Terms of Service & Privacy Policy

Your privacy and trust are fundamental to our mission of supporting children with Special Educational Needs and Disabilities (SEND)

Last Updated: January 2025
Reading Time: 8-10 minutes

Terms of Service

Please read these terms carefully before using our services

1. Agreement to Terms

By accessing and using the services provided by Expat SEND Support ("we," "us," or "our"), you ("client" or "you") agree to be bound by these Terms of Service and all applicable laws and regulations. If you do not agree with any of these terms, you are prohibited from using or accessing our services.

These terms apply to all visitors, users, and others who access or use our educational consultancy services, including but not limited to SEND support, family therapy, assessments, and workshops.

2. Services Description

Expat SEND Support provides specialized educational consultancy services including:

  • Special Educational Needs and Disabilities (SEND) support and guidance
  • Family and child therapy services
  • Educational assessments and evaluations
  • Workshop and training programs
  • Corporate inclusion consulting
  • School and educational institution support

All services are provided by qualified professionals with expertise in special educational needs and child development.

3. Client Responsibilities

As a client, you agree to:

  • Provide accurate and complete information about your child's needs and circumstances
  • Attend scheduled appointments and sessions punctually
  • Give at least 24 hours notice for appointment cancellations
  • Maintain confidentiality of other clients' information
  • Follow through with agreed-upon recommendations and strategies
  • Respect our staff and maintain professional conduct during all interactions

4. Payment Terms

Payment terms and conditions:

  • Fees are due at the time of service unless other arrangements have been made
  • Cancellations with less than 24 hours notice may incur a cancellation fee
  • Package deals and payment plans are available upon request
  • Refunds are considered on a case-by-case basis
  • Late payment may result in suspension of services

5. Confidentiality

We maintain strict confidentiality standards:

  • All client information is kept strictly confidential
  • Information is only shared with consent or as required by law
  • Secure systems are used for storing and transmitting sensitive data
  • Staff are bound by professional confidentiality agreements
  • Reports and assessments are shared only with authorized parties

6. Limitation of Liability

While we strive to provide the highest quality services, please understand:

  • Services are provided as professional consultation and support
  • Outcomes cannot be guaranteed due to the individual nature of each case
  • Our liability is limited to the cost of services provided
  • We are not responsible for decisions made by schools or other institutions
  • Emergency situations should be directed to appropriate medical or crisis services

7. Termination

Either party may terminate services:

  • With written notice of termination
  • Immediate termination for breach of these terms
  • Upon completion of agreed services
  • All outstanding fees must be settled upon termination

8. Changes to Terms

We reserve the right to modify these terms at any time. Changes will be posted on our website and clients will be notified of significant changes. Continued use of our services after changes constitutes acceptance of the new terms.

Privacy Policy

How we collect, use, and protect your personal information

1. Information We Collect

We collect information you provide directly to us, including:

Personal Information:

  • Name and contact details
  • Email address and phone number
  • Address and location
  • Emergency contact information

Child Information:

  • Child's name, age, and school details
  • Educational history and records
  • SEND-related information
  • Assessment and progress data

2. How We Use Your Information

We use the information we collect to:

Service Delivery:

  • Provide SEND support and consultancy
  • Conduct assessments and evaluations
  • Develop personalized intervention plans
  • Track progress and outcomes

Administrative:

  • Schedule appointments and sessions
  • Send reminders and updates
  • Process payments
  • Maintain client records

3. Information Sharing

We only share your information:

With Your Consent

When you explicitly authorize us to share information with schools, healthcare providers, or other professionals

Legal Requirements

When required by law or to protect the safety and welfare of children

Professional Consultation

Anonymous case discussions with other professionals for supervision and best practice (without identifying information)

4. Data Security

We implement comprehensive security measures to protect your information:

Technical Safeguards:

  • Encrypted data transmission (SSL/TLS)
  • Secure cloud storage systems
  • Regular security updates and monitoring
  • Access controls and authentication

Organizational Measures:

  • Staff training on data protection
  • Confidentiality agreements
  • Limited access on need-to-know basis
  • Regular security policy reviews

5. Your Rights (GDPR Compliance)

Under GDPR and other data protection laws, you have the right to:

Access

Request copies of your personal data

Rectification

Correct inaccurate or incomplete data

Erasure

Request deletion of your data

6. Data Retention

We retain your personal information for as long as necessary to:

  • Provide ongoing services and support
  • Meet legal and professional obligations
  • Maintain continuity of care
  • Comply with regulatory requirements

Typical retention periods: Client records are retained for 7 years after the last contact, or until the child reaches age 25 (whichever is longer), in accordance with professional guidelines.

7. Cookies and Website Data

Our website uses cookies to improve your experience:

Essential Cookies:

Required for website functionality and security

Analytics Cookies:

Help us understand website usage (with your consent)

8. Contact Us About Privacy

If you have any questions about this Privacy Policy or your data rights, please contact us:

Response Time:

We will respond to privacy inquiries within 30 days as required by GDPR.

For urgent matters, please call during business hours: Mon-Fri, 9:00 AM - 5:00 PM CET.