PRIVACY POLICY
"Small Steps. Strong Roots. Bright Futures."
1. Who We Are
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The Lodge Provision is an alternative education and social care provider supporting children, young people and adults aged 8–25 with special educational needs and disabilities (SEND). We provide personalised programmes in learning, life skills, and wellbeing, including holiday clubs, day support, and therapeutic activities.
Contact Details:
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The Lodge Provision
Project Manager: Kelly Butler
Email: thelodgeprovision@gmail.com
Location: Sittingbourne, Kent
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2. The Purpose of This Notice
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This notice explains how we collect, use, store, and protect your personal information. It applies to service users, parents/carers, professionals, visitors, and staff.
We are committed to handling your data fairly, lawfully, and transparently, in accordance with the UK GDPR and Data Protection Act 2018.
3. What Information We Collect
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We may collect and process the following types of personal data:
For Learners and Participants:
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- Full name, date of birth, address, and contact details
- Emergency contacts
- Education and health needs (EHCP, diagnosis, support needs)
- Risk assessments, safeguarding information, support plans
- Attendance and progress records
- Photos and videos (with consent)
- Medical and dietary needs
For Parents/Carers:
- Contact details
- Relationship to learner
- Consent preferences
For Staff and Volunteers:
- Contact and employment details
- DBS information
- Training records and qualifications
For Professionals or Referrers:
- Name, organisation, contact details, referral information
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4. How We Use Your Information
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We use personal information to:
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- Provide safe and effective care, education, and support
- Develop personalised plans and risk assessments
- Maintain contact with families and professionals
- Comply with safeguarding obligations
- Monitor attendance, outcomes and service improvement
- Process referrals, bookings, and consents
- Fulfil legal or regulatory duties (e.g., Ofsted, local authority)
5. Lawful Basis for Processing
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We rely on one or more of the following legal bases:
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- Consent (for optional data such as photos)
- Contract (to deliver a service or provision)
- Legal obligation (e.g., safeguarding, health & safety)
- Vital interests (protecting life in an emergency)
- Public task (functions carried out in the public interest)
- Legitimate interests (for administration and improvement)
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6. Sharing Your Data
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We only share information where necessary, and with:
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- Local authorities and social workers
- Referring schools, professionals, or agencies
- Health professionals (e.g., CAMHS, GP, SALT)
- Emergency services where required
- Ofsted or relevant regulators (when applicable)
- External tutors or sessional staff (with consent/need to know)
We do not share your data with third parties for marketing.
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7. Data Storage and Security
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Your information is stored securely in encrypted digital systems and/or locked physical files. We follow strict access controls and regularly review our data protection measures.
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8. How Long We Keep Your Data
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We retain personal data only as long as necessary:
- Up to 6 years after a learner leaves the provision
- Staff records: 6 years after termination
- Referral and consent forms: for the duration of service
- Safeguarding files: in line with statutory guidance
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9. Your Rights
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Under the UK GDPR, you have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Withdraw consent at any time (where applicable)
- Request deletion of your data (in some cases)
- Object to processing or request restriction
- Lodge a complaint with the Information Commissioner’s Office (ICO)
ICO Contact:
0303 123 1113
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10. Updates to This Notice
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We may update this notice from time to time. The latest version will always be available on request or via our website.
For more information or to make a data request, please contact:
Kelly Butler – thelodgeprovision@gmail.com