Terms of use
1. What EHCP Tracker is, and is not
EHCP Tracker is an organiser. It helps you track the statutory timescales of the EHC needs assessment process in England, keep a record of evidence and contacts, and draft letters from templates. It also helps you keep your plan and run its yearly review. It is not legal advice and is not a substitute for advice from a qualified adviser. For free independent advice contact IPSEA or your local SENDIASS service.
2. Accuracy
Timescales and letters are based on the Children and Families Act 2014 and the Special Educational Needs and Disability Regulations 2014, as we understood them on the date shown in the app under Settings. Law and guidance change and your circumstances may differ. Always check dates and wording against official guidance and your local authority’s letters before relying on them. Every date EHCP Tracker shows is worked out from the dates you enter. If a letter from the council or the Tribunal gives a different date, work to the earlier one, and tell us at hello@includeme.uk if you think EHCP Tracker has made a mistake. Appeal deadlines in particular are strict, so if you are close to one, ask IPSEA or your SENDIASS service for advice straight away. Letter templates are starting points: read and edit them before you send them. EHCP Tracker does not guarantee any outcome in an assessment, review or tribunal.
Reading your plan from photos. If you choose this, the pages are read by an AI service and the result is a draft only. It can miss or misread text. You are responsible for checking it against your plan before relying on it. The yearly review guide follows the SEND Code of Practice and Regulations as we understood them on the date shown under Settings, and your local authority may do things differently or the law may change, so check dates against your letters.
3. Free trial
New accounts can start a free trial for 3 days. You add a card to start it, but nothing is taken during the trial and you have full access to every feature. If you do not cancel before the 3 days are up, your card is charged the monthly price (see section 4) on day 4, and then every month until you cancel. We email you the day before the first payment. You can cancel at any time in Settings in the app, and if you cancel before the trial ends you pay nothing. The trial can be used once per email address. If you started an earlier no-card trial, it still works as before: it is limited, it ends after 3 days, your cases become read-only (you can still view and back them up), and it never turns into a payment by itself.
4. Price and payment
- EHCP Tracker is a monthly subscription: £3.99 a month for your whole family, however many children you track.
- You pay a month in advance. Your subscription renews automatically on the same date each month until you cancel.
- If we ever change the price, we will tell you by email at least 30 days before it applies to you, and you can cancel before then.
- No VAT is charged.
- Payments are taken by Stripe. We never see your card details. Stripe emails you a receipt for each payment.
- If a payment fails, Stripe will try again. If it still cannot be taken, your subscription ends and your cases become read-only. They stay on your device.
5. Cancelling and refunds
You can cancel at any time in the app: Settings, then Cancel subscription. You will not be charged again, and you keep full access until the end of the month you have already paid for. After that your cases become read-only. They stay on your device and you can still back them up. You can subscribe again whenever you like.
Your 14-day right to cancel. You have the right to cancel within 14 days of subscribing. Before you pay, you are asked to confirm that you want EHCP Tracker to start straight away. If you cancel within the 14 days, you pay only for the time you have used, and we refund the rest. To use this, email hello@includeme.uk within the 14 days.
After that, we do not refund a month that has already been paid for, but you will not be charged for any later month if you cancel before it renews.
This does not affect your legal rights. If EHCP Tracker is faulty, or not as we described it, you may be entitled to a repair, replacement or refund under the Consumer Rights Act 2015. Email hello@includeme.uk and we will put it right.
Deleting your account cancels your subscription straight away. It is not a reason for a refund of the current month. If you bought the earlier one-off version of EHCP Tracker, your access carries on for good and nothing renews.
Free access codes
We sometimes give out codes that unlock EHCP Tracker for free for a set time, for example to advisers, charities or people trying it out. Entering a code gives you full access until the date shown in Settings. Nothing is charged, nothing renews, and when the date passes your account goes back to the free trial rules, or to read-only if you have already used your trial. Your cases stay on your device and you can always back them up. You can subscribe at any time to carry on. Codes cannot be exchanged for money. We may stop a code working if it is shared beyond the people it was meant for or used in a way that harms the service.
6. Your responsibilities
You are responsible for the information you enter, for checking letters before sending them, for meeting your own deadlines, and for backing up your case file. Keep your sign-in email account secure; anyone who can read your emails can sign in as you.
7. Your data
Your case stays on your device (see the Privacy notice). We cannot recover it if it is lost or erased. Settings includes a backup you can save at any time, and you can always export your data even if your trial has ended.
8. Availability and changes
We aim to keep EHCP Tracker available but cannot promise it will never be interrupted. We may improve, change or, in the future, withdraw features. If we ever stop offering EHCP Tracker, we will give reasonable notice so you can back up your case.
9. Liability
Nothing in these terms limits liability that cannot lawfully be limited, including for death or personal injury caused by negligence, for fraud, or for your statutory consumer rights. Subject to that, we are not responsible for loss caused by missed deadlines, reliance on templates without checking them, outcomes of any process, or data lost from your device where you had not made a backup. EHCP Tracker is provided to help you stay organised and does not replace your own judgement or professional advice.
10. General
These terms are governed by the law of England and Wales, and its courts have jurisdiction, but if you live in Scotland or Northern Ireland you may also bring a claim in your local courts. If we change these terms we will update the date above. Questions: hello@includeme.uk.