Privacy notice
1. Who we are
EHCP Tracker is an EHCP case organiser run by IncludeMe. For data protection law, IncludeMe is the “controller” of the personal data described in this notice. You can contact us at hello@includeme.uk.
2. What stays on your device
When you use EHCP Tracker you may enter your child’s name and date of birth, your local authority, key dates in the EHC process, evidence you log (titles, dates, notes and optional photos), contact logs, provision tracking, letters you write, and your own name and address.
This includes information about your child’s special educational needs, which is “special category data”. All of it is stored only in your browser’s storage on the device you use. It is not uploaded to us or to anyone else. That means:
- we cannot see it, and we cannot recover it for you if you clear your browser data, lose the device or switch device. Use Settings → Back up now regularly and keep the file somewhere safe;
- Settings → Erase everything deletes it from the device. Backup files you create are your responsibility.
3. What we do hold, and why
| What | Why | Where / how long |
|---|---|---|
| Your email address | To sign you in, start your trial, and find your subscription. Legal basis: performing our contract with you. | In our payment provider (Stripe) as your customer record, until you delete your account. |
| Trial and subscription status (when your trial started; whether you are subscribed, when it renews and whether you have cancelled) | To decide what the app lets you do. Contract. | Stripe, until you delete your account. Stripe keeps the payment records it must keep by law. |
| Free access code (if you use one: which code, and when your free access ends) | To give you the free access you were offered, and to stop a code being used more times than intended. Contract. | In your Stripe customer record, and a one-way scrambled form of your email (not readable as an email address) on the code’s record. Both are removed when you delete your account. |
| Sign-in codes | To prove it is you. Contract. | Only a one-way scrambled version (a hash) of the code, tied to a scrambled version of your email. It works once, expires after 10 minutes, and expired ones are deleted daily. |
| Sign-out notes | If you sign out on all devices or delete your account, we note the time, so that earlier sign-ins stop working. Contract. | Stored against a one-way scrambled version of your email, never the address itself. Removed automatically after 31 days, by which time every earlier sign-in has expired anyway. |
| Messages you send us (for example from Report a problem) | To reply and fix the problem. Legitimate interests. | Our email inbox, until the problem is resolved and for a short time afterwards. The Report a problem screen only opens your own email app; nothing is sent until you press send, and it never includes your child’s details, evidence or letters. |
| Payment details | To take payment. | Handled entirely by Stripe, including the monthly renewal. We never see or store your card number. |
| Deadline reminders (only if you switch them on): your phone’s notification address, your email preference, and the title and date of each open deadline. Your child’s first name only if you tick that option. | To send the reminders you asked for. Consent, which you can withdraw at any time. | Our reminder store, until you switch reminders off, remove a deadline, or delete your account. Notes, evidence and letters are never sent. |
| Technical logs (such as IP address and time of a request) | To keep the service running and secure. Legitimate interests. | Our hosting provider, for a short period. |
We do not sell your data, use it for advertising, or build profiles. We do not use third-party analytics or tracking cookies. We do keep a simple count of visits: each day we add one to a tally for the page opened and where the visit came from (for example Facebook or Google, and the name of an advert if the link had one). The tally has no cookies, no IP address, no device details and nothing that identifies you, and we do not count browsers that send Do Not Track. On our information pages (info.includeme.uk) we also add to anonymous tallies for how far down the page visitors scroll, which parts of the page come into view, and which links and buttons are tapped. These tallies are not linked to you or to any other visit. They help us see where people lose interest so we can make the pages clearer. We do not record what you type, and we do not count browsers that send Do Not Track.
4. Who helps us run EHCP Tracker
2A. Reading your plan from a PDF or photos (optional)
EHCP Tracker can turn the pages of your child’s EHC plan into text, so you do not have to type or paste each section. This is optional: you can type or paste the sections yourself, and nothing else in the app needs it. It is part of the free trial and the full version.
- What happens. If you choose it, you are asked to agree first. The pages you pick are made into pictures on your device and sent, a few at a time, to our server, which passes them to an AI service (Anthropic, through its API). It reads them and sends back the words, which are shown to you to check. Nothing is saved until you tick it.
- What we keep. We do not store the pages or the text, and they are not kept in any log. We keep only a count of how many pages your account has read today and this month, to stop misuse. The text you save is stored on your device, like the rest of your case.
- Why, and our legal basis. To turn your plan into text at your request. The plan contains special category data about your child, so we rely on your explicit consent, which you can decline.
- Accuracy. The reading can make mistakes. It is a draft for you to check against your plan, not a replacement for it.
- Outside the UK. The AI service may process the pages outside the UK, under the safeguards in its own terms.
These companies process data on our behalf:
- Netlify hosts the app and stores the reminder records and sign-in codes.
- Stripe processes payments and keeps your customer record.
- Anthropic reads the pages of your plan and returns the text, only if you choose to read your plan from a PDF or photos. It receives the pages for that purpose only.
- Resend delivers our emails (sign-in codes and any reminder emails you chose).
- Google Fonts supplies the page typefaces, so Google receives your device’s IP address when the page loads. No case information is sent.
- Your phone’s own notification service (for example Apple or Google) carries reminders to your phone if you switch them on.
Some of these providers process data outside the UK. Where they do, it should be under a recognised safeguard; see each provider’s own privacy policy for details.
5. Storage on your device
EHCP Tracker uses your browser’s local storage to keep your case and to keep you signed in. It does not use advertising or tracking cookies.
6. Children
EHCP Tracker is for parents and carers. Information about a child is entered by their parent or carer. We do not knowingly collect information directly from children.
7. Your rights
You can ask us what we hold about you, ask us to correct it, delete it, or restrict how we use it, object to our use of it, and ask for a copy. You can withdraw consent for reminders at any time in Settings → Deadline reminders.
The quickest way to delete what we hold is Settings → Delete my account. It removes your Stripe customer record, your reminder record and any unused sign-in code, then clears the app on that device. Stripe keeps payment records it is legally required to keep. Deleting your account also cancels your subscription straight away, so you would need to subscribe again to use EHCP Tracker. Deleting your account also signs you out on every device. You can end all sign-ins at any time with Settings → Sign out on all devices.
You can also email hello@includeme.uk. If you are unhappy with how we handle your data you can complain to the Information Commissioner’s Office at ico.org.uk.
8. Changes
If how EHCP Tracker works changes, we will update this notice and the date above.