Hillingdon Special Educational Needs Disability Information, Advice and Support Service
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Confidentiality Policy

The Aim of the Policy

Hillingdon SEND Information, Advice and Support Service (SENDIASS) is committed to providing a confidential service to its users. No information given to SENDIASS will be shared with any other organisation or individual without the user’s expressed permission.

For the purpose of this policy, confidentiality relates to the transmission of personal, sensitive or identifiable information about individuals which comes into the possession of SENDIASS through its work.

SENDIASS holds personal data about users which will only be used for the purposes for which it was gathered and will not be disclosed to anyone outside of SENDIASS without prior permission.

All personal data will be dealt with sensitively and in the strictest confidence.


The purpose of the Confidentiality Policy is to ensure that all staff and users understand SENDIASS requirements in relation to the disclosure of personal data and confidential information.

Our objectives - What we do to further this aim

  • Parents and young people may self refer to our service. Professionals may refer parents or any young people but need to ask parents or young person's permission
  • All our staff will have training about the practical arrangements of this policy in line with Hillingdon confidentiality training
  • In exceptional circumstances we may have to breach confidentiality, if we are concerned that there is a risk of harm to any individual. We will use Hillingdon confidentiality procedures
  • We have dedicated phone lines and answering phones which cannot be overheard
  • We have secure email system and database
  • Database information is the property of Hillingdon SENDIASS.  All information about parents, carers, young people and children is treated with respect and as confidential
  • We will not tell anyone outside our service that a parent or young person has contacted us unless they ask us to
  • We will make sure that we comply with national and local government legal requirements for confidentiality and data protection. 

Practical arrangements

  • Parents and young people will be told about this policy when they first contact the service
  • Record of casework will be stored on a secure database, accessible to Hillingdon SENDIASS Officers only. Parents may have access to their records on request
  • Any paper records will be kept in a locked cabinet no longer than necessary and then disposed of securely
  • We have to collect statistical data in order to evaluate Hillingdon SENDIASS. We will make sure that no one's personal details are passed on and that the data is anonymous


  • Will ensure telephone or face to face conversations with parents/carers or young people cannot be overheard
  • Will only discuss case work with Hillingdon SENDIASS Officers and nobody outside the service
  • Will not provide parent/carers or young people with their own personal contact details
  • Staff will code and password protect information emailed to the service and then deleted it from their computer 

Last reviewed: 27/01/2020

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