Glasgow Educational Psychology Service collects information to identify children who are involved with our service and information which is relevant to the child’s needs. This information is gathered from their early years or school setting, parents and carers and other agencies who are involved. This information is gathered to collaboratively assess and plan for meeting the additional support needs of the child.
What personal data do we use/collect?
- Personal identifiers and contacts (such as name, date of birth, address, parent/carer contact details, establishment name)
- Characteristics (such as ethnicity, gender, language)
- Communications with us and our responses.
- Assessment information, views shared with us, reports on educational progress, advice offered, intervention records, Wellbeing Assessment Plan (WAP), minutes of meetings, Coordinated Support Plans and reports from partner agencies and services.
Why do we collect and use your information?
GEPS collects the information about you and your child or young person in order to provide you with an educational psychology service. It is your/ the young person’s choice to access the educational psychology service. You may withdraw consent to use our service at any point, although we will require to process the data held in accordance with the retention period outlined below.
GEPS undertakes research and evaluation activity. Where this is done, information on you or your child is obtained with you or your child’s permission. If you choose not to participate in research or evaluation activity this does not affect how we provide the educational psychology service to you or your child. The information is being collected for the following purposes:
- To provide an educational psychology service for children and young people
- To communicate with you or your child about this service and to provide advice to you or your child and to those working with you or your child
- To contribute to the WAP or Coordinated Support Plan
- To undertake research on behalf of the education authority
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing pupil information are:
| Legal basis | Purpose (quoted above) |
| Legal obligation | 1, 2, 3 |
| Task carried out in the public interest | 1, 2, 3, 4 |
Where we are relying on legal obligation or task carried out in the public interest, below are the key pieces of legislation that apply:
- Education (Scotland) Act 1980
- Education (Scotland) Act 2016
- Education (Disability Strategies and Pupils’ Educational Records)(Scotland) Act 2002
- Education (Additional Support for Learning) (Scotland) Act 2004
- Standards in Scotland’s Schools etc Act 2000
- Children (Scotland) Act 1995
- Equality Act 2010
- Children and Young People (Scotland) Act 2014
Where do we collect your information?
We collect information from you using a variety of different methods including when you complete one of our forms, when you write, email or meet with us. We may also obtain information about you from other council services and partner services such as NHS, Voluntary Organisations and Social Work. We may at times request information from other education authorities, or Educational Psychology Services. Where we request information from third parties about your child, you will be informed.
This list is not exhaustive and we may on occasion receive information from other sources not listed above, for example other pupils, parents or members of the public.
How do we store your data and for how long?
We store your personal data securely, electronically on the council network with restricted access to the psychological service. All staff in GEPS are required to complete training on safe storage of data annually.
As a result of the ongoing Scottish Child Abuse Inquiry all local authorities are advised to store your personal data indefinitely. This timescale will be updated in line with Scottish Government and SCARRS (Scottish Council on Archives Record Retention Schedule) guidance.
Who do we share your information with?
In order to provide an Educational Psychology Service, we will share relevant information with the education establishment and the agencies that are part of the team around your child or family.
This may include, but is not limited to:
- Social work
- NHS
- Scottish Children’s Reporter Administration
- Third sector agencies
If asked to share data, Educational Psychologists will use their professional judgement to identify which information is appropriate and necessary to share with the other professionals involved.
What are your rights in relation to your personal data?
The UK-GDPR gives parents and pupils certain rights about how their information is collected and used. To make a request for your personal information, contact Kenny Meechan (Head Of Information And DPO) (kenny.meechan@glasgow.gov.uk).
You also have the following rights:
- the right to be informed about the collection and use of your personal data – this is called ’right to be informed’.
- the right to ask us for copies of your personal information we have about you – this is called ’right of access’, this is also known as a subject access request (SAR), data subject access request or right of access request.
- the right to ask us to change any information you think is not accurate or complete – this is called ‘right to rectification’.
- the right to ask us to delete your personal information – this is called ‘right to erasure’
- the right to withdraw consent at any time (where relevant).
- the right to complain to the Information Commissioner if you feel we have not used your information in the right way.
There are legitimate reasons why we may refuse your information rights request, which depends on why we are processing it. For example, some rights will not apply:
- right to erasure does not apply when the lawful basis for processing is legal obligation or public task.
- right to portability does not apply when the lawful basis for processing is legal obligation, vital interests, public task or legitimate interests.
- right to object does not apply when the lawful basis for processing is contract, legal obligation or vital interests. And if the lawful basis is consent, you don’t haven’t the right to object, but you have the right to withdraw consent.
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance so we can try to resolve this.
Please contact our data protection officer using the contact details below:
Kenny Meechan (Head Of Information And DPO)
23 Montrose Street
Glasgow GCC – CEOCS – All
If you are still concerned, you can contact the Information Commissioner’s Office at raise a concern with ICO.
Last updated
We may need to update this privacy notice periodically so we recommend that you revisit this information from time to time. This version was last updated March 2025.
