Who we are
OurChildren Ltd (company number 17387404, England and Wales) runs OurChildrens. We are the data controller for the information you put into the service. Contact: hello@ourchildren.uk.
What we collect
- Account details: name, email address, hashed password, role (parent, professional) and sign-in history.
- Content you create: messages, calendar entries, call log entries, expense entries, information bank entries, children profiles, uploaded documents and receipts, handover check-in notes, journal entries and messages with professionals.
- Billing: payment status and Stripe customer and subscription references. Card details go straight to Stripe and we never see them.
- Technical records: IP address and a log of key actions, such as sign-ins and professionals opening a case.
Content about your children, health and family circumstances can be sensitive. Please only enter what you need to.
Why we use it, and our legal basis
- To provide the service you asked for (contract).
- To keep accounts secure and prevent misuse (legitimate interests).
- To take payments and keep financial records (contract and legal obligation).
- To respond to safeguarding concerns or legal requirements (legal obligation, vital interests, or legitimate interests as appropriate).
Who can see your information
- The other parent sees the shared record: messages, calendar, calls, expenses and information bank.
- Professionals you or the other parent add see the shared record read-only and their own message thread with you.
- Your private journal and handover check-in notes are visible only to you. Files you mark private in the document vault are visible only to you.
- People you share a calendar link with can see upcoming confirmed dates, nothing else, until you cancel the link.
- Our administrators can view account details, billing status, shared records, professional message threads and activity. We do this only where needed to run and secure the service, to deal with a complaint or fault, to protect someone from harm, or to meet a legal duty. Administrator access to stored content is logged. Please do not use the professional message thread for legally privileged advice you need to keep confidential from us.
- Service providers such as our hosting provider (Fasthosts), email delivery, Stripe for payments and, if you switch on the wording helper, an AI service that receives only the draft message you ask it to improve.
We do not sell your information or use it for advertising.
How long we keep it
While your account is open. If you close your account we delete your content within 90 days, except what we must keep for legal, accounting or safeguarding reasons, and records the other parent or a professional already holds in their own copy of the shared record.
Your rights
You can ask to see, correct or delete your information, restrict or object to how we use it, and ask for a copy in a portable format. Write to us at the address above. You can also complain to the Information Commissioner’s Office at ico.org.uk.
Security
Sign-in needs a password and an emailed one-time code. Passwords are stored hashed. Data is held on servers in the UK or EEA. No system is perfectly secure, so please use a private email address and keep your devices locked.
Cookies
We use only the cookies needed to keep you signed in. We do not use advertising or analytics cookies.
This notice is a working draft and should be reviewed by a qualified adviser before launch.
