Integrated Disability Service
Privacy notice

Last updated: 16 April 2019

The following privacy notice applies to The Integrated Disability Service (IDS).

IDS is a partnership, bringing together services within Warwickshire County Council and the National Health Service.

IDS provides:

  • Early Years and Preschool support, including Specialist Teaching and Portage, providing a range of direct teaching, assessment, support and training for settings and parents, including Early Bird (parent training for children with Autism).
  • 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’ Team, made up of staff who work with children with Sensory, Severe and Complex Needs in mainstream. Support to children and young people with a visual impairment is provided by the Vision Support Service by staff working at Exhall Grange School; referrals, however, are made through IDS.
Purpose for processing

We will process your personal information as part of our duties:

  • To identify and assess children with special educational needs and learning disabilities (Children and Families Act 2014, sections 22 and 35).
  • To promote the integration of educational provision (Children and Families Act 2014 Section 25).
  • To ensure the provision of a suitable education for children with special educational needs and disabilities in accordance with sections 13 and 13A of the Education Act 1996.
  • To provide sufficient childcare for working parents and those with disabled children up to 18 ‘as far as practicable’ (Childcare Act 2006 section 1).

The Neonatal Hearing Standards (NHSP) require us to make contact with the family of a newly diagnosed deaf baby within two working days.

Personal information collected and lawful basis
  • Personal and family details - Name, parents email, contact numbers, address, date of birth
  • Personal reference numbers - e.g. Unique Pupil Number for pupils in schools
  • GP Name & Address of data subject Lifestyle and social circumstances
  • Visual images including video recordings, personal appearance and behaviour
  • Student and pupil records
  • Case file information (customer including complaints and compliments).

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.
  • Racial or ethnic origin
  • Religious or other beliefs of a similar nature.

Our lawful basis for processing this information is:

  • Tasks carried out in the public interest or in the exercise of official authority

In addition to any processing of visual images (as documented above) in regards to 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.

Who we may share your information with

Within Warwickshire County Council:

Social Care; SEN and Disability Assessment and Review (SENDAR); Educational Psychology Service; Admissions; Physical Assets (if we need to make adaptations to educational buildings); Occupational Therapy; Education Transport; Legal Services.

Outside of Warwickshire County Council:

SENDIASS (previously known as Parent Partnership), RISE (aka CAMHS); Educational Settings (Schools/Colleges/Early Years); Health professionals, incl GPs, Paediatricians, Health Visitors, Hospital Consultants, Speech and Language Therapy, Physiotherapy, Occupational Therapy, Wheelchair Services, Audiology, Community Children’s Nursing Team, COMPASS (School Nursing), Hospitals, Clinical Commissioning Groups; Act for Autism (in regard to Autism Support for Parents, aka ASP, referrals).
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

Find out 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:

You do not have any other information rights.

See our overall privacy notice for further contact details and if you have a complaint about your information rights.

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