Privacy Policy

Whenever there is an involvement with an Educational Psychologist, it is important for us to collect the relevant information to ensure that we can best support you / your child. Flourishing Futures Psychology Limited treats the privacy of its customers and website users very seriously and we take appropriate security measures to safeguard your privacy. All data is collected and stored in accordance with General Data Protection Regulation (GDPR) requirements.

This policy explains how we protect and manage personal data you share with us and that we hold about you/ your dependent, including how we collect, process, protect and share that data. It is important that you know how the information is stored and kept safe and confidential.

Flourishing Futures Psychology Limited uses the information we collect in accordance with all laws concerning the protection of personal data, including the Data Protection Act 1998 and the GDPR 2018. As per these laws, the Data Controller is: Alison Carr (Flourishing Futures Psychology Director). Email: ali.carr@flourishingfutureseps.co.uk, website URL: flourishingfutureseps.co.uk, tel: 07450348456.

Personal Data

Personal data means any information that may be used to identify a living person, including, but not limited to, a first and last name, a home or other physical address and an email address or other contact information, whether at work or at home.

We collect and use some or all of the following personal data and information:

• Personal data (including name, date of birth, contact details, and place of study or work)
• Characteristics (including gender, language and ethnicity)
• Details of any special educational needs for children
• Where appropriate, relevant medical or other contextual information for children or parents/carers
• Where appropriate, relevant information regarding you/your child’s status as a child/young person in care
• Attendance/exclusion data from the child/ young person’s educational setting(s).
• Any additional personal data (including the name/ contact details of the parents/ carers) that is necessary for us to assess and best provide you with the service that you require.
• Previous involvement with professional services

Why do we need to collect your personal data?

We need to collect personal information so that we can:

• Provide evidence that we have obtained informed consent before providing services in relation to a given child, young person, or adult
• Carry out and deliver a service that we have been contracted to provide. This is primarily an Educational Psychology service.
• If required, contribute to relevant proceedings e.g. child protection meeting
• Communicate with you
• Liaise with you about whether or not you wish to proceed with using our service
• Send reports to you
• Contact you regarding appointments
• Provide feedback after an assessment or other involvements
• Send invoices

How is your personal data collected?

Information is collected by the Educational Psychologist through a range of means.

• This will always include completion of the relevant Consent Form.

It may also include:

• Meetings with you, and your child/young person. This may be a joint meeting with other professionals such as school staff and others who support you or your child.
• Consultation with other professionals
• Observation of you (if you are a member of school staff) or your child within their educational setting.
• Preassessment and/ or assessment questionnaires
• Information from other relevant professional reports
• Email correspondence and telephone conversations.

We may also receive information about you from other third parties acting as agents for the work undertaken by Flourishing Futures Psychology Limited. This information, as relevant to us, will only be obtained from reputable third-party companies that operate in accordance with the General Data Protection Regulation (GDPR). You or your child’s school or place of study will already have submitted your/your child’s personal data to these companies and specifically given your permission to allow them to pass information to other relevant companies.

This information includes name, address, date of birth, email address, postal address, school or other place of study.

We do not carry out automated decision making or any type of automated profiling.

How we use your personal data

Your own and your child’s personal data will be used to ensure that the Educational Psychologist can understand how best to help your child. This may include providing the child or young person with appropriate services, advising school staff and facilitating ‘action planning’ within a school or educational setting, ‘sign posting’ to other support where appropriate, and to develop and improve our services.

The information collected may be used to send you the information you have requested, compile psychological reports and to provide information that is relevant to the reason for referral and that may be useful to you.

If the work has been commissioned by a school, we will share the findings with the school in a report or consultation record. At this point the document becomes the responsibility of the school. The school will then share this document with you. We may also, from time to time and if it is appropriate to do so, share the documentation (or key findings from it) with other professionals. Your consent for us to do this is provided in our consent form.

Reports from other agencies or professionals

We may sometimes quote information from other reports if appropriate to the case.

Sharing personal data.

We may share personal data about you/your child with other relevant professionals who are already involved, or who become involved, during the time that they’re known to the Educational Psychologist to provide coordinated support. We will not share your personal data with any other organisation or third party other than those set out in this privacy notice without your consent, unless required to do so by data protection legislation, in delivering our statutory functions (Children and Families Act 2014), or such actions are necessary for safeguarding children and young people.

Retaining personal data

Consent forms

Consent forms are kept for two years. This enables follow-up work to take place if required. After two years, the form is shredded or deleted. If further work is required, consent will need to be re-obtained.

Information about the child or young person

• Handwritten notes, assessment forms, and draft reports (such as those used to inform co-production) are not kept once a report has been written and finalised.
• Finalised reports and any associated case notes will be kept on file for reference should future involvement be required or in case any queries about the work are raised in the future. We will retain your personal data in accordance with the Practice Guidelines of the British Psychological Society (2017): up to the age of 25 years for non-statutory files. We will securely and confidentially delete/destroy this personal data when we no longer have a need to keep it.
• Emails are deleted after two years.

Reports from other agencies or professionals

If we are still involved with a child or young person, we will keep the report for two years. If we are no longer involved, we will shred or delete the report without undue delay. • If we receive documentation about a case where we are no longer involved, we will endeavour to let the sender know without undue delay.

Potential client enquiries

If you contact us but do not decide to proceed with the service, we will delete your details without undue delay.

Professionals

We keep your name and email address while you remain on the Flourishing Futures Psychology Limited mailing list.

How can collected information be viewed, deleted or changed?

• You can make a Subject Access Request (SAR) by contacting the Data Controller (Alison Carr). We may require additional verification that you are who you say you are to process this request.
• Personal information may be withheld to the extent permitted by law. In practice, this means that information may not be provided if it is considered that providing the information will violate the child or young person’s vital interests.
• If you wish to have your information corrected, you must provide us with the correct data. After we have corrected the data, we will send you a copy of the updated information.
• If you ask to have your data removed, a decision will need to be made as to whether it should be kept, taking into consideration e.g. whether deleting the data could compromise the vital interests of the data subject or another person, or whether deleting the data would constitute acting against a legal obligation. If we decide that the data can be deleted, it will be deleted without undue delay.
• If we refuse a request, we will provide a clear rationale for this. Should this occur you have a right to complain to the Information Commissioner’s Office.

Withdrawing consent

You can withdraw consent for Flourishing Futures Psychology Limited to process your/ your child’s data at any time. To do so, please contact us at: ali.carr@flourishingfutureseps.co.uk

How will we communicate with you?

Emails:

Emails containing personal or sensitive information will not be sent using publicly accessible Wi-Fi.

Reports

We will send a completed report or consultation record to the school as a password protected .pdf document. The password will be communicated to the school separately to the document. Once received, the school becomes responsible for the document in accordance with their own Data Protection and Privacy Policy.

We may, where appropriate, ask the school to securely forward the report to parents/ carers. If forwarding the report directly to parent(s)/carer(s), we will send a completed report or consultation record to the school as a password protected .pdf document. The password will be communicated to the parent(s)/carer(s) separately to the document.

Flourishing Futures mailing list (for professionals)

You will only receive communications (such as a newsletter) from Flourishing Futures if we have your consent, or if sending such information to you constitutes a legitimate interest (e.g. if you have previously attended a related training course facilitated by a psychologist from Flourishing Futures). 

How do I opt out of receiving emails or newsletters from you?

You can opt out of the Flourishing Futures mailing list at any time by following the instructions included within the email. Alternatively, you can email Ali Carr directly.

What happens if there is a data breach?

A personal data breach means a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data. This includes:

• Breaches that are the result of both accidental and deliberate causes. It also means that a breach is more than just about losing personal data.
• The GDPR introduces a duty on all organisations to report certain types of personal data breach to the relevant supervisory authority (the Information Commissioner’s Office, ICO).
• When a personal data breach has occurred, we need to establish the likelihood and severity of the resulting risk to people’s rights and freedoms. If it’s likely that there will be a risk, then we will notify the ICO.
• Should this situation occur, we will do this within 72 hours of becoming aware of the breach, where feasible.
• If the breach is likely to result in a high risk of adversely affecting individuals’ rights and freedoms, we will inform those individuals and a relevant member of staff in the contracting organization (if applicable) without undue delay.
• We will also keep a record of any personal data breaches, regardless of whether we are required to notify.

Last reviewed on: 29/11/25