Privacy Policy
How we protect your family's information
Who we are
Hayseed Homeschool Planner is a product owned and operated by Hayseed Education Ltd, a private limited company registered in England and Wales (Company No. 16788511). Registered office: 5 Convil Road, Blaengarw, Bridgend, Wales, CF32 8BN.
We are registered with the Information Commissioner's Office (ICO registration ZC243913). Registration is a legal duty and does not imply approval or certification by the ICO.
This policy explains how account-holder and learner information is collected, used, stored, shared and protected when you use the Hayseed Homeschool Planner, including the learner Child View on a learner's own device.
Contact us about anything in this policy: admin@hayseededucation.com.
What information we collect and why
Your account and contact details
Your name, email address, country of residence, your home-education style and onboarding choices, and your marketing consent record. We use this to run your account, keep you signed in securely, and tailor guidance to your region. Lawful basis: performance of our contract with you (consent for marketing and optional analytics).
Your learners' profiles
Each learner's first name, age/year group, key stage, interests and notes, added by an adult who confirms parental responsibility or appropriate authority at the point of creation. If you enable learner device access, we also store a one-way hashed learner PIN (never the PIN itself), a family access code and a session token. We use this to personalise the service and let the learner sign in safely. Lawful basis: contract.
Learning records
Planned activities and schedules, completion and status history (which acts as an attendance record), daily learning records, subjects covered, time spent, notes, tags, and Individual Learning Plan goals. We use this to provide the planning, tracking and reporting features. Lawful basis: contract.
Evidence, comments and reflections
Photos, documents, files and links that you or your learner upload, written descriptions of work, learner reflections, and parent feedback. We use this to build your evidence record. Lawful basis: contract.
Generated reports
The evidence packs and progress reports you generate, including AI-assisted summaries (see 'Artificial intelligence' below). Lawful basis: contract.
Subscription and transaction information
Payments are processed by Stripe. We receive confirmation of your payment and store your plan status and a limited audit record of subscription events (for example, plan changes and renewals). We never see or store your full card details. Lawful basis: contract, and legal obligation for tax and accounting records.
Support communications
Your support requests (including any files you attach), our teachers' responses and your follow-up messages. We use this to provide pedagogical and technical support. Lawful basis: contract.
Device, security and usage information
Device and browser information needed to run the service, sign-in records, learner PIN lockout counters (to protect against guessing), and your country of residence. Optional, anonymous usage analytics is available but is switched off unless you enable it in Manage Cookies. Lawful basis: legitimate interests (security and fraud prevention); consent for optional analytics.
Session recording
We do not currently use session-replay recording on this app. If we ever enable it, sensitive screens — passwords, payment details, learner profiles, evidence, reports, support requests and Child View — will be excluded, and this policy will be updated first.
How we use your information
We use your information to provide and improve the service: running your account, planning and recording learning, storing evidence, generating reports, managing your subscription, answering support requests, keeping the service secure, and (only if you opt in) sending occasional practical tips and product updates.
We do not sell your personal data, and we do not use it — especially children's data — for behavioural advertising or for unrelated commercial purposes.
Who we share it with (processors)
We share data only with providers who process it on our instructions:
Base44 platform (operated by Wix)
Hosting, database storage, sign-in and authentication, file storage for your uploads, transactional email, and the AI models used to draft report summaries.
Stripe
Payment processing and subscription billing when you start or manage a paid plan. Stripe handles your card details on its own secure systems.
Google Fonts
Delivers the fonts used on each page.
Learning portfolios can be made publicly viewable, optionally password-protected, only if you deliberately choose to publish one. Nothing is ever made public automatically.
International transfers
Some of our providers process data outside the United Kingdom. Any such transfer is covered by appropriate safeguards required under the UK GDPR, such as contractual commitments with the provider. You can ask us for more detail about the safeguards that apply by emailing us.
Artificial intelligence and automated decisions
AI is used for a single purpose: drafting a plain-English summary of the learning records and evidence you have already saved, inside a report you have chosen to generate. You review the report before saving, printing or sharing it.
We do not use profiling, and we do not use AI or automated processing to make decisions about you or your child that have legal or similarly significant effects.
How long we keep information
Account and learning data
Profiles, records, evidence, reflections and reports are kept while your account is active, and deleted within 5 working days of a verified deletion request.
Long-inactive accounts
We may delete accounts that have been inactive for 24 months, after attempting to notify the email address on the account.
Support communications
Kept for up to 24 months after a request is closed.
Subscription and billing audit records
Kept for up to 6 years after the end of the relevant tax year, as required for tax and accounting.
Marketing consent records
Kept until you withdraw consent, plus up to 12 months afterwards as a record that you opted out.
Anonymous usage analytics (if enabled)
Kept for a maximum of 24 months.
Security
Your data is stored in an isolated account space, encrypted in transit, and access-controlled. Learner PINs are stored only as salted one-way hashes, and repeated failed attempts temporarily lock learner access. Administrative access is restricted and monitored by the platform.
Your rights, and parental rights over learner data
Under data protection law you can ask us to: give you access to your information; correct it; delete it; restrict or object to how we use it; or send you a portable copy of it. As the parent or carer, you can exercise these rights on behalf of your learners.
To use any of these rights, email us at the address below. We will respond as soon as possible and within one month, as the law requires.
You can also delete your account and its data yourself from the Account page, or request deletion or an export of your data by email. We action verified deletion requests within 5 working days.
Complaints
If you are unhappy with how we handle your information, contact us first at admin@hayseededucation.com and we will investigate.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator: ico.org.uk or 0303 123 1114. Our ICO registration is ZC243913; registration is a legal duty and does not imply approval or certification by the ICO.
Children's information
Learner information is provided and managed by a parent or carer with parental responsibility, who confirms this when adding a learner. Learners can use Child View to complete activities and upload evidence, and see a plain-English explanation of what is recorded and who can see it the first time they sign in.
We never knowingly collect information from children without an adult's knowledge, and we never use children's information for advertising. Read our Children's Privacy page with your learner:
Children's Privacy →Cookies and analytics
We use only the cookies and device storage needed to run the service, plus optional anonymous analytics that is off unless you switch it on. Marketing consent is separate, optional and unticked by default. See our Cookie Policy, or change your choices at any time on the Manage Cookies page:
Changes to this policy
If we change this policy we will update the date below and, for significant changes that affect you, notify you in the app or by email.
Contact us
Hayseed Education Ltd · 5 Convil Road, Blaengarw, Bridgend, Wales, CF32 8BN
admin@hayseededucation.com