Privacy Policy

1. Introduction

IPC ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our early childhood education platform, including our website, mobile applications, and all related services (collectively, the "Platform").

By accessing or using our Platform, you agree to this Privacy Policy. If you do not agree with the terms of this policy, please do not access the Platform.

2. Information We Collect

2.1 Information You Provide

We collect information that you voluntarily provide when using our Platform:

• Account Information: Name, email address, password, job title, and school/institution details
• Student Information: Names, dates of birth, class assignments, and developmental milestones
• Assessment Data: Observations, assessments, grades, learning stories, and progress reports
• Uploaded Media: Photos, videos, documents, and other files related to student activities
• Communication Data: Messages sent through the Platform, email preferences, and parent communications
• Billing Information: Payment details, invoicing data, and subscription information

2.2 Information Collected Automatically

When you access our Platform, we may automatically collect:

• Device Information: Browser type, operating system, device identifiers, and screen resolution
• Usage Data: Pages visited, features used, time spent on the Platform, and click patterns
• Log Data: IP addresses, access times, referring URLs, and error logs
• Location Data: Approximate location based on IP address (country/region level only)

3. Cookies & Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience, analyse usage patterns, and improve our services. Cookies are small text files stored on your device when you visit our Platform.

Types of Cookies We Use

Essential Cookies
Required for the Platform to function. These cannot be disabled and include authentication tokens and session management.

Functional Cookies
Remember your preferences such as language, theme (light/dark mode), and display settings.

Analytics Cookies
Help us understand how visitors interact with our Platform so we can improve the user experience.

4. How We Use Your Information

We use the information we collect for the following purposes:

• Provide, operate, maintain, and improve our Platform and services
• Generate AI-powered assessments, learning stories, and developmental reports
• Facilitate communication between educators, administrators, and parents
• Process payments and manage billing and subscriptions
• Send administrative notifications, updates, and promotional communications
• Analyse usage trends to improve features and user experience
• Ensure platform security, detect fraud, and prevent unauthorised access
• Comply with legal obligations and respond to lawful requests

5. AI & Automated Processing

Our Platform uses artificial intelligence to generate assessments, narrative reports, and learning recommendations. When using AI features:

• Student data is processed securely and is never used to train third-party AI models
• AI-generated content is always presented for educator review before being finalised
• You can opt out of AI-powered features at any time through your account settings
• We use industry-standard encryption during all data processing operations

6. Data Sharing & Disclosure

We do not sell, rent, or trade your personal information. We may share data only in the following circumstances:

• With Your Consent: When you explicitly authorise sharing with third parties
• Service Providers: Trusted partners who assist in operating our Platform (hosting, analytics, payment processing), bound by strict data processing agreements
• Within Your Institution: Administrators and authorised staff within your school or organisation
• Legal Requirements: When required by law, regulation, or legal process
• Safety: To protect the rights, privacy, safety, or property of our users

7. Data Protection (GDPR & International Compliance)

We comply with the General Data Protection Regulation (GDPR), the UK Data Protection Act 2018, COPPA, FERPA, and other applicable data protection laws. Under these regulations, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data ("right to be forgotten")
• Restriction: Limit how we process your data
• Portability: Receive your data in a structured, machine-readable format
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us using the details provided below. We will respond within 30 days as required by law.

8. Children's Privacy

Our Platform is designed for use by educators and administrators. We take children's privacy extremely seriously:

• We do not knowingly collect personal information directly from children
• All student data is provided and managed by authorised educators and institutions
• Student data is only accessible to authorised personnel within the relevant institution
• Parents may request access to or deletion of their child's data through their institution
• We comply with COPPA (Children's Online Privacy Protection Act) requirements

9. Data Security

We implement comprehensive technical and organisational measures to protect your data:

• AES-256 encryption for data at rest and TLS 1.3 for data in transit
• Regular security audits and penetration testing
• Role-based access controls and multi-factor authentication
• Automated threat detection and monitoring systems
• SOC 2 Type II compliance for our infrastructure
• Regular data backups with secure off-site storage

10. Data Retention

We retain data according to the following guidelines:

• Account Data: Retained while your account is active, deleted within 30 days of account closure
• Student Records: Retained for the duration specified by your institution's policies
• Assessment Records: Retained for up to 7 years for compliance purposes
• Usage Logs: Retained for 12 months, then anonymised
• Backup Data: Securely deleted within 90 days of primary data deletion

SMS / Mobile Messaging

If you opt in to receive text messages from IPC Education, we use your mobile number only to respond to your enquiry and to send curriculum information, trial details, appointment reminders, and follow-up from an IPC specialist. Message frequency varies and message and data rates may apply. Reply STOP to opt out or HELP for help. Full details are in our SMS Terms & Conditions.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

11. Third-Party Links & Services

Our Platform may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our Platform and updating the "Last updated" date. Your continued use of the Platform after changes constitutes acceptance of the revised policy.