Privacy Policy

Last updated: July 2026

1. Introduction

SEND Parent CoPilot ("we", "us", "our") is committed to protecting the privacy of parents, carers and families who use our app ("you"). This Privacy Policy explains how we collect, use, store and protect your personal data when you use the SEND Parent CoPilot platform.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Your data belongs to you, and we will never sell it to third parties.

2. Information We Collect

We collect the following categories of personal data:

Account data: your name, email address, and authentication details when you register.
Child profile data: information you choose to record about your child, such as their first name, date of birth, school, diagnoses, EHCP status, strengths, triggers and notes.
Diary and records: diary entries, behaviour logs, appointment details and notes you create.
Documents: files you upload to the Document Vault, such as reports, letters and assessments.
Community content: posts, messages and interactions you create in the community area.
Usage data: anonymised analytics about how you use the app, used to improve the service.

3. How We Use Your Data

We use your personal data to:

Provide the SEND Parent CoPilot features, including the AI CoPilot, Evidence Builder, Document Vault, Diary and Meeting Prep tools.
Generate reports and letters based on the information you have recorded.
Manage your subscription and trial.
Allow you to interact with the community features.
Improve and maintain the app, and provide support.

4. AI Processing

When you use the AI CoPilot or Evidence Builder, the information you provide is sent to our AI service provider to generate a response. We use reputable providers and only process the minimum data necessary to fulfil your request. We do not use your personal data to train AI models.

5. Device Permissions

The app may request the following device permissions, only when needed:

Storage / Files: to upload documents to your Document Vault and to download generated reports and letters to your device.
Camera (optional): if you choose to photograph documents to upload.
Notifications: to send you email reminders about appointments and app updates (where enabled).
Network access: to sync your data securely with our servers.

You can grant or revoke these permissions at any time through your device settings. Revoking a permission may limit the relevant feature but will not affect your stored data.

6. Data Security

We take the security of your data seriously. Your data is stored securely, access is restricted to authorised personnel, and the Document Vault is protected by an additional PIN. All data is encrypted in transit. We do not share your personal data with third parties for marketing purposes.

7. Data Sharing

We do not sell your data. We only share data with third-party service providers who help us operate the app (such as hosting and AI providers), under strict contractual obligations to protect your data. We will only disclose your data where required by law.

8. Data Retention

We retain your personal data for as long as your account is active. If you cancel your subscription, we provide a grace period for you to download your data. After the grace period expires, we permanently delete all personal data associated with your account in compliance with the UK GDPR.

9. Your Rights

Under the UK GDPR you have the right to:

Access the personal data we hold about you.
Rectify inaccurate personal data.
Request erasure of your personal data.
Restrict or object to processing.
Data portability.
Withdraw consent at any time.

To exercise any of these rights, please contact us through the Contact page.

10. Children's Privacy

The app is designed for parents and carers. We do not knowingly collect personal data directly from children. All child information recorded in the app is provided and controlled by the parent or carer who holds the account.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes through the app or by email. Continued use of the app after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us.

Privacy Policy

1. Introduction

SEND Parent CoPilot ("we", "us", "our") is committed to protecting the privacy of parents, carers and families who use our app ("you"). This Privacy Policy explains how we collect, use, store and protect your personal data when you use the SEND Parent CoPilot platform.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Your data belongs to you, and we will never sell it to third parties.

2. Information We Collect

We collect the following categories of personal data:

Account data: your name, email address, and authentication details when you register.

Child profile data: information you choose to record about your child, such as their first name, date of birth, school, diagnoses, EHCP status, strengths, triggers and notes.

Diary and records: diary entries, behaviour logs, appointment details and notes you create.

Documents: files you upload to the Document Vault, such as reports, letters and assessments.

Community content: posts, messages and interactions you create in the community area.

Usage data: anonymised analytics about how you use the app, used to improve the service.

3. How We Use Your Data

We use your personal data to:

Provide the SEND Parent CoPilot features, including the AI CoPilot, Evidence Builder, Document Vault, Diary and Meeting Prep tools.

Generate reports and letters based on the information you have recorded.

Manage your subscription and trial.

Allow you to interact with the community features.

Improve and maintain the app, and provide support.

4. AI Processing

When you use the AI CoPilot or Evidence Builder, the information you provide is sent to our AI service provider to generate a response. We use reputable providers and only process the minimum data necessary to fulfil your request. We do not use your personal data to train AI models.

5. Device Permissions

The app may request the following device permissions, only when needed:

Storage / Files: to upload documents to your Document Vault and to download generated reports and letters to your device.

Camera (optional): if you choose to photograph documents to upload.

Notifications: to send you email reminders about appointments and app updates (where enabled).

Network access: to sync your data securely with our servers.

You can grant or revoke these permissions at any time through your device settings. Revoking a permission may limit the relevant feature but will not affect your stored data.

6. Data Security

We take the security of your data seriously. Your data is stored securely, access is restricted to authorised personnel, and the Document Vault is protected by an additional PIN. All data is encrypted in transit. We do not share your personal data with third parties for marketing purposes.

7. Data Sharing

We do not sell your data. We only share data with third-party service providers who help us operate the app (such as hosting and AI providers), under strict contractual obligations to protect your data. We will only disclose your data where required by law.

8. Data Retention

We retain your personal data for as long as your account is active. If you cancel your subscription, we provide a grace period for you to download your data. After the grace period expires, we permanently delete all personal data associated with your account in compliance with the UK GDPR.

9. Your Rights

Under the UK GDPR you have the right to:

Access the personal data we hold about you.

Rectify inaccurate personal data.

Request erasure of your personal data.

Restrict or object to processing.

Data portability.

Withdraw consent at any time.

To exercise any of these rights, please contact us through the Contact page.

10. Children's Privacy

The app is designed for parents and carers. We do not knowingly collect personal data directly from children. All child information recorded in the app is provided and controlled by the parent or carer who holds the account.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes through the app or by email. Continued use of the app after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us.