Privacy notice

Last updated 10 November 2026.

Tallybook is an attendance and hours record for people who teach home educated children. This notice explains what personal information it holds, why, and what you can do about it.

Who we are

Promethean Ventures Ltd, registered in scotland, company number sc908147, registered office Cairncatto Farm, Blackhills, Peterhead, Scotland, AB42 3LR. Contact: hello@cnis.uk.

Two kinds of information, two roles

Your account. If you have a Tallybook login, we decide how your account details are used. In data protection law we are the "controller" of that information.

Children's records. The tutor, centre or group (the "provider") decides which children to record and why. The provider is the controller of those records. We store them on the provider's behalf and only on their instructions; we are their "processor". Our terms set out that arrangement.

If you are a parent or a young person and a provider holds a record about you or your child in Tallybook, ask the provider first: they hold the record and can show, correct or delete it. We will help them do so. If you cannot reach them, write to us.

What is held

About account holders

• Email address, and a password stored scrambled so nobody can read it.
• When you signed up, confirmed your email and last logged in.
• That you confirmed you are 18 or over and accepted the terms, and when.
• Which organisation you belong to and your role in it.
• Email addresses you invite to your organisation.

About children, entered by the provider

• Name.
• Date of birth and home address, only if the provider chooses to add them.
• Which sessions they attended: date, start and end time, subject, in person or online, and whether one of their parents took an active part.
• Whether a council request covers them.

We do not ask for, and providers should not enter, anything about health, special educational needs, religion, family circumstances or safeguarding. There is nowhere designed to hold it.

Records of activity

• A log of each change to a child's record and each export: who, when, and which details changed. It never holds the details themselves.
• Ordinary technical logs kept by our hosting providers, such as the address of the page requested and the time. Page addresses contain reference codes, never names.

Why, and the legal basis

• Account details: to provide the service you signed up for (contract) and to keep it secure (legitimate interests).
• Children's records: the provider decides the purpose and legal basis, and should tell families what they record. Typical purposes are running sessions, keeping an accurate attendance record, and answering a lawful request from a council.

What we never do

• We never send anything to a council or anyone else. Only the provider can export records.
• No advertising, no analytics, no tracking cookies.
• No selling, sharing or use of records for anything except running the service.
• No automated decisions about anyone.

Cookies

One cookie keeps you logged in. It is strictly necessary, so no consent banner is needed. There are no others.

Who else handles the information

We use these companies to run the service:

• Supabase: accounts and the database. Stored in London.
• Vercel: runs this website. The code that reads and writes records runs in London.
• Supabase or Resend: sends the email confirming your address. Emails never contain a child's details.
• Cloudflare: directs visitors to the site and forwards email sent to our contact address.
• GitHub: holds the nightly backups. They are encrypted before they are stored, and GitHub cannot read them.
• Stripe: takes payment if you subscribe. Stripe receives the account holder's email address and card details; we never see or store card numbers. Stripe is never sent a child's details.

These companies are based in the United States and may access information from outside the UK to provide support. Where that happens it is covered by the safeguards UK law requires, such as the UK International Data Transfer Addendum.

How long it is kept

• Children's records: until the provider deletes them. Deleting a child, or the whole organisation, removes the records from the service at once.
• Accounts: until you delete your account under Settings.
• Backups: an encrypted copy of the database is taken each night, in case of a fault, and kept for 35 days. Something you delete stays inside the backups already taken until they expire. Only we can open a backup, and we would only do so to recover from a fault.
• Hosting logs: for the short periods our hosting providers keep them, usually days or weeks.

How it is protected

• Each organisation's records are walled off in the database itself, and we test this: a member of one organisation cannot read another's records.
• Staff see only the sessions they logged; admins see everything in their organisation.
• Connections are encrypted, and the database is encrypted where it is stored.
• If something goes wrong that affects your records, we will tell the provider without undue delay.

Your rights

You can ask to see, correct, download or delete information about you, and to object to or restrict how it is used. Account holders can do most of this themselves under Settings, or by writing to hello@cnis.uk. For a child's record, ask the provider. We answer within one month.

If you are unhappy with how your information has been handled, you can complain to the Information Commissioner's Office at ico.org.uk.

Changes

If this notice changes, the new version will be posted here with a new date. If the change matters, we will also say so inside the app.