Skip to main content

Privacy Policy

Privacy Policy v1.02

Last updated: 9 February 2026

Status: Preview / Early Access

Preview / Early Access Notice

This Privacy Policy applies to Sendpilot's preview / early access service. It reflects the features and data processing activities that exist at the time of writing.

Sendpilot is being developed iteratively and will evolve. If we make material changes to how we use personal data, we will update this policy and clearly communicate those changes before they take effect.

1. Who we are

Sendpilot is operated by Sendpilot Ltd, a company registered in England and Wales.

Company number: 16777883 ICO registration: Sendpilot Ltd is registered with the UK Information Commissioner's Office (ICO) as a data controller.

Sendpilot is a UK‑based service designed to help parents and carers better understand and improve Education, Health and Care Plans (EHCPs).

For the purposes of UK data protection law, Sendpilot Ltd is the data controller for all personal data processed through the service.

Contact: Email: privacy@sendpilot.co.uk

2. Who this service is for

Sendpilot is intended for adults (18+) who have parental responsibility or other lawful authority in relation to a child.

We do not knowingly provide services directly to children, and children should not create accounts themselves.

3. What data we collect

We collect only the data that is necessary to provide the preview service.

a) Adult account data

  • Email address
  • Account credentials
  • Records of consent (including timestamps and policy versions accepted)

b) Uploaded documents

You may choose to upload documents such as:

  • Draft or final Education, Health and Care Plans (EHCPs)
  • Professional reports (for example OT, SALT or EP reports)

These documents often contain personal data relating to a child, and may include special category data, such as health, disability or educational needs information.

Sendpilot does not create independent child profiles or standalone child records. All child‑related information processed by Sendpilot exists only within the documents you choose to upload.

c) Derived analysis data

When you ask Sendpilot to analyse a document, we generate derived data such as:

  • Structured observations (for example missing sections or vague provision)
  • Flags or findings linked directly back to the source document

This analysis is contextual and document‑specific. We do not create independent medical, legal, or educational records about a child.

4. How we use this data

We use personal data only to:

  • Provide access to the Sendpilot service
  • Analyse documents at your request
  • Present findings and guidance to you
  • Maintain the security, integrity, and reliability of the platform

Sendpilot does not:

  • provide medical, legal, or educational advice
  • make automated decisions about a child
  • replace professional judgement
  • share your data with advertisers

5. Lawful basis for processing

Under UK GDPR, we rely on the following lawful bases:

  • Contract – processing is necessary to provide the Sendpilot service you have requested
  • Explicit consent – for processing child‑related and special category data contained in documents you choose to upload
  • Legitimate interests – in a limited and proportionate way, to ensure platform security, prevent misuse, and maintain service reliability

Where we rely on consent, you may withdraw it at any time by deleting uploaded documents or closing your account.

6. Children's data and special category data

EHCPs and related reports often relate to children with additional needs and may contain highly sensitive information.

We recognise the vulnerability associated with this data and apply enhanced safeguards as a result. We only process such data:

  • when you actively choose to upload it
  • for the specific purpose of analysing it for you
  • in line with your instructions and explicit consent

You remain in control at all times. Deleting a document removes both the document and any associated analysis from the service.

7. AI and automated processing

Sendpilot uses automated tools to assist with document analysis.

Key points:

  • Analysis is performed only at your request
  • Outputs are designed to be explainable and traceable to the source document
  • Sendpilot does not make automated decisions about a child
  • Human judgement remains essential when interpreting and using any output

Sendpilot's tools are intended to support understanding and preparation, not to determine outcomes.

8. Data storage and retention

  • Data is stored securely using reputable cloud infrastructure
  • We retain data only for as long as you keep it in your account
  • Deleting a document or account results in permanent removal of associated data from the platform within our standard deletion processes

We do not retain personal data "just in case".

9. Sharing your data

We do not sell or rent your personal data.

We may share limited data with trusted service providers (for example secure hosting or document‑processing services) where this is necessary to operate Sendpilot. All such providers are subject to appropriate contractual and security obligations.

10. Your rights

You have the right to:

  • Access your personal data
  • Correct inaccurate information
  • Delete your data
  • Withdraw consent
  • Object to or restrict processing in certain circumstances

To exercise your rights, contact us using the details above.

11. Cookies

Sendpilot uses cookies only where necessary to operate the preview service. For more information, see our Cookies Policy (Preview).

12. Changes to this policy

As Sendpilot evolves, we may update this Privacy Policy.

If changes are significant, we will make this clear and, where appropriate, ask you to review and accept the updated version before continuing to use the service.

13. Contact us

If you have questions or concerns about how we handle personal data, please contact:

Email: privacy@sendpilot.co.uk

We take trust seriously and welcome feedback.