Privacy Policy

1. Who is responsible for your information

Philippa Cooper Educational Consultancy is the data controller for the information described in this policy. You can reach me at hello@philippacooper.co.uk about anything on this page, including a request to see, correct or delete your information.

2. What information I collect

I only ask for information that is needed to write a considered, accurate Parent Concern Snapshot for your family.

• Your name, email address and, if you give it, your telephone number.
• Your child's first name, surname, date of birth, school year and, if you give it, their school.
• Everything you write in the Parent Concern Questionnaire, including your description of your child, your concerns and your hopes.
• Any documents you choose to share with me, such as school reports or assessments.
• The Snapshot itself, together with the internal professional record of how it was prepared and reviewed.
• Payment confirmation details from my payment provider. I never see or store your card details.
• Basic technical information needed to keep the service secure and working, such as sign-in times.

3. Special category information about your child

Information about a child's learning, development, health or wellbeing is special category personal data under UK data protection law. I collect it only because you have chosen to share it with me for the specific purpose of receiving a Snapshot, and I handle it with corresponding care: it is never used for marketing, never sold, and never shared with anyone outside the service.

4. Why I am allowed to hold it

I rely on the performance of our contract for the information needed to deliver the product you purchased; on your explicit consent for the special category information you choose to share about your child; and on my legitimate interest in keeping accurate professional records and a secure service. Where consent is the basis, you may withdraw it at any time by writing to me.

5. Who can see it

Your family's information is read by me. It is not shared with your child's school, your local authority, or any other professional unless you ask me in writing to do so, or unless I am required by law or by a safeguarding duty to disclose it.

The service is built on carefully chosen suppliers who process information on my behalf and only on my instructions: a cloud hosting and database provider, a payment provider, and an email delivery provider. Where a language model is used to help structure information during preparation of a Snapshot, it is used under terms that prohibit training on your data.

6. How long I keep it

Each child has one permanent Insight Record so that, if you return to me in a later school year, your child's history is not lost and nothing has to be explained twice. I keep that record and the Snapshots written from it for seven years from your last contact, after which it is deleted. You may ask me to delete it sooner.

7. Where it is held and how it is protected

Information is held on secure servers within the UK or the European Economic Area, or under safeguards approved for international transfers. Access requires an individual account, records are separated so one family can never see another's, and access to your Snapshot requires you to sign in.

8. Your rights

You have the right to be told what I hold, to receive a copy, to have inaccuracies corrected, to ask for deletion, to restrict or object to certain uses, and to receive your information in a portable form. I will respond within one month.

If you are unhappy with how I have handled your information, please tell me first so I can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

9. Children

This service is bought and used by parents and carers, not by children. I do not knowingly create accounts for children, and children are not asked to complete anything.

10. Changes to this policy

This policy was last updated on 1 August 2026. If it changes materially, I will tell you by email before the change affects you.