Privacy Notices - Special educational needs and/or disabilities (SEND) - Planning using the co-production process Privacy Notice

You need to read and be aware of this privacy notice if you attend an event, briefing, meeting, session (in-person or via MS Teams) or complete a survey around the co-production of strategies, plans or services in relation to Special Educational Needs and/or Disabilities (SEND) services in Swindon. This includes the Swindon SEND Local Offer. 

A Privacy Notice is a statement issued by an organisation that explains how personal and confidential data about individuals is collected, used and shared.

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us. We will ensure that the data given to us is processed in line with our Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations. (GDPR)

To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. dataprotection@swindon.gov.uk  or in writing to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.
 

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. 

The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

As part of our co-production processes, we may collect information from you on your views, ideas, thoughts about the particular subject being discussed, and we may also collect data using surveys. This information will be used to inform strategies, plans and/or services in relation to Special Educational Needs and/or Disabilities (SEND) services in Swindon. This includes the Swindon SEND Local Offer.
 

Your name and email address, and as above under 'Your personal data - what is it?'

We comply with our obligations under the GDPR by keeping personal data up to date, and only retaining it for as long as is necessary, in line with the Council’s Retention Policy.

We will store and share your information only with those who need to know in relation to completing/updating strategies, plans or services in relation to Special Educational Needs and/or Disabilities (SEND) services in Swindon.

This includes the Swindon SEND Local Offer.
 

We have a responsibility to co-produce our strategies, plans and services in relation to SEND services in Swindon wherever possible with local residents. The information that you supply within events, briefings, meetings, sessions (in-person or via MS Teams) or complete on surveys will support this co-production process.

Our co-production processes will be in line with the Children and Young People’s Participation Strategy, the latest version can be found on the Swindon Local Offer: Swindon Local Offer - Children and Young People’s Participation Strategy
 

We seek to provide co-production opportunities to ensure that SEND services continue to meet the needs of local residents, as well as ensuring we meet the requirements of Ofsted/CQC in their regular inspections of our services. 

We seek your consent for the following reasons:

• It is necessary to have evidence of coproduction of services for Ofsted/CQC inspections
• You, or your legal representative, have given consent
• It is necessary to perform our statutory duties

If we have consent to use your personal information, you have the right to remove it at any time.

If you want to remove your consent, contact DataProtection@Swindon.gov.uk and tell us which service you are using so we can deal with your request.
 

Your views, ideas, thoughts about a particular subject, will be used as part of the co-production processes to inform strategies, plans and/or services in relation to SEND services in Swindon. 

Therefore anyone involved in SEND Services in Swindon may view the information you have shared with us as part of co-production processes.
 

We will do what we can to make sure the information you share is stored in a secure way, and we will only make the information available to those who need to include it within strategies, plans and/or services in relation to SEND services in Swindon. 

Examples of our security include:

• controlling access to systems and networks which allows us to stop people who are not allowed to view the information from getting access to it
• training for our staff to make them aware of how to handle information and how and when to report when something goes wrong

The information will be kept for as long as it is deemed up to date and useful for the SEND service, in line with the Council’s Retention Policy. It will be appropriately and securely deleted when no longer required.

You have the choice to be a part of co-production events, briefings, meetings, sessions (in person or via MS Teams) or complete a survey or not. If you attend a co-production event, briefing, meeting, session, or complete a survey, you are consenting to us using the information you share with us for co-production purposes.

We need to be clear that you are fully aware of this when you agree to attend a co-production event, briefing, meeting, session, or complete a survey. 
 

If you have any worries or concerns about attending a co-production event, briefing, meeting, session, or completing a survey, please discuss with the organiser/manager prior to accepting.

You are under no statutory obligation to agree to attend a co-production event, briefing, meeting, session or completing a survey. If you do not wish to attend any session or complete a survey, you do not have to. However if you do not agree, it may be that your thoughts, views, opinions are unable to be included in the co-production process.

We have internal auditing processes to ensure compliance.

We are also be subject to external regulatory compliance audits such as Ofsted/CQC.
 

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