Privacy policy
Last updated 1 November 2026
The short version
- Your diary entries are private to your account. We never sell them, share them with schools or councils, or use them for advertising or to train AI.
- We keep the minimum: your email, your password (scrambled so we cannot read it), and what you choose to write.
- Your data is stored on servers in Germany, in the EU.
- You can download everything, or delete your account and all entries, at any time in Settings.
- We use one essential sign-in cookie. On our public pages, and only if you click Accept, Meta (Facebook) and Google cookies measure which of our adverts bring people here. Never inside the diary app.
Who we are
EHCPlog (ehcplog.co.uk) is run by Gate Specialists Ltd, trading as EHCPlog[, company number NUMBER, registered office ADDRESS] ("we", "us"). We are the data controller for the personal information described here. We are registered with the Information Commissioner's Office, registration number [ICO NUMBER].
Contact us about anything in this policy at hello@ehcplog.co.uk.
What we collect
| Information | Details |
|---|---|
| Account | Your email address, a scrambled (hashed) version of your password, the date you agreed to these terms, and your plan. |
| Your child | The first name or nickname you give for each child. |
| Diary entries | Dates, tags, difficulty ratings, notes and any statement you write for an evidence pack. These can include information about your child's health, development and needs. The law treats this as special category data and we protect it accordingly. |
| Reminders | Whether you want a daily reminder email, and at what time. |
| Waitlist or template sign-up | Your email address, which page you signed up on and, if you chose to tell us, where you are in the EHCP process. |
| Payments (when paid plans are switched on) | Your plan status and a customer reference from our payment provider, Stripe. We never see or store your card number. |
| Technical | Server logs (such as IP address, time and page requested) used to keep the service secure and working. |
We do not use your information for profiling or automated decisions about you. We do not use analytics cookies. Optional advertising cookies from Meta and Google are used only on our public pages, only if you accept them, and never inside the diary app. See Cookies and storage.
Why we use it and our lawful basis
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Creating and running your account, storing your entries, making evidence packs, password resets | Contract (Article 6(1)(b)) |
| Storing health and needs information about your child in your entries | Your explicit consent (Article 9(2)(a)), given when you create your account |
| Daily reminder emails you switch on; launch and update emails you sign up for | Consent (Article 6(1)(a)) |
| Keeping the service secure, preventing abuse, fixing faults | Legitimate interests (Article 6(1)(f)) |
| Keeping payment and tax records | Legal obligation (Article 6(1)(c)) |
Withdrawing consent. You can withdraw consent at any time by switching reminders off, unsubscribing from emails, deleting entries, or deleting your account in Settings. Withdrawing consent does not affect anything we did with your consent before.
Who we share it with
We do not share your entries with schools, councils, health services or anyone else. You decide what to download and who to send it to. We use a small number of trusted providers who process data only on our instructions, under contracts that protect it:
- Hetzner Online GmbH, Germany: server hosting. Your account and entries are stored here.
- Hostinger: our email service, used to send password resets and reminders.
- Stripe: payment processing, once paid plans are switched on.
- Meta Platforms Ireland Ltd (Facebook): only if you accept marketing cookies on our public pages. Meta receives the page you visited and data about your browser and device, to measure our adverts. Meta never receives your diary entries or anything from inside the app.
- Google Ireland Ltd (Google Ads): only if you accept marketing cookies on our public pages. Google receives the page you visited and data about your browser and device, to measure our adverts. Google never receives your diary entries or anything from inside the app.
We may disclose information if the law requires it, for example a court order. We will tell you if we are allowed to.
Where your data is stored
Your account and entries are stored in Germany, in the EU. The UK recognises the EU as providing adequate protection for personal data. Stripe may process payment data in the United States; where it does, it uses safeguards recognised under UK law.
How long we keep it
| Information | How long |
|---|---|
| Account, children and entries | Until you delete them or your account. Deletion from our live system is immediate. |
| Backups | Encrypted in transit and overwritten on a rolling basis. Deleted data is gone from backups within 14 days. |
| Waitlist and email sign-ups | Until you unsubscribe or ask us to remove you, and in any case no longer than 12 months after the last email we sent you. |
| Server logs | Up to 30 days. |
| Payment records | 6 years, as tax law requires. |
Cookies and storage on your device
Here is everything EHCPlog stores in your browser. Nothing optional is stored until you choose.
| Name | What it does | Type and how long |
|---|---|---|
sid | Keeps you signed in. Secure and not readable by scripts. | Strictly necessary cookie, 30 days or until you sign out |
ehcplog_marketing_consent | Remembers whether you accepted or refused marketing cookies. | Strictly necessary, browser storage, 12 months, then we ask again |
tab, child | Remembers the last app screen and which child you selected. | Functional, browser storage, cleared when you sign out |
letter_details_... | Your name, address and your child's details for the letter builder, if you enter them. Kept only in this browser, never sent to us. | Functional, browser storage, cleared when you sign out |
founding_reserved, upsell_milestone | Remembers that you reserved the founding price or dismissed a message. | Functional, browser storage, cleared when you sign out |
_fbp, _fbc (Meta) | Optional. Only on our public pages and only if you click Accept: Meta (Facebook) uses these to tell us which of our adverts bring people here. Never used inside the diary app. | Marketing cookie, up to 90 days, deleted if you refuse or change your mind |
_gcl_au and similar (Google Ads) | Optional. Only on our public pages and only if you click Accept: Google uses these to measure which of our Google adverts bring people here, and to show our adverts to people who have visited us. Never used inside the diary app. | Marketing cookie, up to 90 days, deleted if you refuse or change your mind |
IDE, test_cookie (Google, on doubleclick.net) | Optional, only after Accept. Set by Google on its own domain for advertising. If you later refuse, we stop sending anything to Google, but your browser only lets Google remove these; you can clear them in your browser settings. | Third-party marketing cookies, up to 13 months |
You can change your choice at any time with Cookie settings, in the footer of every page. If you use a shared computer, sign out when you finish so the app clears your details from the browser.
When you pay, you are taken to a secure payment page run by Stripe, which uses its own cookies to process the payment and prevent fraud. See Stripe's privacy policy.
Your rights
Under UK data protection law you have the right to:
- get a copy of your information (Settings, Download my data, or ask us)
- correct information that is wrong
- delete your information (Settings, Delete my account)
- restrict or object to how we use it
- take your information to another service (the download is in a standard format)
- withdraw consent at any time
Information about your child is held in your account, so you exercise these rights on their behalf. Email hello@ehcplog.co.uk for anything you cannot do in the app. We will reply within one month.
How we keep it safe
- All connections use HTTPS encryption.
- Passwords are stored using scrypt hashing, so nobody, including us, can read them.
- The server is protected by a firewall, accepts key-only administrator logins and receives security updates.
- Access to the live system is limited to the people who run EHCPlog, only to keep it working.
No system is perfectly secure. Please use a strong password that you do not use anywhere else. If we ever have a data breach that puts you at risk, we will tell you and the ICO as the law requires.
Children
EHCPlog is for parents and carers aged 18 or over. We do not knowingly collect information directly from children. We suggest using a first name or nickname for your child.
Complaints
If you are unhappy with how we handle your information, please email us first so we can put it right. You also have the right to complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint or 0303 123 1113.
Changes to this policy
If we make an important change, we will update this page and tell you by email before it takes effect.