Portfolio PA Ltd – Privacy Notice (Easy Read)

This notice explains what personal information we collect about you, why we collect it, how we use it, and what rights you have.

Contact details

If you want to ask us anything about your data:
Email: reception@portfoliopa.com

What information we collect and why

We collect information to help us do our job and provide services. This might include:

• Your name and contact details

• Your gender

• Information about family members or other people involved

• Health details (like medical records or conditions)

• Video recordings

• Notes from meetings and decisions made

We sometimes collect more sensitive information (called special category data), such as:

• Health details and medical records

• Videos or audio from meetings about health, education, or care

• Reports and notes about education, health, and care plans (EHCPs)

• Information like names, ages, diagnoses, therapy notes, and school performance

This information is protected more carefully because it’s sensitive.

Why we’re allowed to use your information

The law says we need a good reason (a “lawful basis”) to use your personal data. We usually rely on these:

• Consent – you’ve given us permission. You can change your mind at any time.

• Contract – we need your information to provide services we’ve agreed on with you.

Your rights

You have rights over your personal information. These include:

• Access – you can ask to see what information we have about you.

• Correction – you can ask us to fix anything that’s wrong or incomplete.

• Deletion – you can ask us to delete your information.

• Restriction – you can ask us to use your information in a limited way.

• Objection – you can say no to us using your data (in some cases).

• Data portability – you can ask us to send your information to another organisation.

• Withdraw consent – if you gave us permission before, you can take it back at any time.

We’ll reply to requests within one month.

Where we get your information from

We may collect your information:

• Directly from you

• From meeting recordings

• From our clients or third parties

How long we keep your information

We only keep your personal data for as long as we need it. If we no longer need it, we delete it or make it anonymous.

Who we share information with

Sometimes we share your data with people who help us provide services. For example:

• Jane Ordaz-Stubbs – Virtual Assistant (UK)
  She helps us with admin support for clients.

Complaints

If you’re unhappy with how we use your data, you can:

1. Contact us (see details above).

2. If you’re still not happy, complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
0303 123 1113
www.ico.org.uk/make-a-complaint

Last updated: 16 September 2025