Effective Date: August 2025
1. Introduction
Welcome to Write-Trak (www.write-trak.co.uk). Your privacy is important to us. This Privacy Policy explains how we collect, use, share, and protect your personal information when you visit our website or use our services.
By accessing or using our website, you agree to the practices described in this Privacy Policy.
2. Who we are
Write-Trak is a UK-based service that supports students and educators. The website is operated by Write-Trak, and the designated data protection contact is:
Email: anna.turner-bee@writetrak.co.uk
3. Information we collect
a. Personal information
We may collect personal data including:
- Student and parent/guardian names
- Contact details (email addresses, phone numbers)
- Educational records or writing samples
- Session notes and communication records
- Usernames or account information (if applicable)
b. Usage data
We automatically collect technical data such as:
- IP address
- Browser type and version
- Pages viewed
- Date and time of visit
c. Cookies and similar technologies
Cookies help us enhance user experience. You can change your browser settings to disable cookies, but doing so may limit functionality.
4. How we use your information
We process personal data to:
- Provide educational and tracking services
- Monitor and support student progress
- Communicate with parents/guardians
- Maintain safeguarding obligations
- Improve website functionality
- Comply with legal and regulatory requirements
5. Sharing your information
a. With statutory bodies
We may share data regarding students and their parents/guardians with relevant statutory bodies, such as:
- Local Authorities and Education Departments
- Schools or referring organisations
- Special Educational Needs (SEN) departments
- Social Services
- Safeguarding and Child Protection Boards
- Government regulators, if legally required
Information is only shared when:
- It is in the best interest of the child or student
- It supports education, safeguarding, or service delivery
- It is required by law
We always ensure that the minimum necessary data is shared and handled securely.
b. With service providers
We may use third-party services (e.g., hosting, analytics, or communication platforms) that help us operate our site. These providers are bound by confidentiality and data protection obligations.
c. Legal obligations
We may disclose your data to comply with legal obligations, court orders, or to protect our legal rights.
6. Data storage and security
We implement appropriate technical and organisational measures to protect personal data. Access to personal data is restricted to authorised individuals only. Data is stored only as long as necessary for the purposes outlined or as legally required.
7. Your rights under UK GDPR
You have the right to:
- Request access to your data
- Request correction or deletion of inaccurate data
- Restrict or object to processing
- Withdraw consent at any time (where applicable)
- Lodge a complaint with the UK Information Commissioner’s Office (ICO)
To exercise any of these rights, please email: anna.turner-bee@writetrak.co.uk
8. Children’s privacy
We recognise the importance of protecting children’s data. For the purposes of this policy, a child is defined as anyone under the age of 18. We collect and process children’s data only:
- With appropriate parental or guardian consent
- In line with safeguarding and educational regulations
- For legitimate educational purposes
If you are a parent or guardian and believe we have collected data about a child without proper consent, please contact us immediately.
9. Third-party links
Our website may contain links to other websites. We are not responsible for the content or privacy practices of those third-party websites.
10. Changes to this privacy policy
We may update this policy periodically. Changes will be posted on this page with an updated effective date. We encourage users to review this page regularly.