• Our mission is to make families with disabled children feel valued and experience the best quality of life possible
    Friends and Families of Special Children - Mobile Slide One

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Data Protection Policy


Friends & Families of Special Children recognises that the Data Protection Act 2018 places responsibilities on staff and volunteers who deal with personal information stored or processed within any medium (paper, computer, tape etc). Friends & Families of Special Children is committed to ensure that it always acts lawfully when using such data, does not abuse this privilege and places the protection of the individual at the centre of its thinking.

Friends & Families of Special Children need to keep certain information about its employees, volunteers and services users to allow it, for example, to provide information and advice; monitor and evaluate service performance; recruit and pay staff; comply with statutory and legal obligations to funding bodies and Government; regulate the use of facilities; administer finance and ensure adherence to health & safety and other legally enforceable compliance issues. In order to comply with the law such information must be collected and used fairly, stored safely and securely and not disclosed unlawfully to any third party. This policy enables Friends & families of Special Children and its employees and volunteers to operate effectively and lawfully within the Data Protection Act 2018.

Staff are reminded that, as part of their terms and conditions of employment, they agree to work within Friends and Families Of Special Children’s policies and procedures. Failure to do so may result in disciplinary action, up to and including termination of employment or, if subcontracted or seconded, to the cancellation of the service agreement. Volunteers must also work within this policy.


We will:

  • seek to ensure that all those within the scope of this policy understand and comply with all current Data Protection legislation relevant to their roles.
  • Put effective systems in place for monitoring and evaluating Data Protection policy.
  • address concerns where it fails to meet these standards 


  1. The Chair of Trustees, who is the Data Protection Controller under the Data Protection Act 2018, retains overall responsibility for the implementation of this policy.
  2. The Administrator, who is the Designated Data Controller, is responsible for collection, storage, processing and good practice will also review & updating this policy.
  3. Trustees/Directors and Line Managers are responsible for implementing this policy.
  4. All staff & volunteers are required to adhere to this policy. 



All Friends & Families of Special Children staff and volunteers will process data appropriate to the requirements of the Data Protection Act 2018, will protect it and prevent disclosure to unauthorised third parties.

Project Co-ordinators and Line Managers:

All co-ordinators and line managers will ensure that staff and volunteers are aware of data protection and understand their obligations.

All Staff and Volunteers: 

  • Ensure that consent for the processing of personal data is obtained.
  • Ensure that express consent for the processing of sensitive data is applicable
  • Ensure opinions and intentions are based on fact and can be backed up with evidence
  • Ensure that procedures are reviewed and amended so that only authorised personnel have access to personal data, that data is held securely and not held for longer than is necessary
  • Ensure knowledge of the procedure for a subject access request, so that data subjects may be advised of that procedure
  • Do not transfer data out of the European Economic Area unless consent of the data subject has been expressly obtained for this purpose
  • Include an appropriate data protection clause on all recruitment, questionnaires and any other data collection literature and such legal contracts and correspondence with third parties/service providers who may be processing data
  • If in any doubt about any point, contact the Designated Data Controller. 

All data will :

  • be obtained and processed fairly and lawfully;
  • be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with that purpose;
  • be adequate, relevant and not excessive for that purpose;
  • be accurate and kept up to date;
  • not be kept longer than is necessary for that purpose
  • be kept safe from unauthorised access, accidental loss or destruction;
  • not be transferred to a country outside the European Economic Area unless that country has equivalent levels of protection for personal data. 


The designated Data Controller will put effective monitoring and evaluation of data protection practices in place and will ensure that all new staff and volunteers receive appropriate training in the requirements and practices of the Data Protection Act 2018 within the probation period for the appointment. There will be an ongoing training programme for existing staff and volunteers. Training will cover :

  • Data Protection principles
  • Sensitive and non-sensitive information
  • Consent
  • Disclosure
  • Monitoring procedures

Continued effective legal use of data will be supported by :

  • inclusion of this policy in hard and electronic compilation of Guild policies
  • reiteration of legal responsibilities to staff annually
  • service co-ordinators and line managers will monitor policies and practices within their areas of responsibility and conformity.



  • The Human Rights Act 1998
  • Freedom of Information Act 2000
  • Electronic Communications Act 2000
  • Telecommunications [(Lawful Business Practice) (Interception of Communications)] Regulations 2001


  • The Data Protection Act 2018 – an introduction

What our friends and families say...

Thankyou family and friends for being there for me it’s been unbelievable, but you guys are always there for a chat or advice xx 


Thank you, as always, for a fantastic event. Daisy had a great time x

Andy Smith”


Morgan had a fantastic time this is her 2nd time of joining fun and freedom activities and is enjoying it very much and looks forward to the next so thank you 

Charlie Harris”


These guys are absolutely amazing! If you are a family with a SEN child this charity is great to connect with. There is activities provided for different groups; children with additional needs, children with severe additional needs, siblings of Sen children and family activities. Plus they are an important hub of any information you may need. Oscar is part of their ‘adventure club’ and this gives him bags of opportunities to access so many different things – pizza making at Prezzo, archery, day trips out, access to a hydro pool. Just to name a very small amount. No judging, full support and a chance to connect to other families just like ours 

Jolene Cumes”


Lovely activities for both the children with send and the rest of the families. The workers really understand the situation and are very supportive. We have used the lending library and family support services. Thank you for allowing my youngest to have a break from being a carer 

Chloe Botterill”


Attended a session about sensory processing, was very well presented. Loved the idea of practical experiments putting yourself into a child with processing disorders shoes to see the world from their point of view. Really helpful information.

Donna Potter (parent) Jan 2020

I would highly recommend friends and family of special children. I think all the staff are fantastic, very friendly, helpful and do an amazing job. as a family with 3 sen children you guys are a god send with the activities and workshops you put on for families and the children. We really love the lending library and wish we had found you guys years ago. It would have saved us loads money lol. Thank you and keep up all the good hard work. You help us so much as a family 😍 x

Helen Blaco October 2019

“The emotional support I received from my befriender was fantastic and the opportunity to off load and reveal my concerns and fears was like having a huge weight lifted off my shoulders.”

Gareth Allen (parent)

Absolutely amazing charity that offer amazing support to the whole family and lovely breaks for the siblings. My daughter has benefited from days out with the fun and freedom club and adores Brett as he always makes her smile and feel comfortable. My son has autism and ADHD so sometimes life can be a little stressful for her so a days break away to enjoy herself with other children who experience similar things is amazing. It gives her a chance to play and be herself. The family events are always so fantastic as well and so are the events for the disabled child. Friends and family really are such an amazing charity that really cares. Thank you for all your hard work and dedication.

Jodie Jones (parent) June 2018

“Not only does the charity provide exciting experiences for the children but can also help with much needed support for the parents.  Being a parent of a disabled child can at times be very lonely and isolating.  To meet with other parents on these activity days is a breath of fresh air and helps you to realise that there are many other people like you facing the similar day to day challenges of having a disabled child.  From our personal experiences we can share stories, offer help and advice and even make new friends.”

January 2018

“Thank you to all staff for looking after our kids at Magdalen Farm. Oliver has really enjoyed himself and can’t wait till the next time.”

August 2017

“What a fantastic friendly welcoming place. We visited for the first time this morning for help to fill in a DLA form for our eldest daughter. We were given great help and advice with something we found very overwhelming and difficult.”

February 2017

“It was the best day ever being able to go swimming as a family with her little sister who can only use a hydrotherapy pool. We’re so grateful we can have unforgettable days out thanks to the events you put on. We can thank you enough.”

May 2016

“Thank you, yet again, to Friends & Families of Special Children for providing opportunities for my son that I never thought he would be able to do.  During the summer he was able to have surfing lessons and enjoy other water sport activities organised by the charity.   When we arrive at the sessions they are always very well planned and as parents we have no explaining to do and even better no apologising for our child’s behaviour!  The staff have an amazing understanding and empathy on the needs of various disabilities of the children and this helps to keep everyone relaxed and happy including the parents/carers!”

October 2015

Activity Calendar

All face-to-face events have been postponed at this time. We are however running Zoom sessions on an individual and group basis. Sessions are available for the whole family. If you're looking for advice, support, or a general get together, please get in touch to schedule info@friendsandfamilies.org.uk | 01752 204369.

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