Who we are
ND Learning Systems Audit is operated by James Wallace Education (“we”, “us”). Our contact email is hello@jameswallace.tech. We are the data controller for all personal data collected through this service.
What data we collect
When you use our service, we collect:
- Contact details: name, email address (collected during checkout via Stripe)
- Payment information: processed by Stripe; we do not store card details
- Intake questionnaire data: information about your child including age, diagnoses, school setting, learning challenges, executive function profile, sensory needs, home context, and health information
Special category data
The intake questionnaire collects health and diagnostic information about your child. Under UK GDPR, this is “special category data” and requires explicit consent for processing. We obtain this consent through the questionnaire submission process.
How we use your data
Your data is used for the following purposes:
- Report generation: your intake data is sent to an AI language model (currently hosted by OpenRouter) to generate your personalised audit report. The AI processes your data to produce recommendations but does not retain it after generation.
- Human review: your generated report is reviewed and may be edited by James Wallace before delivery to ensure quality and safety.
- Report delivery: your completed report is emailed to you via Postmark (our email provider).
- Service improvement: anonymised, aggregated patterns may inform improvements to our questionnaire and report template. Individual data is never used for marketing.
Legal basis for processing
- Contract: processing is necessary to deliver the audit service you purchased (Article 6(1)(b))
- Explicit consent: for special category health data (Article 9(2)(a))
- Vital interests / safeguarding: if information raises child safety concerns, we may act under Article 6(1)(d) and relevant safeguarding duties
Third-party processors
We use the following third-party services to deliver our service:
| Service | Purpose | Data shared |
|---|---|---|
| Stripe | Payment processing | Name, email, payment details |
| OpenRouter / AI model provider | Report generation | Intake questionnaire data (processed, not stored by provider) |
| Postmark | Email delivery | Email address, name, report attachment |
| Hetzner | Server hosting (EU) | All data (encrypted at rest) |
Data storage and retention
- Your data is stored on a server hosted in the EU (Hetzner, Germany)
- Intake data and reports are retained for 12 months after delivery, then deleted
- Payment records are retained as required by UK tax law (typically 6 years)
- You can request early deletion at any time (see your rights below)
Your rights
Under UK GDPR, you have the right to:
- Access: request a copy of the data we hold about you
- Rectification: ask us to correct inaccurate data
- Erasure: ask us to delete your data (“right to be forgotten”)
- Withdraw consent: withdraw your consent for special category data processing at any time
- Complain: lodge a complaint with the ICO (ico.org.uk)
To exercise any of these rights, email hello@jameswallace.tech. We will respond within 30 days.
Safeguarding
This service works with information about children. If information disclosed during the intake process raises concerns about a child's safety or welfare, we have a duty to act. This may include contacting relevant authorities in accordance with UK safeguarding guidance.
This audit is an educational review. It is not a diagnostic assessment, psychological evaluation, or clinical service. If you are concerned about your child's immediate safety, contact the police (999) or the NSPCC helpline (0808 800 5000).
Cookies
This site uses only essential cookies required for the service to function (e.g. session management). We do not use analytics cookies, advertising trackers, or any third-party tracking scripts.
Changes to this notice
We may update this privacy notice from time to time. Material changes will be communicated via email to affected customers.