Privacy Notice
EdSaf is a reporting, attendance and routing platform used by schools, clubs and organisations working with children. This notice explains what personal information passes through EdSaf, why, who it reaches, and what you can do about it.
Last reviewed: 31 August 2026
1. Who is responsible for your information
This matters, because for most of the information in EdSaf, the organisation is responsible rather than us.
The organisation is the controller
The school, club or provision decides what is recorded, who can see it, and what happens next. They are responsible for the safeguarding concerns, attendance records, sign-in records and feedback held in their EdSaf account.
EdSaf is the processor
We deliver, route and store that information on the organisation's instructions. We do not decide what is collected, we do not investigate concerns, and we do not use the information for our own purposes.
EdSaf is also a controller in its own right for a narrow set of things: the accounts of the staff who log in, messages sent to us through our support form, and our own website. Those are covered in section 3.
If your question is about a safeguarding concern, an attendance record or feedback held about you or your child, the organisation is the right place to ask. We will help them respond, but we cannot release their records to you directly.
2. Information handled on behalf of organisations
| What | Typically includes | Why |
|---|---|---|
| Safeguarding concerns | What was reported, when, the category, any supporting evidence attached, and the reporter's contact details if they chose to give them. Concerns can be submitted anonymously. | So the organisation's named safeguarding leads are alerted and can act |
| Attendance records | Name, arrival and departure times, registration code, session notes, and the record of who entered or amended an entry | To build the organisation's register and notify parents, carers and local authorities |
| Visitor sign-in | Name, organisation, who is being visited, times in and out, and any badge or evacuation flags | To know who is on site, and for the fire and evacuation list |
| Community feedback | The feedback given, its theme, and contact details only if the person chose to give them | So the organisation can see what people are saying and show what was done |
| Access and audit logs | Which authorised account viewed or actioned a record, and when | Accountability, and so a report cannot sit unread without trace |
Safeguarding information is special category data and is treated accordingly. It is visible only to the named contacts the organisation has configured, and never publicly.
3. Information EdSaf handles as controller
- Registration: the name, mobile number and email address of the person setting up the account, the organisation's name and postcode, and a record of the Terms and Privacy Notice being accepted.
- Staff accounts: name, email address, mobile number, assigned role, and the record of that role being confirmed.
- Logging in: the one-time codes we send by email, or by SMS to the registered mobile if the inbox cannot be reached.
- Support messages: whatever you send us through the support form, including your name, email address, message and Centre ID if given.
- Technical logs: IP address, browser type and timestamps, kept to keep the service secure and to investigate faults.
4. Our lawful bases
- Legal obligation and public task for safeguarding and attendance information, relied on by the organisation as controller. Where special category data is involved, the organisation relies on the safeguarding condition in the Data Protection Act 2018.
- Contract for setting up and running an organisation's account.
- Legitimate interests for account security, fraud and abuse prevention, and answering support enquiries.
5. Children's information
EdSaf is used in settings that work with children, and children's information passes through it. The screens are designed so a child can raise a concern without giving their name, and so nothing sensitive remains visible on a shared screen once it has been sent. Children's records are visible only to the organisation's authorised safeguarding contacts, never to other staff by default and never publicly.
EdSaf accounts are for staff. We do not create logins for children, and we do not use children's information for profiling, marketing or automated decision-making.
6. Who information is shared with
We share information only where it is needed to run the service:
- The organisation's own named contacts — safeguarding leads, managers and the roles they have configured.
- Parents, carers and local authorities — where the organisation has set up arrival and departure notifications.
- Our suppliers — our hosting provider and our email and SMS delivery providers, who act only on our instructions and cannot use the information for their own purposes.
- Where the law requires it — for example a court order, or a safeguarding or police request the organisation is obliged to meet.
We do not sell personal information, and we do not use it for advertising.
Where information is stored
EdSaf is hosted on Render, in their EU region (Frankfurt, Germany). Email is delivered through Microsoft 365. Where a supplier processes information outside the UK, we rely on UK-approved transfer safeguards, such as the UK International Data Transfer Addendum to the standard contractual clauses.
7. How long information is kept
Safeguarding and attendance records are kept for as long as the organisation instructs, because those retention periods are set by the organisation's own policy and by statutory guidance. When an organisation leaves EdSaf, we return or delete their information on their instruction.
For the information we hold as controller:
- Support messages: 24 months from the date the enquiry is closed
- Staff account records after an account is closed: 12 months
- Technical and security logs: 90 days
8. How information is kept secure
- Access is role-based, and each role must be individually confirmed before it is granted.
- Logging in uses a one-time code rather than a stored password.
- Connections are encrypted, and all forms are protected against cross-site request forgery.
- Sensitive text is cleared from shared kiosk screens once a report has been sent.
- Access and actions are timestamped so they can be reviewed.
9. Your rights
Under UK GDPR you can ask to:
- see the information held about you
- have inaccurate information corrected
- have information erased, where that applies
- restrict or object to how it is used
- receive it in a portable format
For safeguarding, attendance or feedback records, ask the organisation, because they are the controller. For your EdSaf staff account or a support message, ask us. Some rights are limited where releasing information would put a child at risk, or where records must be kept to meet a legal obligation.
10. Cookies
EdSaf uses only strictly necessary cookies, which is why you do not see a cookie banner. Our Cookies page lists every one and what it does.
11. Complaints
If you are unhappy with how your information has been handled, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
12. Contact us
EdSaf is a trading name of Tutor Trend Ltd, a company registered in England and Wales.
- Data protection enquiries: support@edsaf.co.uk
- Company number: 15491065
- Registered address: 16 Lonsdale Avenue, Sunderland, SR6 8AY
- ICO registration number: ZB903491
For anything else, use our support form.
13. Changes to this notice
If we change how information is handled, we will update this page and change the review date at the top. Where a change materially affects organisations using EdSaf, we will tell them directly.