Data Retention Policy
Last updated: March 2026
1. Overview
This policy sets out how SEN Tools, provided by The Anthill Group (ICO Registration: ZB945587), retains and deletes data. SEN Tools is designed around the principle of data minimisation — we retain data only for as long as necessary to provide the service, and we provide users with full control over their stored data.
2. Source Files and Generated Outputs
| Data Type | Storage | Retention Period | Deletion |
|---|---|---|---|
| Uploaded source files (EHCPs, reports) | Encrypted in Supabase Storage (UK) | During processing only | Automatically deleted once requested downloads are available |
| Generated outputs (PDFs, CSVs) | Encrypted in Supabase Storage (UK) | Available for download during session | Permanently deleted when session is closed |
| Account information (name, email, org) | Encrypted in Supabase Database (UK) | While account is active | Deleted within 30 days of account closure |
| Usage and billing records | Encrypted in Supabase Database (UK) | As required by financial regulations | Retained as required by law; then deleted |
Source files are not retained beyond the running of the tool. Once the tool has finished processing and your requested downloads are available, the uploaded source documents are automatically and permanently deleted from our servers.
3. Anonymisation Vault
The Anonymisation Bridge creates a temporary in-memory vault that maps tokens (e.g. [NAME_1]) to real values (e.g. “Jayden”). This vault:
- Is held in server memory only — never written to disk or logged
- Exists only for the duration of a single processing request
- Is destroyed immediately after the AI response is de-anonymised and returned
- Cannot be recovered or accessed after destruction
4. AI Provider Data
AI providers (e.g. OpenAI, Anthropic) receive only anonymised, tokenised text via our Anonymisation Bridge. Because this text contains no personally identifiable information, there is no personal data retained by AI providers. SEN Tools uses API-based services that do not store request data beyond the immediate processing window.
5. Session Data
- Browser session data: Deleted when the browser session ends
- Authentication tokens: Expire according to standard session timeouts
- Essential cookies: Used for security and functionality only; no tracking cookies
6. Audit Logs
SEN Tools maintains audit logs for accountability and service improvement. These logs record tool usage metadata (which tool was used, when, processing type) but do not contain any personally identifiable information about the children whose documents are processed. Audit logs are retained for a rolling 12-month period and then permanently deleted.
7. Your Rights
Under UK GDPR, you have the right to:
- Access: Request a copy of any personal data we hold about you
- Erasure: Request deletion of your account and all associated data
- Portability: Receive your data in a machine-readable format
- Self-service deletion: Delete individual files and sessions directly from your dashboard at any time
8. Contact
For questions about data retention or to exercise your data rights, please contact:
Data Protection Officer
The Anthill Group
ICO Registration: ZB945587
Email: privacy@theanthill.co.uk
Address: 13a Park Street, Minehead, Somerset, United Kingdom, TA24 5NQ