Navigate SEND

Privacy Policy

Last updated: 3 September 2026

1. Who we are

This website, navigatesend.com, is operated by Navigate SEND Ltd (company number 17100350), of 7 Candleford Close, Bracknell, England, RG12 2JZ ("Navigate SEND", "we", "us"). For the purposes of UK data protection law, Navigate SEND is the data controller for the personal data described in this policy.

Data protection contact: admin@navigatesend.com. This is also the named contact for data protection queries specifically.

2. What personal data we collect

We collect different information depending on how you reach us:

  • Enquiry and referral forms (Start Your Enquiry, Contact Us, Find Your Pathway): first name, last name, email address, contact number, organisation and job title (if you're referring on behalf of a school, local authority or other organisation), who you're contacting us as, who the support is mainly for (age band only — not the child's name at this stage), the main pathway/issue, the current situation, how urgent it is, your preferred contact method, your local authority or area, whether there's a deadline, how you heard about us, and anything you write in the free-text "how can we help" field.
  • SEND Access Screener: your answers to a structured set of questions about a child or young person's communication, learning, emotional wellbeing, behaviour, and physical functioning. This can reveal information about a child's health, development or disability — special category data under UK GDPR — and is collected only with your explicit consent, for the sole purpose of generating the screener output for you.
  • Checklists page requests: if you use one of the "Request by email" links, your email address and whatever you choose to write, handled as ordinary email correspondence rather than through a form.
  • If your enquiry proceeds to a consultation or engagement: further case-related information you or a referring professional provide, which may include details about a child or young person's education, health and care needs, professional reports, and correspondence with schools or local authorities.
  • Technical data collected automatically via cookies when you browse the site — see Section 6.

3. Our legal basis for using your data

  • Consent — for the SEND Access Screener, for marketing communications you opt into, and for storing/processing your data when you submit an enquiry form (both are explicit tick-boxes on our forms).
  • Steps taken at your request before entering into a contract — reviewing and responding to enquiries, and arranging a consultation.
  • Contract — where we go on to provide a paid service, to deliver that service.
  • Legitimate interests — to reply to general correspondence, maintain the security of our systems, and understand how our website is used so we can improve it.
  • Explicit consent for special category data — any information revealing health, disability or similar sensitive characteristics (for example, screener answers or details in a case file) is only processed with your explicit consent, or where the processing is manifestly connected to support you have actively sought from us.

4. Children's data

Navigate SEND supports children and young people with SEND, but the website is directed at parents, carers and professionals, not at children. We do not knowingly collect personal data directly from children through the website; information about a child or young person is provided to us by a parent, carer or referring professional who has the authority to share it, and is used only for the purpose of providing the support requested.

5. Who we share your data with

We use HubSpot (HubSpot Ireland Ltd) as our website, forms and email platform. HubSpot processes personal data on our behalf as a data processor, under HubSpot's own data processing agreement, and — based on the systems this site actually runs on — data is hosted on HubSpot's EU infrastructure.

We also use Google (Google Ireland Limited) through the Google Ads pixel and Google's Enhanced Conversions feature, to measure and improve the performance of our own Google advertising. When you submit an enquiry form, your email address and phone number are converted into a secure, one-way hashed format — meaning they cannot be read back to the original value — before being shared with Google, so that Google can match your enquiry to the advert you clicked and help us understand which adverts are actually leading to enquiries. Google's own use of this data is governed by Google's own privacy policy, available at policies.google.com/privacy.

Where a case proceeds to an engagement, relevant information may be shared with no one beyond Matthew Bell.

We do not sell your personal data. HubSpot acts as our data processor under a data processing agreement, using your data only on our instructions to run this website and its forms. We also share hashed contact data with Google for the advertising-measurement purpose described above. Beyond these two uses, we do not share your personal data with third parties for their own independent marketing purposes.

6. Cookies

This website uses the following cookies and tracking tools:

  • Analytics cookies (HubSpot Analytics) to understand how visitors use the site.
  • Forms cookies (HubSpot Collected Forms) to connect a form submission to your visit.
  • Advertising cookies (the Google Ads tracking pixel), which record when someone who has clicked one of our Google ads goes on to submit an enquiry form, so we can tell which adverts are actually leading to enquiries.
  • A cookie consent banner (HubSpot's cookie banner tool), which lets visitors accept or decline non-essential cookies.

You can change your cookie choices at any time using the banner, or through your browser settings.

7. How long we keep your data

Enquiries that do not lead to an engagement: retained for up to 24 months, then deleted, unless you've asked to stay in touch. Case-related records for an active or completed engagement: retained for as long as needed to provide the service, and afterwards for a period consistent with Matt's professional record-keeping obligations as an HCPC-registered practitioner (commonly several years). SEND Access Screener responses: retained only long enough to generate and, if relevant, discuss your report, then deleted unless you consent to us keeping them for follow-up.

8. Your rights

Under UK GDPR, you have the right to:

  • Ask us what personal data we hold about you and receive a copy of it (subject access).
  • Ask us to correct inaccurate or incomplete data.
  • Ask us to delete your data, in certain circumstances.
  • Ask us to restrict how we use your data, in certain circumstances.
  • Object to us using your data for certain purposes, including direct marketing.
  • Withdraw consent at any time, where we rely on consent (this won't affect anything we did before you withdrew it).
  • Ask us to move your data to another organisation, in certain circumstances (data portability).

To exercise any of these rights, contact us at admin@navigatesend.com. You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), at ico.org.uk or on 0303 123 1113 — though we'd appreciate the chance to put things right first.

9. Marketing communications

Our enquiry forms have two separate consent tick-boxes: one to store and process your data to respond to your enquiry (required), and a second, optional one to receive other communications from Navigate SEND. You can opt out of marketing communications at any time using the unsubscribe link in any email, or by contacting us directly. Opting out of marketing does not affect our ability to respond to an enquiry you've already made.

10. Security

We take reasonable technical and organisational steps to protect personal data, including relying on HubSpot's security measures for data hosted on their platform. We ask that you avoid sending highly sensitive documents (such as full EHCPs, medical records or psychological reports) through the website's enquiry forms — where we need documents like these, we'll tell you and explain how to send them securely.

11. International transfers

Our website and forms run on HubSpot's EU data centres. If this ever changes, or if any other supplier we use is based outside the UK/EEA, we'll only transfer personal data on a legally recognised basis (for example, the UK's International Data Transfer Addendum or an adequacy decision), and we'll update this policy to reflect it.

12. Changes to this policy

We may update this policy from time to time. The "last updated" date at the top shows when it was last changed. If we make significant changes, we'll make that clear on the website.

13. Contact us

Navigate SEND
7 Candleford Close, Bracknell, England, RG12 2JZ
Email: admin@navigatesend.com
We aim to respond within 1 working day.