Your data, plainly
Privacy
How we look after your information, and the children's records your setting keeps in Woodland Notes.
1. Who we are
Woodland Notes provides software for running forest-school provision. For your own account and billing details, Woodland Notes is the data controller. For the children's records a setting keeps in Woodland Notes, the setting is the data controller and Woodland Notes acts as its data processor — we handle that information only on the setting's instructions. You can reach us at hello@woodlandnotes.app.
2. The information we handle
- Account — your name, email and login credentials.
- Setting & billing — your setting's name, plan, and the billing details held by our payment provider.
- Records you enter — children's profiles, consents, observations, registers, incidents and session records that a setting chooses to keep.
- Usage — basic, privacy-respecting information needed to keep the service running and secure.
3. How we use it
We use your information to provide and support the service, to take payment, and to keep Woodland Notes secure and reliable. We do not sell your data, and we do not use children's records for advertising or for anything other than providing the service to your setting.
4. Children's data & safeguarding
Children's data stays inside your setting. Safeguarding concerns are visible only to the setting's Designated Safeguarding Lead — not to general staff, and not to us as a matter of routine. We treat this information with particular care and never repurpose it.
5. Our lawful bases
We process personal data under UK GDPR on the bases of performing our contract with you, our legitimate interests in running and improving the service, and consent where it applies (for example, photo consent, which the setting records and manages).
6. Where your data lives
Your data is stored on secured infrastructure within the UK or European Economic Area. (Exact hosting region and sub-processors to be confirmed before launch.)
7. Who we share it with
We share data only with the suppliers needed to run Woodland Notes — for example our payment provider and hosting provider — under appropriate data-protection terms. A full list of sub-processors will be published here before launch. We never sell your data.
8. Cookies
Our marketing site uses only the cookies needed to function. The app uses essential cookies to keep you signed in. We don't use advertising trackers.
9. Your rights
You can ask to access, correct, export or delete personal data, and to object to or restrict certain processing. For children's records held by a setting, please contact that setting; we'll support them in responding. To exercise a right, email hello@woodlandnotes.app.
10. How long we keep it
We keep your data for as long as your account is active and for any period required by law. When a setting closes its account, its records can be exported first; we don't delete them without notice.
11. Changes & contact
We'll post any changes to this policy here. Questions about privacy? Email hello@woodlandnotes.app.