Privacy Notice

Last updated: 23 August 2026

DeafSEND Ltd is committed to protecting personal information and handling it
responsibly. This Privacy Notice explains how we collect, use, share, retain and
protect personal data when you visit our website, make an enquiry or engage
DeafSEND for professional services.

1. Who we are

DeafSEND Ltd is a specialist inclusion consultancy providing services including
Access Arrangements assessment, deaf education and Qualified Teacher of the Deaf
consultancy, SEND and inclusion consultancy, provision review and professional
training.

For data protection enquiries, contact:
info@deafsend.co.uk.

Company number: to be added following incorporation.
Registered office: to be added following incorporation.
ICO registration number: to be added where applicable.

2. Information we may collect

Depending on your relationship with DeafSEND, we may collect:

• your name, role and contact details;
• your school, trust, setting or organisation;
• information submitted through our enquiry form or by email;
• quotation, commissioning and contractual information;
• professional correspondence;
• financial and transaction information;
• website technical and cookie information where applicable;
• pupil or student information supplied for commissioned professional work;
• assessment information, observations and professional reports; and
• other information reasonably necessary to provide an agreed service.

3. Information about children and young people

Some DeafSEND services involve processing information about children and young
people. This may include educational information, SEND information, assessment
results and information relating to disability, hearing, audiology or health.

Where relevant, this information may constitute special category personal data
under UK data protection law.

Where pupil information is required for commissioned work, DeafSEND will seek to
collect only information that is relevant and necessary for the professional task.

4. Why we use personal information

We may process personal information to:

• respond to enquiries;
• prepare quotations and proposals;
• enter into and administer client relationships;
• deliver commissioned assessments, consultancy, reviews and training;
• communicate with schools, trusts, professionals and clients;
• produce professional reports and recommendations;
• manage contracts, records, invoicing and administration;
• meet safeguarding, legal, regulatory and professional obligations;
• maintain the security and operation of our services; and
• establish, exercise or defend legal claims where necessary.

5. Controller and processor roles

DeafSEND may act as a data controller for some processing
activities and as a data processor for others.

For example, where DeafSEND processes pupil information solely on the documented
instructions of a commissioning school, academy trust, local authority or other
organisation, that organisation may be the controller and DeafSEND may act as its
processor.

Where DeafSEND determines the purposes and essential means of a particular
processing activity, DeafSEND may act as controller for that activity.

6. Lawful bases

Where DeafSEND acts as controller, the lawful basis used will depend upon the
purpose and circumstances of the processing. Relevant lawful bases may include:

• performance of, or steps towards, a contract;
• legitimate interests;
• compliance with a legal obligation; and
• consent where consent is the appropriate lawful basis.

Where special category personal data is processed, DeafSEND will also identify
an appropriate condition under Article 9 UK GDPR and, where required, relevant
conditions under the Data Protection Act 2018.

Where DeafSEND acts as processor, the commissioning organisation remains
responsible for determining the appropriate lawful basis for the processing.

7. Sharing information

DeafSEND does not sell personal information.

Information may be shared where necessary and lawful with:

• authorised contacts within the commissioning organisation;
• relevant professionals involved in an agreed service;
• authorised associates or subcontractors where appropriate arrangements are in place;
• service providers that support DeafSEND’s business operations;
• professional advisers; and
• public authorities or safeguarding agencies where disclosure is legally required or necessary.

8. Suppliers and subprocessors

Where a third-party provider processes personal information on behalf of
DeafSEND, appropriate contractual and security arrangements will be considered
before the service is used.

Where DeafSEND itself acts as processor, subprocessors will only be appointed in
accordance with the relevant data processing agreement and any required client
authorisation.

9. International transfers

Where use of a service provider involves transferring personal information
outside the United Kingdom, DeafSEND will ensure that an appropriate lawful
transfer mechanism or safeguard is in place where required.

10. How long information is kept

Personal information is retained only for as long as reasonably necessary for
the purpose for which it was collected, taking account of legal, contractual,
professional, safeguarding, accounting and regulatory requirements.

Different categories of information have different retention periods. DeafSEND
maintains an internal Data Retention and Disposal Schedule to support these
decisions.

Where DeafSEND acts as processor, information will be returned or deleted in
accordance with the commissioning controller’s instructions and applicable law.

11. Keeping information secure

DeafSEND uses proportionate technical and organisational measures designed to
protect personal information from unauthorised access, disclosure, alteration,
loss or destruction.

These measures include, where appropriate:

• business-controlled accounts;
• password and access controls;
• multi-factor authentication;
• device security and encryption;
• secure transfer arrangements for sensitive information;
• confidentiality controls; and
• secure deletion and disposal procedures.

12. Safeguarding

Data protection law does not prevent necessary and proportionate information
sharing for safeguarding purposes.

Where DeafSEND becomes aware of a safeguarding concern during commissioned work,
information may be shared with an appropriate Designated Safeguarding Lead,
statutory agency or other relevant person where necessary to protect a child or
other person.

13. Your data protection rights

Depending on the circumstances, you may have rights relating to:

• being informed about how your data is used;
• access to your personal information;
• rectification of inaccurate information;
• erasure in certain circumstances;
• restriction of processing;
• data portability where applicable;
• objection to certain processing; and
• automated decision-making and profiling.

Some rights are subject to legal conditions and exemptions.

To make a request, contact
info@deafsend.co.uk.

Where DeafSEND processes information only on behalf of another organisation,
your request may need to be handled by that organisation as the data controller.

14. Personal data breaches

DeafSEND maintains procedures for identifying, recording, assessing and responding
to personal data breaches.

Where DeafSEND acts as processor, the relevant controller will be notified
without undue delay after DeafSEND becomes aware of a breach affecting its data.

15. Cookies

Our website uses cookies and similar technologies where required for operation
and, where applicable, for optional functionality or analytics.

For further information, please read our
Cookie Policy.

16. Complaints

If you have concerns about how DeafSEND has handled your personal information,
please contact us first at
info@deafsend.co.uk.

You also have the right to raise a concern with the Information Commissioner’s
Office where applicable.

17. Changes to this notice

This Privacy Notice may be updated where DeafSEND’s services, systems, suppliers,
legal obligations or regulatory guidance change.

The current version will always be published on this website.