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We use essential cookies to keep you logged in. We also use analytics cookies to understand how parents use SEN Letters UK so we can improve it. Cookie Policy | Privacy Policy
Last updated: April 2026
SEN Letters UK ("we", "us", "our") is committed to protecting your personal data. This policy explains what we collect, why, how we protect it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
SEN Letters UK is the data controller for the personal data collected through this website. Our contact email is: apps@marvanova.com.
We are registered with the Information Commissioner's Office (ICO). Our ICO registration number is: ZC117173.
Account information: your email address and an encrypted password (we never see or store your actual password in plain text).
Letter generation data: when you generate a letter, we collect your child's first name, age, diagnosis or need, school name, and any additional details you provide. This information is used solely to generate your letter and is stored in your account history so you can access it again.
Email capture data: if you choose to have a letter emailed to you, join our waitlist, or subscribe to articles, we collect your email address and your marketing consent preference.
Payment data: we do not collect or store payment card details. All payment processing is handled directly by Stripe. We receive only confirmation that a payment was successful and the credit amount purchased.
Usage data: with your consent, we collect anonymised analytics data about how the service is used (for example, which letter types are most popular). This data cannot be linked to your identity.
Free tool data: our free tools, the EHCP Timeline Calculator, the SEND Jargon Buster and the Section F Rewriter, do not require an account and do not collect anything. They run entirely in your browser. Anything you type or paste into them, including text from an EHC plan, stays on your device. It is not sent to us, not stored by us, and not sent to any AI service. We do not ask for your email address to use them.
Contract performance (Article 6(1)(b) UK GDPR): we process your account and letter data because it is necessary to provide the service you signed up for, generating and storing your letters.
Consent (Article 6(1)(a) UK GDPR): we send marketing emails (new feature updates, SEN articles) only when you have given explicit consent via an opt-in checkbox. You can withdraw this consent at any time by clicking unsubscribe in any email or emailing us.
Legitimate interests (Article 6(1)(f) UK GDPR): we use anonymised analytics data to improve the service. We have assessed that this does not override your rights, as the data is not personally identifiable.
Some information you provide about your child (such as a diagnosis of autism, ADHD, or another condition) may constitute special category data under UK GDPR. We process this data on the basis of your explicit consent, given when you voluntarily enter it to generate a letter. This data is used solely for letter generation and is never shared with third parties for any other purpose.
We share your data only with the service providers necessary to run SEN Letters UK. These are:
Supabase, database and user authentication. Your account data and letter history are stored on Supabase servers in the EU (London, eu-west-2). Supabase's privacy policy: supabase.com/privacy.
Anthropic, AI letter generation. When you generate a letter, the details you enter are sent to Anthropic's API to create the letter. Anthropic is based in the United States. See "International transfers" below. Anthropic's privacy policy: anthropic.com/privacy.
Stripe, payment processing. When you buy credits, Stripe processes the payment. We do not handle your card details. Stripe's privacy policy: stripe.com/privacy.
Resend, email delivery. If you choose to have a letter emailed to you or subscribe to updates, Resend sends the email on our behalf. Resend's privacy policy: resend.com/privacy.
Netlify, website hosting. Netlify hosts the website and runs our server-side functions. Netlify's privacy policy: netlify.com/privacy.
We do not sell your data to anyone. We do not share your data with advertisers. We do not use your data to train AI models.
Your account data is stored in the EU (Supabase, London). However, some of our service providers are based in the United States, including Anthropic (letter generation) and Resend (email delivery). When your data is transferred outside the UK, it is protected by appropriate safeguards. For our United States based providers this is the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, issued by the Information Commissioner's Office, supported by a transfer risk assessment. You can request a copy of the safeguards in place by emailing apps@marvanova.com.
Account data: retained for as long as you have an active account. If you delete your account, all personal data including your letter history is permanently deleted within 30 days.
Email capture data: retained until you unsubscribe or ask us to delete it.
Anonymised analytics: retained indefinitely as it cannot be linked to any individual.
You have the right to:
Access, request a copy of the personal data we hold about you.
Rectification, ask us to correct any inaccurate data.
Erasure, ask us to delete your data ("right to be forgotten").
Restrict processing, ask us to limit how we use your data.
Data portability, receive your data in a structured, machine-readable format.
Object, object to processing based on legitimate interests.
Withdraw consent, withdraw marketing consent at any time without affecting the lawfulness of processing before withdrawal.
To exercise any of these rights, email apps@marvanova.com. We will respond within one month as required by law.
If you are unhappy with how we have handled your personal data, please tell us first so we have the chance to put it right. Email apps@marvanova.com with the word "Complaint" in the subject line. We will acknowledge your complaint within 30 days of receiving it, and we will respond as soon as possible after that, keeping you updated if we need more time to look into it.
If you are still not satisfied after contacting us, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk or by calling 0303 123 1113. You can go to the ICO at any time, but we would appreciate the opportunity to resolve your concern first.
We take appropriate technical and organisational measures to protect your personal data. Passwords are encrypted and never stored in plain text. All data is transmitted over HTTPS. Access to our database is restricted and protected by authentication. We regularly review our security practices.
We use essential cookies to keep you logged in and, with your consent, analytics cookies to understand how the service is used. Full details are in our Cookie Policy.
Our service is intended for use by adults (parents and guardians) aged 18 and over. We do not knowingly collect personal data from anyone under 18. The information you enter about your child is processed solely to generate the letter you request, under your explicit consent as their parent or guardian.
We may update this policy from time to time. If we make material changes, we will notify you by email. The date at the top of this page shows when the policy was last updated. Continued use of the service after notification constitutes acceptance of the updated policy.
For any questions about this privacy policy or how we handle your data, email apps@marvanova.com.