Privacy Policy – Report Hero

Last updated: 23 January 2026

1. Who we are

Report Hero is a service designed to help teachers create school reports more efficiently, while protecting pupil data and meeting UK data protection requirements.

Report Hero is operated by Report Hero Ltd, a company pending registration in England and Wales. Company registration details will be added once registration is complete.

If you have any questions about this privacy policy or how we handle data, you can contact us at:

📧 privacy@report-hero.org

2. Our approach to data protection

Report Hero is designed with data protection in mind.

We recognise that teachers and schools have legal and safeguarding responsibilities when handling pupil data. Our systems are built to support those responsibilities by default, not place additional burden on users.

3. The personal data we collect

a) Teacher account data

When you create and use an account, we may collect:

• Name
• Email address
• School name
• Account and subscription information
• Usage data (such as number of reports generated)

Payment details are processed securely by a third-party payment provider and are not stored by Report Hero.

b) Pupil and report data

When using Report Hero to create reports, teachers may enter:

• Pupil first names and surnames
• Notes and information used to generate report text
• Draft report content

This data is stored only for as long as the teacher chooses to keep it and can be deleted at any time.

4. How we use personal data

We use personal data to:

• Create and manage user accounts
• Provide access to Report Hero features
• Generate report text based on teacher input
• Communicate service-related information
• Manage subscriptions and billing
• Maintain and improve the reliability and usability of the service

We do not use personal data for advertising, profiling, or unrelated purposes.

5. AI processing and anonymisation

Report Hero uses AI technology to assist with drafting report text.

The following safeguards apply:

Automatic anonymisation

Pupil names and identifiable information are removed automatically before any data is sent for AI processing.

UK-based processing

All AI processing takes place within the UK. Data does not leave the UK for AI processing.

No training on your data

Data submitted to Report Hero is not used to train public or general AI models.

This combination of UK-based processing and automatic anonymisation provides a double safeguard for pupil data.

6. Where data is stored and processed

• All stored data is held in a UK-hosted data centre
• All AI processing occurs within the UK
• Data is encrypted in transit and at rest where appropriate

7. Data retention and deletion

• Teachers can delete pupils, reports, and report data directly within the app
• Deleted data is removed from our systems
• Account data is retained only while an account is active, unless legal obligations require otherwise

Teachers and schools remain in control of when and whether their data is kept.

8. Lawful bases for processing

Under UK GDPR, we rely on the following lawful bases:

• Contractual necessity – to provide the Report Hero service
• Legitimate interests – to operate, maintain, and improve the service in a way that supports teachers and schools
• Legal obligation – where required by law
• Consent – for optional communications or features where applicable

Consent is not relied upon for core service functionality.

9. Data sharing and processors

We do not sell or share personal data with third parties for marketing purposes.

We use a limited number of essential processors, including:

• UK-based hosting providers
• Payment processing providers
• Email delivery services (Mailchimp)

All processors act only on our instructions and are subject to appropriate data protection obligations.

10. Analytics and cookies

We use Matomo analytics on the Report Hero website only (not within the application) to understand how visitors use the site. Matomo is self-hosted on our own infrastructure, meaning analytics data is not shared with third parties.

• Analytics cookies are used only with user consent
• A cookie consent banner is provided
• No analytics tracking occurs inside the Report Hero app

11. Controller and processor roles

Depending on how Report Hero is used:

• When used directly by individual teachers, Report Hero Ltd acts as the data controller
• When used on behalf of a school, the school may act as data controller, and Report Hero Ltd acts as a data processor

In all cases, Report Hero Ltd processes personal data only in accordance with documented instructions from the data controller.

Where schools act as data controllers, a separate Data Processing Agreement (DPA) is available.

12. Your data protection rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Restrict or object to processing
• Request data portability

Requests can be made by contacting:

📧 privacy@report-hero.org

We aim to respond within one month.

13. Complaints

If you have concerns about how we handle personal data, please contact us first so we can address the issue.

You also have the right to complain to the Information Commissioner's Office (ICO).

14. Changes to this policy

We may update this privacy policy from time to time. Any changes will be published on this page with an updated revision date.