Panel privacy notice
This notice explains the minimum information the Hub would use to run its Parent and Carer Panel. The Panel is not currently recruiting, and the Hub is not collecting Panel expression-of-interest information at this time.
The short version
The Panel is for improving Hub resources, not discussing individual cases. If recruitment opens, the Hub will ask only for the information needed to contact people, make participation accessible, pay agreed recognition and manage conflicts. It will not ask for children’s names, schools, case papers, medical records, diagnosis evidence, tribunal bundles or detailed family histories.
What information would be used
Contact and participation information
Your name, preferred contact method, broad region if you choose to give it, and how you prefer to take part. This is used only to communicate about the Panel and arrange accessible participation.
Accessibility information
You can tell us about an adjustment that would make participation workable. Please share only what is necessary. This information will be kept separately from general Panel administration and used only to provide the agreed adjustment.
Conflict information
A short declaration of any employment, paid role or organisation connection that could affect the Panel’s independence. This is used to manage, not automatically exclude, a conflict.
Recognition and expense administration
Only the information needed to arrange an agreed payment or reimbursement. Do not send bank-card details by email. A secure payment route will be agreed before recruitment begins.
Anonymised participation themes
The Hub may record anonymised themes, decisions influenced and changes made. It will not publish your words, name, image or story without separate written agreement.
What the Hub will not ask for
Please do not send case papers, EHCPs, school correspondence, clinical letters, full dates of birth, passwords, full addresses, banking details, photographs of children, or details of an urgent safeguarding concern through a Panel route. The Panel is not a casework, advice or crisis service.
Where information would be kept
Panel administration and any safeguarding record will be kept in a restricted owner-controlled location, separate from the public website and from the project source files. Access is limited to the accountable safeguarding lead and, where a concern requires it, the authorised independent review route. Panel information will not be used for marketing, sold, added to mailing lists or shared with prospective partners.
How long information would be kept
If recruitment opens, unsuccessful expression-of-interest information will normally be deleted within 90 days of the selection decision. Panel contact and access information will normally be deleted within 90 days of the end of the first review cycle unless there is a separate agreement to remain involved. Financial and safeguarding records may need different retention periods; the Hub will state those periods in the final participant information before collecting either type of record.
Your choices and concerns
You can withdraw from the Panel at any time. You can ask what Panel information is held about you, ask for an error to be corrected, or ask for deletion where there is no necessary reason to retain it. You can also raise an accessibility, privacy or safeguarding concern. Email stephen@ebsaandsenhub.co.uk. For a concern about a Hub page or source, use the corrections process.
Before the Panel can open
The Hub will not invite applications or hold a Panel meeting until an independent safeguarding and participation review route, a tested safeguarding procedure, a secure payment process and final participant materials are in place. This notice is published early so those safeguards can be examined before recruitment begins.
Last updated: 7 September 2026. This is a practical transparency notice, not legal advice. The Hub will review it before Panel recruitment starts.