Privacy & Safeguarding Policy

How we protect your data and support safeguarding

Safeguarding Emergency

If you believe a child is in immediate danger, do not wait to record observations. Contact:

Emergency: 999 NSPCC: 0808 800 5000or your local authority children's services

About This Policy

Last updated: June 2026

NeuroPathway Safe Space ("we", "us", or "our") is committed to protecting the privacy and safety of all users, with particular attention to the children and young people whose observations are recorded using our platform.

This policy explains how we collect, use, and protect personal data in accordance with UK GDPR, the Data Protection Act 2018, and safeguarding best practices. We recognise the sensitive nature of information about children's educational needs and behaviour, and have designed our systems to maintain the highest standards of data protection and safeguarding awareness.

UK GDPR Compliance

•All personal data is processed lawfully, fairly, and transparently under UK GDPR and the Data Protection Act 2018.
•Data processing is based on legitimate interests (supporting EHCP applications) and/or consent.
•We process only the minimum data necessary for the stated purpose.
•Data subjects have full rights to access, rectify, and request deletion of their data.

Data Security

•All data is encrypted at rest using AES-256 encryption.
•Data in transit is protected using TLS 1.3 encryption.
•Access is restricted through secure authentication and authorisation controls.
•Regular security audits and vulnerability assessments are conducted.
•Data is stored on secure servers located in the UK/EU.

Access Control

•Each user can only access their own observations and data.
•Schools and parents maintain separate accounts with no cross-access.
•Admin access is strictly controlled and audited.
•Row Level Security (RLS) policies enforce data isolation at the database level.

Data Retention

•Observation data is retained for as long as needed for EHCP purposes.
•Users can request deletion of their data at any time.
•Upon account deletion, all associated data is permanently removed within 30 days.
•Audit logs may be retained for compliance purposes with personal data anonymised.

Safeguarding Responsibilities

•This tool supports evidence collection but does not replace safeguarding procedures.
•Users remain responsible for reporting safeguarding concerns through proper channels.
•Concerns must be reported to your Designated Safeguarding Lead (DSL) or local authority.
•The tool includes prompts to remind users of their safeguarding duties.

Your Rights

•Right to access: Request a copy of your personal data.
•Right to rectification: Request correction of inaccurate data.
•Right to erasure: Request deletion of your data.
•Right to portability: Receive your data in a machine-readable format.
•Right to object: Object to processing of your data.

If you have any questions about this policy, wish to exercise your data rights, or have any concerns about how we handle data, please contact us:

Data Protection Enquiries: privacy@neuropathway.app

Safeguarding Concerns: safeguarding@neuropathway.app

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been breached: ico.org.uk

Mental Health Disclaimer

NeuroPathway is an observation tracking and evidence building tool. It is not a mental health service and does not provide medical advice, diagnosis, or treatment. If you are concerned about a child's mental health or your own wellbeing, please contact:

Samaritans: 116 123 (24/7)Childline: 0800 1111or speak to your GP or school SENCO