Client Privacy Notice & Terms and Conditions 

Section 2: Privacy Notice (please read in conjunction with Terms and Conditions)

Who I Am
I’m Julie Hewitson, the owner of SEND Paperwork Partners, offering guidance and support to parents and educational professionals who are completing Special Educational Needs (SEN) paperwork and applications.

Your Privacy Matters
I take your privacy seriously and will always protect your personal information in line with the UK General Data Protection Regulation (GDPR). This privacy notice explains what personal information I collect, how I use it, and your rights.

What Information I Collect

I may collect and store the following information:

• Your name and contact details

• Your child’s name, date of birth, and relevant educational or health history

• Where relevant, I may collect information about other family members. By providing this information, I will assume that you have obtained their consent to share it with me.

• Professional reports or supporting documents you provide

• I may also collect information about your child, including medical conditions or professional reports from other agencies. If you provide information or documents relating to someone else, I will assume that you have obtained their consent to share it with me. All information provided will be handled securely and used solely for the purpose of supporting your child’s needs.

• Notes and records of our meetings or communications

• Any correspondence relating to local authority applications or EHCPs

Why I Collect This Information

I collect this information in order to:

• Understand your child’s individual needs

• Provide tailored support with SEN paperwork and applications

• Communicate with you and/or professionals involved in your child’s care (with your consent)

• Keep a record of the support provided

How Your Information Is Stored

All personal information is stored securely on a password-protected device or encrypted cloud service. Paper documents (if used) are kept in a locked file and safely destroyed or returned after use.

Who I Share Information With

Your information is kept strictly confidential. I will never share your data without your consent, unless required by law. If it becomes helpful to contact professionals (e.g., a school SENCo or other professional), I will only do so with your written permission.

How Long I Keep Your Information

I will only retain personal data for as long as is necessary to provide my services and to comply with legal or regulatory requirements. 

• Client records: These will usually be retained for up to 12 months after our final contact, unless there is a legal or safeguarding reason to retain them for longer.

• Written advice: A copy of any written advice I provide will be retained for up to 12 months for reference purposes.

• Original documents and notes: These will be returned to you at the end of our work together. Any copies held by me will be securely deleted or destroyed, unless required for legal or safeguarding reasons.

• Financial records: Information relating to invoices, payments, and receipts will be retained for 6 years in line with HMRC requirements.

• Safeguarding concerns: Where data relates to a safeguarding matter, it may be necessary to retain this information for longer (in some cases until the child/young person turns 25).

After the retention period has expired, all personal data will be securely deleted or destroyed in accordance with data protection legislation.

Your Rights

You have the right to:

• Access the personal data I hold about you or your child

• Ask for any inaccurate data to be corrected

• Request that your data be deleted

• Withdraw consent at any time

To make a request, contact me at: julie@sendpaperworkpartners.co.uk

Contact

If you have any questions or concerns about how your data is handled, please contact me directly. If you’re not satisfied with the response, you have the right to contact the Information Commissioner’s Office (ICO): www.ico.org.uk.

Section 1: Terms and Conditions (please read in conjunction with the Privacy Notice)

1. Services Provided

I provide guidance and support to parents and educators in completing Special Educational Needs (SEN) paperwork. This may include observing or speaking directly to your child or other professionals with your written consent.

2. Initial discussion

All new clients must begin with an initial discussion. This allows me to understand your child’s individual needs and discuss the type of tailored support I can provide.

3. Payment Terms

After our free initial discussion, ongoing support is based on £70 per hour.

A £50 deposit is required to secure each booking and will be retained if the appointment is cancelled with less than 24 hours’ notice.

In the unlikely event that I need to cancel an appointment the meeting will be rescheduled at the earliest mutually convenient time.

4. No Guarantee of Outcome

While I will provide thorough, professional support, I cannot guarantee that the Local Authority or any professional agency will accept your application, agree to assess your child, or issue an EHCP. These decisions rest solely with the Local Authority or the relevant agency involved.

5. Home Visits

If a home visit is arranged, I will provide you with a brief information gathering form in advance to ensure the visit is safe and comfortable for everyone involved.

Face-to-face meetings within a 25-mile return journey from my base are included in the hourly rate. For any additional travel, mileage is charged at 45p per mile. This rate covers fuel and vehicle costs. Travel charges will always be agreed with you in advance so there are no surprises.

6. Client Responsibility

It is your responsibility to ensure that the information you provide is accurate and up to date. You are responsible for ensuring that all necessary paperwork is submitted to the Local Authority/professional agency in accordance with statutory deadlines, unless otherwise agreed with the Local Authority/professional agency in advance.