Privacy and Confidentiality
Thame SEN support is GDPR compliant.
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(We use the word 'client' to describe any person who has taken out a contract with Thame SEN support)
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Thame SEN support will only request information that is essential to providing the services requested and contracted into.
We do not require, nor store, any information relating to race, gender, sexuality, religion, or political preferences.
Information relating to a client/ student will be kept in a password protected file for no longer than 6 months following the end of a contract between Thame SEN support and the client.
DSARS (Data Subject Access Request)
Any data relating to a client or student may be requested via email or post at any time by the Client only, and Thame SEN support takes 7 days to acknowledge receipt of the request, and a further 21 days to provide these documents to the Client using a password protected file electronically, or by recorded, signed for, delivery to the clients home address. A client can request at any time for all details stored to be removed from file and/or destroyed. Please note that this can take up to 7 days to ensure that all files are checked thoroughly to ensure no information is kept. Following on from this request, or after the 6 month period following an end of contract, Thame SEN support will have no information on the student and this information would therefore not be able to be recalled for later use by the client or student.
Certificates of participation for any independent research work will be included in those files to be destroyed and it is advised that the copy shared with the student be kept for future reference.
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Files of student work, where kept with the tutor will be kept securely, or will be left with the student in the clients home whichever is necessary or preferred by the client.
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Sharing of Data.
Client/Student confidentiality is our top priority. Details of client or student are not disclosed to anybody outside of Thame SEN support without permission of the Parent/ Guardian. Personal or identifying Information will never be shared with a third party. Information and details remain in password protected files on one device only. Paper copies of forms are scanned into password protected files and originals are shredded and disposed of securely, or returned to the client for disposal if requested.
Use of Images.
Pictures of your children will never be taken by our tutors or stored. Photographs or imagery that identifies your child will never be used in any form. Images for marketing purposes would be under a specific alternative contract via legal representatives where appropriate..
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Safeguarding policy.
Thame SEN support and our tutors do have a duty of care to our students, we fully support external agencies, and may share information with them if deemed necessary. By entering into a contract with Thame SEN support, you agree to the sharing of information with regard to concerns of safeguarding and well being of a child. Thame SEN support ensures that information will never be shared by them with any other person outside of the safeguarding policy chain.
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Protector of stored information is
Mrs. S. Foster, 40, OX9 2FP. thameSENadvocate@gmail.com
Terms of Contracts
All new clients/ students must complete an admissions form. The form will show the agreed services and fees. Neither party may end the contract early without mutual agreement. If a client wishes to end a contract early, there will be a early exit fee of 1 weeks contracted sessions this will be indicated on individual admission/ contract forms. Please see the full terms of contract below. The policies are in addition to the terms of each individual contract.
Services provided.
All services agreed between Thame SEN support and the client will be set out in the contract/ admission form. Services that require adding to, removing or amending will need a varied contract to ensure clarity. This includes but not limited to; additions of services or procurement of goods or materials, removing agreed terms, fee amendments and discounts. Services provided are those listed in our website, the website information and the contract combined informs this portion of the policy.
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Allergies/Medications/ Diagnoses
Medical information must be shared with the tutor to ensure health and safety. Diagnoses and medication awareness is essential in the case of an emergency situation where this information could be vital. The information is confidential and will not be shared with anybody unless to a medical professional in an emergency situation if the legal guardian is not present.
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Injury or Accident
Thame SEN support is not liable for any accident or injury to clients/ student or family including pets, within the home or agreed location of provision. The client is responsible at all times for ensuring that the location is free of hazards and foreseeable harm. Should the tutor become injured during a session due to this negligence, legal action may be sought depending on the severity, the client agrees that they will provide a safe environment for tutor and student, Owners of Public spaces would be liable for any risks on their premises. We do not allow tutoring sessions in students bedrooms or other 'personal' spaces. Tutoring should be in an open environment such as a dining table or study area in a free movement space in your home. Other spaces that may be used can be discussed with the tutor, including neutral or public premises. We want our clients to feel safe and comfortable at all times. Public spaces such as libraries are well equipped and safe if your home may not be suitable for tutoring sessions, or in the case that an adult might not be available to supervise, and that a local library may be deemed a safer space. Tutors are happy to help locate a space that all parties are happy with. Tutoring does not take place within the home of the tutor. Tutors will never ask a student into their home or arrange to meet outside of agreed times with parents. Tutors hold no responsibility if a child leaves the tutoring premises without permission, and if this happens parents will be immediately called for further instruction as to how to proceed. Tutor will follow at a safe distance however If the child no longer is in eyesight, and parents can not be contacted, police will be called to report as missing.
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Safety and well being of the Student or other family members.
In the interests of safeguarding and wellbeing, children under the age of 14 must have a supervising adult present on the premises during any session. This is for the safety of all parties. Tutors have background checks renewed regularly, however it is in everyone's best interest that younger students have an adult present. It is best practise that an adult is present during any session with children under the age of 18, however we appreciate that this may not always be possible. Students over the age of 14 if parents normally allow so, are accepted to be left with the tutor, and it is at parent discretion if they would prefer a supervising adult to be present. It is not acceptable for siblings to be left in the care of the tutor, nor of the student during the tutoring session, Thame SEN support hold no responsibility for other members of the family in the home, including pets.
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Thame SEN support, Copyright and Patent infringement.
Tutoring materials including worksheets and reading materials must not be used or given to any other person. The materials and resources used during tutoring contracts remain the property of Thame SEN support and even following the contract end, the copyright of the materials remain with Thame SEN support. Other materials used not from Thame SEN support, have their own copyright terms. Materials provided by Thame SEN support must not be copied or distributed without written permission. Fair use policy would not apply to the materials and resources, and Thame SEN support requires that any use has written permission. Thame SEN support reserve the right to the following as intellectual property; Logos, website, scripts, graphics, images and printed materials of which original master copies will be kept for clarity. It is not permissible to reproduce, pass of as own, or modify any content of this website or business. Any breach of copyright will be dealt with according to UK Law.
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Cancellations Policy
Clients must inform Thame SEN support of any cancellations of sessions no later than 8 hours before the session except in the case of sudden illness, accident or injury. Cancellations not within the required time will be subject to the session being charged in full. Following the contractual agreement being signed, prior to commencement of services, a deposit of first weeks fees upfront is required. In the case of one off services, full payment is required on arrival of the tutor or advocate via cash or bank deposit before a session can begin. 3 or more cancellations will result in the contract early, and cancellation policy will be referred to.
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Refunds are not given in any circumstance on the request of a client. Payment made in full upfront will be refunded however if Thame SEN support has an emergency situation beyond control meaning that a session or sessions may need to be cancelled.
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Behaviour Policy
Thame SEN support is confident of working with students who may react physically to a situation, and if this is the case, a further action plan will be agreed in writing at the earliest opportunity. Students who refuse to complete work requested by Parent or Guardian may occur, tutors will instead use the time to, to the best of their ability, engage with the student where possible to complete an alternative task. The time used will be documented separately for clients. Thame SEN support will not be held responsible for non attendance of a student, refused work or refusal of engagement of a student.
Physical or Verbal abuse of tutors will not be tolerated and tutors may be required to end sessions early as a result. Refunds will not be given, and contract policies apply. In the case of repeated physical assaults on tutors, it may be required that the contract be ended early as Thame SEN support may not be able to effectively meet your child's needs. In this case, the contract will be deemed to be ended mutually and except for any outstanding balance to date, no further payment will be required.
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In the case of non-payment and repeated cancellations
Repeated cancellations of 3 or more will result in the contract ending early. The Early exit fee will apply and the cost of the cancelled sessions will, in the case of prepayment, not be refunded, or will be requested to be made. Clients will be contacted until payment is made in full and that the account balance is clear. No further services will be provided or offered until full payment is made. Clients are bound by the terms of the contract signed.
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Changes to the policy
If changes to the policy occur at any time, an email regarding changes to the amended policy will be sent electronically to clients who are under contract and who will be advised to visit the policy page for updated information.
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