Legal
Privacy Policy
Last updated: 5 July 2026
This Privacy Policy explains what personal data Early Years Circle collects, why we collect it, and how we protect it. It applies to the Early Years Circle website and all related services.
1. Data controller
Early Years Circle is the data controller for personal data collected through this Service. For any privacy matter, contact privacy@earlyyearscircle.com.
2. Data we collect
- Account data — name, email, password (hashed), setting name and role.
- Billing data — handled by our payment provider; we store subscription status and plan, not card details.
- Usage data — pages visited, features used, AI Coach messages you send, aggregated in a way that helps us improve the Service.
- Communications — emails you send us and your notification preferences.
- Technical data — IP address, browser type, device information, cookies.
We do not ask for, and you should not upload, personal data about children, families or staff at your setting into the AI Coach or free-text fields.
3. Why we use your data (lawful basis)
- Contract — to provide the Service you have subscribed to.
- Legitimate interests — to improve the product, prevent fraud, and send service-related emails.
- Consent — to send optional emails such as regulatory briefings and marketing updates. You can withdraw consent at any time.
- Legal obligation — to comply with tax, accounting and other legal duties.
4. Sharing your data
We share data only with the processors we need to run the Service:
- Cloud hosting and database
- Payment processing
- Transactional and marketing email delivery
- AI providers powering the AI Coach (prompts are not used to train third-party models)
- Analytics providers, using aggregated data
We do not sell your personal data.
5. International transfers
Some processors may store or process data outside the UK. Where they do, we rely on UK GDPR transfer safeguards such as the UK International Data Transfer Addendum or an adequacy decision.
6. Data retention
We keep account and subscription data for as long as your account is active, and for up to 6 years afterwards to meet tax and legal obligations. Marketing preferences and email logs are retained for up to 24 months. You can request earlier deletion — see Your Rights.
7. Your rights
You have the right to access, correct, delete, restrict or object to processing of your personal data, to withdraw consent, and to data portability. See the GDPR page for how to exercise these rights.
8. Cookies
We use essential cookies to keep you signed in and to remember your preferences. We may use limited analytics cookies to understand aggregate usage. You can manage cookies in your browser settings.
9. Security
We use appropriate technical and organisational measures — including encryption in transit, role-based access controls and least-privilege database policies — to protect your data. No system is 100% secure; if you suspect an issue, contact us immediately.
10. Contact and complaints
For any privacy question, email privacy@earlyyearscircle.com. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ico.org.uk).
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