Educational Psychology Service Privacy Notice

Our core data protection obligations and commitments are set out in the Council’s primary privacy notice

We collect and hold information about your child in order to support schools, colleges and nursery’s to create positive change for children and facilitate them to be successful in their education.  We also have a statutory responsibility to write advice towards an assessment for an Education and Health and Care plan. 


The Educational Psychology Service (EPS) is responsible for writing advice to support the process of assessment towards an Education, Health and Care (EHC) plan.  We also work with staff on an individual, small group, whole class, whole year group and whole school basis.  We support staff in education settings to problem solve and create bespoke solutions to difficult problems.  We record this on consultation records or school support reports and review them with school staff as necessary.  This assess-plan-do-review process supports schools to create positive difference and supports them to act within a graduated approach to meeting needs. This evidence can then be used by schools as evidence of acting on outside advice supporting schools to access additional resources when appropriate. 

Sources of information

Information we collect can be from a variety of agencies as well as the client themselves.  We will only do this with your consent.  We collect information from the following possible sources- school staff, children and their families, social care, CAMHS, Speech and language therapy, occupational therapy, extended family members, third sector organisations, police, various health sectors.  We only collect information that is necessary to the client. The data we source is used to inform next steps and decision making regarding the allocation of further resources.

Legal basis for processing

The Department for Education’s Special Educational needs Code of Practice (SENCoS) published in 2014 and the Children’s and Families Act 2014 underpins the statutory process for assessment for an EHC Plan.  Within the Code, the graduated approach details how SENCoS should request the involvement of specialists to support them meeting needs in settings.  Educational Psychologists are named within these documents to support meeting the needs of children with SEN. The lawful basis for holding your personal data is ‘Public Task’ as we need the information to carry out our public functions as set out in law. 

Consequences if information is not provided

You are required to complete a form allowing us to involve a member of the EPS in supporting your child’s educational setting to create positive change through the application of psychology.  If you do not complete all the required aspects of the form, the service will not be involved with your child, the educational setting may not feel able to create positive change and this may affect progress or attainment. 

Information sharing/recipients

Your information will be held by the EPS within the Council and will be shared with agencies that you have given permission to do so.  If you have expressed you do not wish for information to be shared with other agencies we cannot do so unless we believe that a child or young person is unsafe and then under the need for safeguarding we will share information in the best interests of the child or young person.    

Data retention/criteria

All the information you provide will be held by Trafford Borough Council for 30 years in accordance with the Council’s retention policy and schedule.  The retention period starts from the date the child or young person becomes known to the service. There are additional retention periods applied to specific categories such as special needs, children in need, child protection, child in care. 

Data storage

Your information will be securely stored on the EPS shared files within the Councils IT systems.  Further assessment advice and consultation records can be linked to the secure Liquid Logic platform.

Automated Decisions

Our information can be used by schools to support the application for an EHC plan for a child in their setting.  However you are always told about this before this happens and can withdraw your consent for this to occur should you wish. 

Data Transfers beyond EEA

Your data will not be transferred outside of the EEA.

Rights of individuals

Information about:

Updates (notice)

We may update or revise this Privacy Notice at any time so please refer back to this page for the most up-to-date version. 


This page was last modified: Thursday 28 May 2020 09:36