Privacy Policy

We take your privacy seriously at Worcestershire Parent Carer Forum (WPCF). We are a group of parent carers working together to improve services and support for children and young people with special educational needs and disabilities (SEND) in Worcestershire. (WPCF).

This policy explains how we use and protect your information. We follow the same rules as Worcestershire Association of Carers (WAC), who support us.

Worcestershire Association of Carers is our fiscal host and acts as the data controller for the information we collect. WPCF handles initial data requests and works with WAC to ensure your data is managed properly for the information we collect. You can read their privacy policy here.

We have also voluntarily registered with the Information Commissioner’s Office (ICO) to show our commitment to keeping your data safe.

How to contact us: Worcestershire Parent Carer Forum, C/O Worcestershire Association of Carers, Polysec House, Blackpole Trading Estate West, Worcester, WR3 8TJ. Email: worcspcf@gmail.com

What information we collect:

  • We collect your name, contact details, and information about your family’s needs.
  • We may also collect sensitive information, such as ethnicity, religion, marital status, sexual orientation, gender, and areas of disability interest.

Why we collect your information:

We use your information to:

  • Manage your membership with WPCF.
  • Keep you updated about events and news.
  • Help us speak up for parent carers to improve services.
  • Meet our contractual obligations by sharing anonymised data with WCC or other relevant authorities.

Lawful basis for processing data:

We only process your personal data when we have a lawful reason to do so. This includes:

  • Your consent – for example, when you sign up for our newsletter or events.
  • Our legitimate interests – for example, when we gather feedback to improve our services.
  • Legal obligations – for example, when we need to share information for safeguarding reasons.
  • Contractual obligations – for example, when we share anonymised data to meet requirements in our agreements with local authorities.

Who we share your information with:

  • You give us permission to do so (for example, to refer you to another helpful organisation).
  • We are legally required to share it or if someone is at risk of harm.
  • We need to share anonymised data to meet our contractual obligations.

How we store and protect your information:

  • We store your information safely.
  • Digital data is kept on WAC’s secure UK-based servers, and paper records are locked away.
  • If we no longer need paper records, we shred them securely.

How long we keep your information:

  • We keep your membership details until your youngest child with SEND turns 25.
  • However, if you are a bereaved parent carer, you can choose to remain a member for up to 5 years after your child’s death, meaning we may keep membership data until your child would have turned 30 in exceptional circumstances.
  • Other records, like emails, are kept for up to 6 years unless the law says we need to keep them longer.

What happens if there is a data breach:

  • If we discover a data breach, we will act quickly.
  • We will tell you by email or phone, depending on what contact details we have.
  • We will also report the breach to the ICO if needed.
  • WAC will help us manage any breaches, following their data security procedures.
  • We will tell you and report it to the ICO if needed.
  • WAC will help us manage any breaches, following their data security procedures.

Children’s data:

  • We understand the importance of protecting children’s information.
  • We only collect data from parents or legal guardians, not directly from children.
  • When we collect information about your child, we make sure it is handled with extra care. We will only collect this data to support your family and with your consent.

How to make a Subject Access Request (SAR):

  • You can ask to see the information we hold about you by making a Subject Access Request.
  • Just email us at worcspcf@gmail.com, and we will respond within one month.

Your rights:

You have the right to:

  • See the information we hold about you.
  • Ask us to correct or delete your information.
  • Change your mind and withdraw consent if you’ve given it.
  • Complain to the Information Commissioner’s Office (ICO) if you’re unhappy with how we handle your data.

Website and cookies:

  • We do not use cookies to track you or send adverts.
  • We only collect anonymous data to help us improve the website.

Policy reviews:

  • We check this policy every year to make sure it’s up to date.
  • If we make any changes, we will let you know through email or by updating our website.
  • The WPCF steering group reviews and approves any changes.

Need help or want to know more? If you have any questions or want to use your rights, please email: worcspcf@gmail.com