatal Hearing Standards (NHSP)
Who we may share your information with

We may need to share the personal information we have collected about you with partner organisations where relevant to the individual and/or their care provision. These include but are not limited to:

  • SENDIASS (previously known as Parent Partnership)
  • RISE (aka CAMHS)
  • Educational Settings (Schools/Colleges/Early Years)
  • Health professionals, (e.g., GPs, Hospitals, Health Visitors)
  • COMPASS (School Nursing)
  • Exhall Grange School (for Vision Support Service)
  • Act for Autism (Autism Support for Parents). 

We will only share personal information with law enforcement or other authorities if required by applicable law.

How long we will hold your information

Retention periods for your information will vary depending on service needs, legislative guidance, and age at the point of interaction. 

  • Standard case files will be retained for DoB + 25 years. 
  • Case files that link to EHC Plans will be retained for DoB + 32 years. 

Please note: all stated retention periods will be subject to any legal holds imposed under the Inquiries Act 2005 that may concern the information and override standard retention. 

Your information rights

Use this link for information on How to access your personal information

  • For rectification of your personal information, or to restrict the processing of your personal information, or to object to the processing of your personal information please contact us by email at:
  • The rights of Erasure and Portability are not available for this service. 
  • This service does not use Automated Decision Making or Profiling as a process.
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See our overall privacy notice for further contact details and if you have a complaint about your information rights. 

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