Privacy Policy - Pipa
Last updated: 20/01/26
Pipa is built to help parents stay on top of school life with less stress.
We take your privacy seriously and aim to collect and use as little personal data as possible.
This policy applies to all versions of Pipa, including trial, manual, and automated versions of the service.
1. Who We Are
Pipa is a parent-focused service that turns school emails and newsletters into clear, timely reminders.
If you have any questions about this policy or how your data is handled, you can contact us at:
📧 privacy@pipa-assist.co.uk
For the purposes of data protection law, Pipa acts as the data controller for personal data you provide directly, and as a data processor for information contained within emails you choose to forward.
2. What Data We Collect
We only collect data that is necessary to provide the service.
Information you provide
Your name (if provided)
Your email address
Your mobile number (for WhatsApp or similar reminders)
Your child’s year group or class (if relevant)
Information from forwarded emails
When you forward a school email or newsletter to Pipa, we may process:
Dates of events
Event descriptions (e.g. non-uniform day, trip, INSET day)
You should only forward emails that you are entitled to share and that relate to your own child or family.
We aim not to store unnecessary personal information and do not require:
Dates of birth
Medical or SEN information
Home addresses
3. How We Use Your Data
We use your data to:
Identify important school dates from emails you choose to forward
Send you reminders via WhatsApp or similar messaging services
Improve the accuracy and usefulness of the service during trial and early versions
We do not use your data for advertising and do not sell your data to third parties.
4. Legal Basis for Processing (UK GDPR)
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Our primary legal basis for processing is your consent.
By joining Pipa and forwarding emails to us, you consent to us processing that information for the purpose of providing reminders.
You can withdraw your consent at any time (see Section 9).
5. Use of Automated Tools (AI)
Pipa uses automated tools to help identify dates and events within school emails and newsletters.
These tools:
Only process relevant text
Are used to assist, not replace, human oversight
Do not make decisions that have legal or similarly significant effects on you
6. Who We Share Data With
To provide the service, we may share limited data with trusted service providers, including:
Messaging providers (e.g. WhatsApp services)
Email processing services
AI processing services
These providers act as data processors and are required to protect your data and only use it for the purposes described in this policy.
7. How Long We Keep Your Data
We keep your data only for as long as necessary:
Forwarded emails may be deleted after processing or within a short period
Extracted event data is kept while you are using the service
If you stop using Pipa, your data will be deleted within a reasonable timeframe
8. How We Protect Your Data
We take reasonable steps to keep your data secure, including:
Using secure, password-protected systems
Limiting access to authorised people only
Using reputable, encrypted third-party services
9. Your Rights
Under UK GDPR, you have the right to:
Ask what data we hold about you
Ask for corrections to your data
Ask for your data to be deleted
Withdraw consent at any time
You can:
Reply STOP to any WhatsApp message to opt out, or
Email privacy@pipa-assist.co.uk
We will respond within the timeframes required by UK GDPR.
10. Children’s Data
Pipa is designed for parents and carers.
We do not knowingly collect data directly from children.
We minimise the processing of children-related information and only use what is necessary to provide reminders.
11. Changes to This Policy
As Pipa develops, we may update this privacy policy.
If we make significant changes, we will update this page and, where appropriate, notify users.
12. Contact Us
If you have any questions or concerns about your data or this policy, please contact:
📧 privacy@pipa-assist.co.uk
Please see below for user agreement terms
Pipa School Registration & Onboarding Terms