Who processes your data

Runs the UK-hosted core of the service, in Azure's UK South region: hosting, database, file storage, background jobs and monitoring. Requests reach it through Microsoft's global edge network, Azure Front Door, which filters them and serves our pages from the location nearest to you. It also stores what you send through the forms on our public website, in UK cloud storage, and asks the email service below to send your confirmation link. Three parts of the service are listed separately, because what we can promise about where they process your data is different. The AI that writes reports and chat replies runs on an Azure resource in the UK, but an individual request may be processed in another Azure region (see Microsoft Azure AI). The email service that sends your sign-in link is the same Azure account and the same agreement, but it has no single region, so we have set it to hold what it stores in the UK (see Microsoft email delivery). The public website is hosted in Azure's West Europe region, in the Netherlands, because that hosting service has no UK region (see Microsoft website hosting).

Data handled: All service data for the UK-hosted core, at rest and in transit: accounts, profiles, answers, chats, reports, files, the job queue and the logs. Not the three services listed separately below, which carry their own locations: the AI, the email service and the public website hosting

Sends the emails the service has to send: your sign-in link or the short one-time code you can ask for instead, an invitation to join a child's profile, one welcome email the first time you start a child's profile, notifications such as telling you that a profile is ready to read, and, if you stop part way through a profile, one reminder the next day and at most one more a week later, which you can turn off. It also sends the two emails our public website needs: the link that confirms the address you gave on a form, which carries the kind of form it was in the link itself, and, when an organisation enquiry is confirmed, a message to our own inbox repeating what you wrote. This is our own Azure resource in our own Azure subscription, Azure Communication Services, covered by the same Microsoft agreement as the rest of Azure above, so it is the same provider rather than a new one. It is listed on its own line only because where its data is held is a setting of its own: it is a global Azure resource rather than one in a single region, and we have set its data location to the United Kingdom, so what it holds is held here. Microsoft's own documentation for that service says data at rest stays in the location we chose, and that data may travel through or be processed in other parts of the world, so we do not claim the sending happens in the United Kingdom. Some of these emails are about a child: an invitation, the welcome email, a ‘profile is ready’ notice and a reminder to finish a profile carry the child’s first name, and an invitation sent by a school also names that school. An invitation from one parent to another carries no school name. None of them carry a child's answers, observations, chat messages or the report as the product holds them. The one free-text field any of these emails carries is the message you type into an organisation enquiry on the public website. That box is an open question and we do not restrict what goes in it, so a professional writing to us could put details of a family in there, including the kind of thing the product keeps as answers or observations; we do not claim otherwise.

Data handled: Your email address, and what the sign-in, invitation or notification email says, which for an invitation, the welcome email, a ‘profile is ready’ notice or a reminder to finish a profile includes a child’s first name and, for a school-issued invitation, the school’s name. For the public website: the address a confirmation link is sent to and the kind of form it came from (parent waitlist, school, NHS, clinician or press, carried in the link), and for a confirmed organisation enquiry the kind of enquiry it is (school, NHS, clinician or press), plus the name, organisation, role, email address and free-text message, repeated to our own inbox. All of it in transit while it is sent, and at rest in what the email service keeps about the send, which its data location setting holds in the United Kingdom

Runs the AI models that write each child's report, the plain-language explanations in it, and the replies in chat. Your data is stored in the UK. To write a response, Microsoft may process the request in another Azure region. Anything kept at rest stays in the UK, including the copy Microsoft holds for up to 30 days to check for misuse of the service. OpenAI the company never receives your data, and nothing you give us is used to train AI models.

Data handled: Profiler answers, observations, chat messages and the reports written from them: in transit while a response is written, and at rest in the UK in the copy Microsoft keeps for up to 30 days to check for misuse

Hosts our public website, www.helloassembly.com, on Azure Static Web Apps. That service is not offered in a UK region, so it runs in Azure's West Europe region, in the Netherlands. When you fill in a form on the website, what you type is received there and passed on to our UK storage and to the email service that sends your confirmation link, which holds what it stores in the UK but has no single region (see Microsoft email delivery).

Data handled: What you type into a website form, in transit: your email address, and for an organisation enquiry your name, organisation, role and message

Our email inbox. info@helloassembly.com, the address this website gives for questions, privacy requests and deletion requests, is a Microsoft 365 mailbox, so anything you email us is held there. When you confirm an organisation enquiry made on the website, we are told by an email to the same inbox that repeats the enquiry.

Data handled: Emails you send us, and confirmed organisation enquiries from the website (name, organisation, role, email address and message)

Product analytics: which features are used, so we can improve the product. Events are tied to a session so we can make sense of them, but PostHog never sees your child's profile, answers or reports. We don't sell your data, and we minimise what PostHog receives.

Data handled: Usage events tied to a session (not your child's data)

Runs the booking calendar that families in a pilot use to book a call with a clinician. The calendar is Google's own page, shown inside ours: opening it connects your browser to Google, and if you book, what you type into Google's form and the time you choose go to Google, which holds the booking for us. The address of our page is not sent to Google, and nothing about your child is passed to it.

Data handled: When you open the booking page, your IP address and browser details; if you book, the name and email address you type in and the time you choose. Nothing about your child