Privacy Policy
Parenting Special Children (PSC) is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, store, and protect your information, and your rights in relation to it.
This policy is written in accordance with the UK General Data Protection Regulation (UK
GDPR) and the Data Protection Act 2018.
1. About Us
Parenting Special Children (PSC) (Charity No. 1141172) is the data controller for the purposes of data protection law. This means we are responsible for how your personal data is used.
If you have any questions about this policy or your data, please contact:
Data Protection Officer
Email: admin@parentingspecialchildren.co.uk
Address: 3 Brewery Court, Theale High Street, Theale, RG7 5AJ
Telephone: 0118 986 3532
2. What information we collect
Personal Data You Provide
We collect information you give us directly, including:
● Name, date of birth, address, email, telephone number
● Information provided when registering for services or events
● Communications you send to us
Information We Generate
Your interactions with PSC may create additional data, such as:
● Records of services accessed
● Feedback and outcomes from support received
Special Category Data
We may collect sensitive personal data (e.g. health information). This is handled with additional
safeguards and only where necessary, such as for providing appropriate support services. We
process this data under Article 9 of UK GDPR, typically where it is necessary for the provision of
health or social care or with your explicit consent.
Volunteer Information
If you volunteer with us, we may collect additional information such as:
● References
● DBS/criminal record checks
● Emergency contact details
● Relevant medical information
Information from Third Parties
We may receive data from:
● Social media platforms (where you have given permission or interacted with us)
● Partner organisations (with your consent)
Anonymised Data
We may aggregate and anonymise data so individuals cannot be identified. This is used for reporting and service improvement.
3. How we use information
We only use your personal data where lawful. The legal bases we rely on include:
● Consent (e.g. marketing communications)
● Contract (e.g. delivering services you have requested)
● Legal obligation
● Vital interests (e.g. safeguarding)
● Legitimate interests (e.g. improving services)
Where we rely on legitimate interests, we ensure this is balanced against your rights and only used where it is fair and reasonable to do so.
We may also rely on updated UK data protection laws and guidance wherethese provide additional flexibility for charities, while maintaining your rights and protections.
Key Uses
Service Delivery
● Providing support, events, and services
● Maintaining service user records
● Communicating with you about your involvement
Administration
● Processing donations and Gift Aid
● Managing volunteers and service users
● Maintaining internal records
Marketing (with your consent)
● Sending updates, newsletters, and fundraising communications via email
● You can opt out at any time
Service Improvement & Reporting
●Analysing feedback and outcomes
● Reporting anonymised impact data to funders
Children’s Data
We may process personal data relating to children as part of delivering our services. Where
appropriate, this is done with parental or guardian knowledge and with additional safeguards to
protect their information.
4. Sharing Your Information
We will only share your data where necessary and lawful. This may include:
● Partner organisations involved in delivering services (with your consent)
● Safeguarding authorities where required to protect individuals
● Funders (only anonymised data unless you have given explicit consent)
Specific Services
Where relevant, data may be shared with:
● Autism Berkshire (on behalf of Berkshire West NHS services)
● Gems4Health (on behalf of Berkshire East NHS services)
Where required, information may be submitted to the NHS Mental Health Services Data Set
(MHSDS), including:
● Date of birth
● Gender
● Ethnicity
● Postcode
● GP practice code
● Attendance data
● Where data is shared with NHS systems such as MHSDS, this is done in accordance
with national data collection requirements and legal obligations.”
We will seek your consent where appropriate, or rely on another lawful basis where required
(such as safeguarding, legal obligations, or service delivery). We do not sell your personal
data.
5. International Transfers
We do not routinely transfer your personal data outside the UK.
If this changes, we will ensure appropriate safeguards are in place in accordance with UK
GDPR.
6. Data Retention
We only keep your personal data for as long as necessary For example, service user records
are typically retained for up to 3 years in line with safeguarding and funding requirements..
This depends on:
● The purpose for which it was collected
● Legal and regulatory requirements
● Safeguarding considerations
When data is no longer needed, it is securely deleted or anonymised.
7. Your Rights
Under UK data protection law, you have the right to:
● Access your personal data
● Correct inaccurate or incomplete data
● Request deletion of your data (the “right to be forgotten”)
● Restrict processing of your data
● Data portability (transfer your data to another organisation)
● Object to processing (including marketing)
● Withdraw consent at any time (where processing is based on consent)
● Right to seek a judicial remedy if you believe your data rights have been breached.
To exercise any of these rights, please contact us using the details above.
8. Marketing Communications
We will only send you marketing communications if you have opted in to receive them.
You can:
● Withdraw consent at any time
● Change your communication preferences.
We comply with the Privacy and Electronic Communications Regulations (PECR) when sending
electronic marketing.
To do so, contact us at admin@parentingspecialchildren.co.uk.
9. Data Security
We take appropriate technical and organisational measures to protect your data, including:
● Secure databases
● Access controls
● Staff training in data protection.
● We have procedures in place to deal with any suspected data breach and will notify you
and the ICO where legally required.
10. Cookies and Website Use
If you use our website, we may collect limited information via cookies or analytics tools to
improve user experience. We use cookies in accordance with UK law. Where required, we will
ask for your consent before placing non-essential cookies. For more information, please see our
Cookie Policy at www.parentingspecialchildren.co.uk
11. Complaints
If you are unhappy with how we handle your data, please contact us first so we can resolve your
concern.
You also have the right to lodge a complaint with the UK’s data protection regulator. You can
contact the Information Commissioner’s Office (ICO) at www.ico.org.uk or via their helpline.
12. Changes to This Policy
We may update this policy from time to time.. Where appropriate, we will notify you of significant
changes. The latest version will always be available upon request or on our website
Last updated: March 2026
Review: 19 June 2026 in line with next important regulatory milestone
