Last updated: 23 July 2026
About this policy
This Privacy Policy explains how SEND Life collects, uses, stores and protects personal information when members use the website, application and related services.
For data protection questions or requests, contact info@sendlife.co.uk.
Information SEND Life may collect
Depending on how SEND Life is used, information may include:
- a member's name, email address, account role and login information;
- information about a child, including profile, education, SEND, health, medication, routines and support needs;
- evidence, notes, photographs, reports, letters and other documents uploaded by a member;
- tasks, appointments, reminders, messages and records created in the platform;
- technical and security information such as IP address, device details, browser information and account activity;
- support enquiries and communications; and
- historic payment or subscription records where they must be retained for accounting or audit purposes.
Why information is used
SEND Life uses information to:
- create and secure member accounts;
- provide the tools and features selected by a member;
- store, organise, display, export and share records as instructed by the member;
- send service messages, reminders and notifications requested by the member;
- provide support and investigate technical problems;
- protect SEND Life, its members and children from misuse, fraud or security threats;
- improve reliability, accessibility and performance; and
- comply with legal, safeguarding, accounting and regulatory obligations.
Lawful bases
The lawful basis depends on the information and the reason it is processed. It may include performance of a contract or requested service, legitimate interests in operating and securing SEND Life, compliance with a legal obligation, consent, and the protection of vital interests.
Special-category information, including health information, is processed only where an additional legal condition applies and where the member has the authority to provide or manage that information.
Uploaded documents and member ownership
Members retain ownership of the information and documents they add to SEND Life. Uploading information gives SEND Life only the permission needed to securely store, process, display, back up and deliver that information as part of the service requested by the member.
SEND Life does not sell uploaded documentation, use it for advertising, or use it for unrelated commercial purposes. Uploaded documents are not used to train public AI models.
Sharing information
SEND Life does not sell member information. Information may be shared only:
- with people or organisations a member has chosen to authorise;
- with essential service providers acting on SEND Life's instructions, such as hosting, email, security or technical-support providers;
- where required by law, a court, regulator or authorised public body;
- to protect a child or another person where there is a serious safeguarding or safety concern; or
- as part of a business reorganisation, provided appropriate confidentiality and data protection safeguards apply.
Hosting, security and international processing
The primary SEND Life application database and uploaded member documents are configured on UK-hosted infrastructure provided by 20i and protected by HTTPS. Some optional third-party services, such as email delivery, analytics, social login or an AI feature deliberately selected by a member, may process limited information under their own data-processing arrangements. SEND Life seeks to use appropriate contractual and legal safeguards where information is processed outside the UK.
Cookies and analytics
SEND Life may use essential cookies for login, security, preferences and core application functions. Limited analytics may be used to understand website performance and improve the service. Members can control non-essential cookies through their browser or available consent controls.
Retention and deletion
Information is kept only for as long as reasonably needed to provide the service, meet legal or accounting obligations, resolve disputes, maintain security and protect legal rights. A member may request account or record deletion, although some information may need to be retained where the law or a legitimate security requirement applies.
Backups may retain deleted information for a limited period until they are securely overwritten as part of the normal backup cycle.
Children's information
Children's information requires particular care. The adult, school or professional creating or managing a child's record must have an appropriate legal basis and authority to do so. Child accounts must be supervised and configured by an authorised adult.
Ownership and Use of Your Information
All information, documents, photographs, reports, notes and other content that you add to SEND Life about yourself or your child remain under your ownership and control.
SEND Life does not take ownership of the information you upload. Your information will only be processed where necessary to provide the SEND Life service, operate your account, keep the platform secure, provide technical support and meet our legal obligations.
Information entered about a child will not be sold, rented or shared with other organisations for their own marketing, advertising, profiling or commercial purposes.
We will not use information about a child to advertise products, create advertising profiles or train third-party artificial intelligence systems.
Sharing Information with Service Providers
SEND Life does not provide users’ information or children’s records to unrelated third parties for their own use.
We may use carefully selected service providers where they are required to operate and secure the platform. This may include our website hosting provider, database provider, email delivery provider, payment processor and other essential technical services.
These providers may only process information on our instructions, for the specific service they provide, and must protect it appropriately. They are not permitted to use children’s information for their own advertising, marketing or unrelated business purposes.
We may also disclose information where we are legally required to do so, where it is necessary to protect someone from serious harm, or where disclosure is required by a court, regulator or law-enforcement authority.
Cookies and Related Products
SEND Life uses cookies and similar technologies.
Some cookies are essential for the website and application to work properly. These may be used to keep users signed in, protect accounts, remember security settings, maintain a user’s session and save preferences.
With the user’s permission, SEND Life may also use optional cookies to understand how the platform is used, improve the service and show users information about relevant SEND Life features, services or related products that may be useful to them.
Recommendations will be based on information such as website activity, pages viewed, account type or general service interests. SEND Life will not use private documents, medical records, school reports, evidence logs or sensitive information entered about a child to select advertising or recommend third-party products.
Where consent is required, optional cookies will not be placed until the user has made a choice. Users can reject optional cookies or withdraw their consent at any time through the cookie settings on the website or through their browser settings.
Rejecting optional cookies will not prevent users from accessing the main SEND Life service, although some optional or personalised features may not work in the same way.
SEND Life will clearly identify any third-party cookies or services used and explain their purpose within its Cookie Policy or cookie settings.
Your rights
Depending on the circumstances, a person may have rights to access, correction, deletion, restriction, objection and data portability. They may also withdraw consent where consent is the lawful basis.
Requests can be sent to info@sendlife.co.uk. SEND Life may ask for proof of identity or authority before releasing or changing information.
A complaint can also be made to the UK Information Commissioner's Office.
Changes to this policy
This policy may be updated when SEND Life features, suppliers or legal requirements change. The latest version will be published on this page with an updated date.