Privacy and personal information policy

Privacy and personal information for psychological assessments

J & M Yeomans Limited will manage psychological records with great concern for privacy and confidentiality and in accordance with current professional and legal standards, including the provisions of the General Data Protection Regulation (GDPR) requirements. The GDPR requires us to identify the legal basis upon which we process your personal data. We will proceed with your assessment and all associated activity on the basis of our contract and our legitimate interest to hold and process personal data.

Contract: we need to process personal data in order to fulfill our contractual obligations to undertake a psychological assessment. We will process all personal data that are shared with us for the purpose of the assessment and will do so lawfully, fairly and in a transparent manner. Therefore, processing of personal data is necessary if we are to fulfill our contract.

Legitimate interest:the intended purpose for processing personal data is to conduct a psychological assessment. Educational Psychology assessments involve the processing of special category data, including information, for example, about health, educational achievements, cognitive functioning, personality, interests and family history.  Depending upon the nature of the contract, we have a legitimate interest to collect such personal data for the purpose of forming a professional opinion or diagnosis.  In doing so, we will only collect information that is relevant to the purpose of undertaking that assessment and the associated feedback and reporting.   

Further information about the data that we collect and how it will be used and stored: Individuals will only be asked for personal information that is relevant for the work being undertaken. The information that will be requested and held will enable the professional to decide: 

• What kind of involvement is appropriate;
• What tests and assessments should be used; and
• Whether liaison with other professionals is needed

The specific work carried out will vary according to the individual's needs and the concerns being investigated. The list below shows the range of supportive activities that might be carried out:

• Classroom observation;
• Observation in other settings in school, for example in a small group teaching session or nurture group;
• Discussion with the Special Educational Needs Coordinator (SENCo), or head of learning/student support if the setting is FE or HE college;
• Discussion with class teacher/form tutor and any other school/college staff (for example, Teaching Assistant, Mentor, School Counsellor, head of year);
• Work alongside the child or young person in class (for example, in Foundation Stage it is often more helpful to assess a young child through the usual play activities that are offered);
• Individual assessment work. This might involve using tests, questionnaires or interview techniques for eliciting views;
• Discussion with other external professionals who are working with you or your child/young person (for example, speech therapist, learning support teacher);
• Scrutiny of reports or other written information completed by other external professionals working with you or your child/young person;
• Scrutiny of school/college information, including SEN records;
• Therapeutic work; or
• Group work.

Parents and carers will always be offered an appointment to meet with the person who will be working with their child. This will take place in school and the SENCo will usually make arrangements with you.

Apart from liaison with external professionals who are working with an individual, J & M Yeomans Limited will not share information to anyone outside of our organisation without consent unless the law compels us to do so. We have a duty of care towards the individuals with whom we work. Therefore we would have to disregard any promises of confidentiality if we thought a child, young person or adult was in any kind of danger and would be harmed, or cause harm, if we did not disclose some information about them or intervene in some way. Under these circumstances the need to keep someone safe from harm over-rides the duty to keep information about them confidential.

The work carried out will initially generate some paper information. For example, the professional will make some handwritten notes about work undertaken or will complete a paper test record booklet. This paper information will be used to create electronic written reports and/or summaries. In giving consent for the involvement of J & M Yeomans, permission is given for written report or summaries to be completed and for copies to be sent to the school or college. The school or college will also send a copy of any written report or summary that is completed. The report or summary may also be shared with other external professionals who are currently actively involved. Test record booklets will be shredded as soon as a written report or summary is completed. Handwritten file notes will be retained until the case is closed. Information about a decision is made to close a case will be made in writing, and at that point all handwritten material will be shredded. 

Reports and summaries are stored on an encrypted memory stick and are sent to school as password protected pdf documents. Information on an encrypted memory stick will be retained for 10 years, or until the individual reaches the age of 25. Cloud storage is not used. Paper information is stored in a locked metal file box.

Individuals have the right to request access to the data that is held about them or their children. You can make the request electronically (via email, to jandmyeomans@gmail.com) or by letter to 26, Wyckham Close, Birmingham B17 0TB. The information will be provided free of charge within one month of your request. In some circumstances a charge might be made, or the response period extended, or a refusal might be made. If we have to carry out any of these actions we will explain why and give information about how to complain.

The law allows us to share personal information in some circumstances, provided it has been anonymised. For example, we might discuss the work we have done with other professionals in order to gain advice and to check that we are drawing reasonable conclusions and making good decisions. This is called supervision and it is common for professionals in health, care and education roles to ask for advice from their colleagues in this way. If we do discuss the work we have done in supervision, we will not pass on personal information that would allow another professional to identify the individual being discussed. We might also show any written report or summary to other psychologists in a face to face supervision meeting, in order to obtain feedback about the quality of the report. These psychologists are alsobound by confidentiality and data protection rules, so they would not keep a copy of any personal information.

Privacy and personal information for chess tuition

J & M Yeomans Limited will manage chess tuition records with great concern for privacy and confidentiality and in accordance with current professional and legal standards, including the provisions of the General Data Protection Regulation (GDPR) requirements. The GDPR requires us to identify the legal basis upon which we process your personal data. 

We need to process personal data in order to deliver chess tuition. We will process all personal data that are shared with us and will do so lawfully, fairly and in a transparent manner. Therefore, processing of personal data is necessary if we are to deliver chess tuition.

Legitimate interest:the intended purpose for processing personal data is to deliver chess tuition. In doing so, we will only collect information that is relevant to the purpose of providing that tuition.   

Further information about the data that we collect and how it will be used and stored: Individuals will only be asked for personal information that is relevant for the work being undertaken. The information that will be requested and held will enable the chess tutor to:

• Note the position on a chess board for a game that needs to continue in the next session (this is normally carried out via photographing the board and the game cards, with no children in the shot);
• Keep track of payment for and attendance at chess clubs;
• Keep records of games won and lost where the chess activity is related to an ongoing chess club or competition, such as the UK Chess Challenge; and
• Keep lists of names of individuals making up a team for a chess competition.

Electronic information is stored on an encrypted memory stick. Cloud storage is not used. Paper information is stored in a locked metal file box.

J & M Yeomans Limited will not share information to anyone outside of our organisation without consent unless the law compels us to do so. We have a duty of care towards the individuals with whom we work. Therefore we would have to disregard any promises of confidentiality if we thought a child, young person or adult was in any kind of danger and would be harmed, or cause harm, if we did not disclose some information about them or intervene in some way. Under these circumstances the need to keep someone safe from harm over-rides the duty to keep information about them confidential.