Privacy Policy

1. Overview

This Privacy Policy explains how ParentRecall collects, uses, stores and protects personal information.

ParentRecall is designed to be private by design. It does not store photographs, does not include public profiles, does not operate as a social network, does not sell personal data and does not use advertising trackers.

The service does, however, allow adult users to record limited information about people connected to their child’s school, clubs or activities. That can include information about children and adults. For that reason, we treat privacy and data minimisation as central product requirements.

2. Who we are

ParentRecall is operated by Pacedall Labs Ltd, a company registered in England and Wales under company number 16619412.

Registered office: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ.

ICO registration: ZB969483.

For privacy questions or requests, contact [email protected].

For the personal information described in this policy, Pacedall Labs Ltd is generally the data controller. In practice, this means we decide how ParentRecall operates and how data is processed within the service.

3. Information we collect

Account information

• email address;
• password, stored only as a secure hash and not in plain text;
• optional first name or account name;
• email verification and password reset information;
• account status, creation date, login information and deletion status;
• a record that you confirmed you are 18 or over, and when;
• a record that you acknowledged the sensitive-information notice, and which version;
• whether a dormancy warning has been sent to your account, and when.

Household information entered by users

• children’s first names only;
• clubs, classes or activity names and optional schedule notes;
• people added by the user, including first name and a surname shortened to three characters;
• optional role or description, such as “Oscar’s mum” or “football coach”;
• optional parent/carer names, limited in length;
• optional birthday reminders;
• free-text memory notes entered by the user, capped at 80 characters;
• illustrated avatar configuration selected by the user.

Technical and security information

• IP address;
• device, browser and request logs;
• authentication tokens and session information;
• rate-limiting, security and error logs;
• basic operational analytics needed to keep the service working.

4. Information we do not collect

ParentRecall does not intentionally collect or store:

• photographs of children, parents, coaches or other people;
• uploaded images;
• biometric data;
• facial recognition data;
• public social profiles;
• public posts, comments, messages or feeds;
• full payment card numbers (your card details are provided directly to our payment provider, Stripe, and are not stored on our servers);
• advertising tracking data;
• data for sale to advertisers or data brokers.

Users are asked not to enter special-category information such as health, medical, disability, religion, ethnicity, political opinion or similar sensitive information in free-text notes.

5. Privacy-by-design measures

ParentRecall includes privacy controls intended to reduce the amount and sensitivity of data stored. These include:

• children are recorded by first name only;
• surnames of added people are automatically shortened to three characters;
• parent/carer names are capped in length;
• free-text memory notes are capped at 80 characters;
• an on-screen warning appears if a memory note looks like it contains sensitive information, such as health, religion or ethnicity;
• account holders confirm they are 18 or over when they register;
• no photograph upload feature exists;
• avatars are illustrated and selected from options rather than generated from real faces;
• household data is private to the household account, which is limited to three adults;
• there is no user search, public directory, feed, messaging system or social graph;
• children and groups can be hidden reversibly instead of deleted;
• users can edit, export and delete data;
• accounts that nobody signs in to are deleted automatically after 12 months (see section 14);
• account deletion is available from the account area where supported.

6. Information about children and third parties

ParentRecall is used by adults. Children should not create accounts.

Adults may enter limited information about children or other adults where they have a genuine personal or household reason to remember that information. For example, a parent may want to remember a child’s classmate’s first name or the name of another parent at school pick-up.

We recognise that these people may not have created an account or directly provided the information themselves. To reduce privacy impact, ParentRecall limits the type and length of information that can be stored, does not store photos, keeps data private to the household, warns users on screen if a note looks sensitive, allows the account holder to delete information at any time, and deletes the whole account automatically if it goes unused for 12 months.

Users are responsible for making sure that information they enter is fair, limited, accurate where necessary, and not excessive or intrusive.

7. How we use personal information

We use personal information to:

• create, authenticate and manage accounts;
• provide the ParentRecall service and display household lists back to the user;
• enable household partner invitations and permissions;
• send transactional emails, such as verification, password reset, partner invite and optional reminder emails;
• maintain security, prevent abuse and protect accounts;
• debug errors and maintain service reliability;
• support data export and deletion;
• respond to user enquiries;
• comply with legal obligations and protect legal rights.

We do not sell personal information and do not use household information for third-party advertising.

8. Lawful bases under UK GDPR

We rely on different lawful bases depending on the processing activity:

Where we rely on legitimate interests, we consider the nature of the service, the limited data collected, the privacy controls in place, user expectations, and the rights of children and third parties.

9. Special-category information

ParentRecall does not need special-category information and users are instructed not to enter it.

Special-category information includes details about health, medical conditions, disability, ethnicity, religion, political opinions, trade union membership, genetics, biometrics used for identification, sex life or sexual orientation.

To back this up in the product rather than only in this policy, memory notes are capped at 80 characters, and an on-screen warning appears if a note looks as though it contains sensitive information. The warning is advisory and does not block you from saving, because we do not read or filter your notes on our servers.

If a user chooses to enter such information in free-text notes despite this instruction, it is entered for that user’s own personal purposes. We do not ask for it, do not require it, and do not use it for profiling, advertising or separate analysis.

10. Cookies, local storage and app storage

ParentRecall uses essential cookies, local storage, app storage or similar technologies to keep users signed in, maintain sessions, protect accounts and provide core functionality. These are necessary for the service to work and cannot be switched off.

We show a cookie banner offering separate analytics and marketing categories. Both default to off and stay off unless you actively turn them on. Rejecting non-essential cookies is presented as exactly as easy as accepting them. You can change your choice at any time using the “Cookie settings” link in the footer of any page.

We do not currently use advertising cookies or third-party cross-site tracking. Your stored preference carries a version stamp, so if our cookie use materially changes we will ask you again rather than assume your old answer still applies. Full detail is in our Cookie Policy.

11. Emails and notifications

We may send necessary service emails such as email verification, password resets, partner invitations, security notices and account-related messages.

Users may also choose to receive optional birthday or reminder emails where the feature is enabled. These can be disabled where the product provides that control.

We do not currently send marketing emails. If marketing emails are introduced in the future, users will be given appropriate notice and opt-in or opt-out choices as required by law.

12. Service providers

We use a small number of providers to operate ParentRecall. Each is bound by a written data processing agreement requiring it to process personal information only on our instructions and to protect it appropriately.

We do not use advertising networks, data brokers or third-party analytics providers that profile users across other services.

13. Where your data is stored, and international transfers

ParentRecall is operated from the United Kingdom by Pacedall Labs Ltd. The service itself runs on cloud infrastructure provided by the companies listed in section 12, and some of that infrastructure is outside the UK. We think you should know exactly where your information goes, so this section says so plainly rather than in general terms.

Where your household data is stored. Your account details and everything you enter about children, groups and people are held in a PostgreSQL database operated by Railway, located in the European Union (Amsterdam). The transactional emails we send you are handled by Resend from the European Union (Ireland). The EU is covered by UK adequacy regulations, meaning the UK recognises it as offering an equivalent standard of protection, so no additional safeguard is required for storing your data there.

Both services previously ran in the United States. We moved them into the EU specifically because ParentRecall holds information about children, and we would rather your data sat somewhere the UK already recognises than rely on contractual safeguards to bridge the gap.

Where a safeguard is still needed. Not everything sits inside the EU. Cloudflare operates a global edge network that includes locations outside the UK and EU; Stripe, our payment provider, processes payment data in the UK, EU and United States; and Apple and Google operate from the United States. The United States is not covered by UK adequacy regulations, so sending personal information there is a “restricted transfer” under UK data protection law and requires a recognised safeguard. We do not rely on your consent, and we do not rely on any exception or derogation, for any of these transfers.

The safeguard we rely on. For each provider, the specific mechanism is named in the table in section 12. In every case it is either (a) the country being covered by UK adequacy regulations, so that no additional safeguard is needed, or (b) the EU Standard Contractual Clauses together with the UK Addendum, entered into under that provider’s data processing agreement. We do not rely on informal, unwritten or “equivalent” arrangements.

Storing data in the EU is not the whole picture, and we will not pretend otherwise. Railway and Resend are both companies based in the United States, even though the servers holding your data are in Amsterdam and Ireland. Their staff may be able to access that infrastructure remotely from outside the EU for support, maintenance or security. Under UK data protection law, remote access of that kind is itself a transfer. It does not stop being one because the disk is in Europe. That access is covered by the Standard Contractual Clauses and UK Addendum named in section 12, exactly as it would be if the data were stored in the United States.

What moving to the EU changes is the amount of your information that leaves an adequate country, and how often. Your household records now sit at rest under UK-recognised protection, and only limited, occasional administrative access reaches outside it. That is a meaningfully smaller exposure than hosting the whole database abroad, which is why we did it.

Transfer risk assessments. Before relying on the Standard Contractual Clauses for a provider, we assess whether the protection they give is undermined in practice by the laws of the destination country, and whether any additional measures are needed. Because ParentRecall holds information about children, we treat this assessment as a priority rather than a formality. Encryption in transit and at rest, restricted administrative access and data minimisation all form part of the protection we rely on.

Getting a copy. You have the right to see the safeguards we rely on. Email [email protected] and we will send you a copy of the relevant clauses, with any commercially confidential terms removed.

14. Data retention and unused accounts

We keep account data and user-entered household information for as long as the account remains in use, unless deleted earlier by the user or removed by us under these policies.

Accounts nobody uses are deleted automatically. Because ParentRecall holds information about other people, including children, we do not keep household data indefinitely for an account that has been abandoned. We measure this from the last sign-in by the account administrator. If there is no administrator sign-in for 12 months (365 days), the household account and all data in it are permanently deleted, including data added by other household members.

We email the administrator a warning approximately 30 days before deletion, and again approximately 3 days before. Signing in at any point resets the 12-month period and cancels the pending deletion. After deletion we retain only a minimal record that the deletion happened, so that we can evidence it if asked.

When an account is deleted, we delete associated live account and household data, subject to limited records needed for legal, security, abuse-prevention or deletion-evidence purposes.

Residual copies may remain in encrypted backups until overwritten in the normal backup cycle. The intended backup overwrite period is up to 30 days unless technical, legal or security reasons require otherwise.

15. Account deletion and data export

Where available, users can export their data and delete their account from within ParentRecall.

If you cannot access your account, you can contact us at [email protected] to request deletion or assistance.

For security, we may need to verify your identity before actioning a request.

16. Security

ParentRecall uses reasonable technical and organisational measures to protect personal information. These include HTTPS encryption, password hashing, authentication controls, scoped database access, rate limiting, security headers and restricted administrative access.

No digital service is perfectly secure. Users should use strong passwords, keep devices secure and tell us promptly if they suspect unauthorised access.

17. Your rights

Under UK data protection law, you may have rights to:

• access your personal information;
• correct inaccurate information;
• delete personal information;
• restrict processing;
• object to certain processing;
• receive a portable copy of data you provided;
• complain to the ICO.

You can exercise key rights through export and deletion tools where available, or by contacting [email protected].

You can complain to the UK Information Commissioner’s Office at ico.org.uk.

18. Children’s rights and best interests

ParentRecall is not directed at children and children should not create accounts.

Because users may enter limited information about children, we take children’s privacy seriously and treat the best interests of those children as a primary consideration when we design the service. In practice that means minimising children’s data, recording first names only, never storing photographs, avoiding public sharing and social discovery, keeping household information private to a maximum of three named adults, capping and warning on free-text notes, and deleting whole accounts that go unused.

A child, or an adult acting for them, can ask us what information is held about them and ask us to delete it, even though they did not create the account. Contact [email protected] and we will act on that request. We may need enough information to locate the record and to be satisfied the request is genuine.

If you believe information about a child has been entered inappropriately, please contact us at [email protected].

19. Payment and billing

ParentRecall is a paid subscription service that begins with a 7-day free trial. No payment details are collected during the free trial. Payments only arise if you choose to subscribe, and are processed by our payment provider, Stripe.

What is processed. When you start a subscription you provide your card or other payment details directly to Stripe. Stripe processes those details, your billing information and transaction records in order to take payment and prevent fraud. From Stripe we receive only limited billing information — such as a customer and subscription reference, your chosen plan, your subscription status, trial and renewal dates, and whether a payment succeeded or failed. We do not receive or store your full card number.

Our lawful basis. We process this billing information to perform our contract with you (providing the subscription) and to comply with our legal obligations, including tax and accounting requirements.

International transfer. Stripe is headquartered in the United States and may process payment data in the United States as well as in the UK and EU. Any restricted transfer is covered by the safeguards described in sections 12 and 13. Stripe’s own handling of your information is described in Stripe’s privacy notice.

Retention. We and Stripe keep billing and transaction records for as long as needed to provide the service and to meet legal, tax and accounting obligations (generally six years for UK tax records), even after you cancel or delete your account. This is limited to billing records; the personal data you entered about children, groups and people is deleted with your account as described in section 16.

20. Changes to this Privacy Policy

We may update this Privacy Policy as ParentRecall changes or legal requirements evolve.

If we make material changes, we will update the “Last updated” date and, where appropriate, notify users through the website, app or email.

21. Contact

Privacy questions and requests should be sent to [email protected].

You can also contact Pacedall Labs Ltd at 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ.