Data access and privacy preferences

SEN Evidence Vault holds personal data about you and your child, documents, records, document analysis outputs, and usage data. You have rights under UK GDPR to access, export, and manage this data.

What data we hold

SEN Evidence Vault holds:

• Documents you have uploaded (stored securely in encrypted cloud storage)
• Records you have created (timeline events, interactions, case notes, EHCP annotations)
• document analysis outputs generated from your documents
• Account information (name, email, billing details)
• Usage data (when you log in, what features you use)

Your documents and records are used only to provide the service to you. They are not used to train AI models or shared with third parties except as required to provide the service (e.g. Stripe for payment processing).

Exporting your data

You can export a full copy of your data at any time from Account Settings > Data > Export my data. The export includes:

• All uploaded documents (in their original format)
• All records (in JSON and PDF format)
• A log of document analyses and their outputs
• Account metadata

The export is prepared within 24 hours and sent to you as a download link to your registered email address.

Privacy preferences

From Account Settings > Privacy, you can manage:

Crash and error reporting: whether to share anonymised error reports to help improve the app. This is on by default. Turning it off means we cannot detect and fix issues that affect your account specifically.

Usage analytics: whether to share anonymised usage data (feature usage patterns, not document content). This helps us understand which features matter most to families.

Marketing communications: whether to receive occasional updates about new features and platform news. Transactional emails (account, billing, security) cannot be disabled.

Your rights under UK GDPR

You have the right to:

• Access: request a copy of all data we hold about you (the export feature covers this)
• Rectification: correct inaccurate personal data
• Erasure: request deletion of your account and all associated data (covered in the next article)
• Portability: receive your data in a machine-readable format (the export covers this)
• Objection: object to specific processing activities

To exercise any of these rights, contact SENVault support from Account Settings > Help.