Terms of Service

3.1 Professional Requirements

You must be:

• A qualified professional working in education, health, or social care
• Authorised to process children's personal data for legitimate purposes
• Compliant with relevant UK legislation and professional standards
• At least 18 years of age

3.2 Data Protection Responsibilities

As a data processor, you must:

• Ensure you have lawful basis for processing children's data
• Obtain appropriate consent where required
• Minimise data collection and processing
• Maintain confidentiality and security
• Report data breaches promptly

4.1 Permitted Uses

• Processing EHCP documents for legitimate educational or care purposes
• Generating structured outputs for professional use
• Supporting individual education planning and assessment
• Professional development and training (with anonymised data)

4.2 Prohibited Uses

• Processing data without lawful authority
• Sharing or selling extracted information
• Using the service for commercial purposes without permission
• Attempting to reverse engineer or hack the service
• Uploading malicious files or content
• Violating any applicable laws or regulations

5.1 Data Handling

• All uploaded documents are processed securely and confidentially
• Our Anonymisation Bridge tokenises all personally identifiable information before any text reaches AI providers
• AI providers only receive anonymised, tokenised text — never real names or personal details
• Source files are automatically deleted once requested downloads are available
• AI processing occurs on secure, encrypted infrastructure

5.2 Third-Party Services

We use trusted third-party services:

• AI service providers (e.g. OpenAI, Anthropic) for document processing — these providers only receive anonymised, tokenised text with all PII removed by our Anonymisation Bridge
• Supabase for secure, UK-hosted cloud infrastructure (AWS eu-west-2, London)
• All providers comply with UK data protection standards

6.1 Service Availability

• We strive for 99.9% uptime but cannot guarantee uninterrupted service
• Maintenance windows will be announced in advance when possible
• Service may be temporarily unavailable due to technical issues

6.2 Processing Limitations

• Maximum file size: 10MB per document
• Supported formats: PDF, DOC, DOCX, TXT
• Processing time varies based on document complexity
• AI accuracy depends on document quality and content

7.1 Your Content

You retain ownership of:

• Original documents you upload
• Generated outputs and analysis results
• Your professional insights and interpretations

7.2 Our Service

We retain ownership of:

• The SEN Tools platform and software
• AI models and processing algorithms
• Service infrastructure and design
• Branding and intellectual property

8.1 Service Disclaimers

• AI-generated outputs are for guidance only and should not replace professional judgement
• We do not guarantee the accuracy, completeness, or suitability of any information
• Users remain responsible for their professional decisions and actions
• The service is provided “as is” without warranties of any kind

8.2 Liability Limitations

• Our liability is limited to the amount paid for the service
• We are not liable for indirect, consequential, or punitive damages
• Professional indemnity remains the responsibility of individual practitioners
• We are not liable for data loss or security breaches beyond our control

9.1 Regulatory Compliance

Users must comply with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Children Act 1989 and 2004
• Special Educational Needs and Disability Regulations 2014
• Relevant professional codes of conduct

9.2 Professional Responsibility

• Maintain appropriate professional qualifications and registrations
• Follow safeguarding procedures and child protection protocols
• Ensure informed consent and appropriate data sharing
• Maintain professional boundaries and confidentiality

10.1 Termination by User

You may stop using the service at any time. Upon termination:

• All your data will be permanently deleted within 30 days
• No refunds will be provided for unused service time
• You remain responsible for any obligations incurred before termination

10.2 Termination by Us

We may terminate or suspend access for:

• Violation of these terms
• Illegal or inappropriate use of the service
• Non-payment of fees (if applicable)
• Extended periods of inactivity