Privacy notice

Version 15 September 2026

Who is responsible

Martin John Spry, trading as FamilyTrack, is responsible for the personal information processed by this service. Contact [email protected] about privacy or your information. This notice covers our website and companion iPhone app.

Information we hold

We hold account names, email addresses, family addresses, emergency-contact phone numbers, password hashes, family memberships, permissions and subscription status. Information you choose to add can include a person's name, date of birth, NHS number, profile photo, diagnoses, allergies, communication needs, emergency notes, medication, food, drink, sleep, toileting, behaviour, measurements, appointments and care documents. We also process support messages, notification preferences and delivery tokens, and technical/security records such as IP addresses and device or browser information.

Care information may be supplied by an authorised parent or carer. Only enter or share another person's information if you have their permission or legal authority to act for them. If someone has entered your information without authority, contact us.

Why we use it

We use account information to provide the service you request and manage your account (contract). We use proportionate technical, security and support information to maintain the service, resolve problems and prevent misuse (legitimate interests). We retain information where necessary to meet applicable legal obligations.

Health and care information is used to operate the diary, reports, family sharing and enabled reminders. The privacy screen asks for an explicit choice and a confirmation of authority concerning another person's information. We record the wording, notice version, date and account making that choice. A carer's confirmation does not replace any permission or legal authority required from the person concerned. Contact us before entering information if your authority is uncertain.

Sharing and service providers

People you authorise within a family can access records according to their permissions. Platform administrators can access information for administration and support. Exported reports are under your control; recipients may keep their own copies.

We use DigitalOcean for hosting and file storage, Stripe for website subscriptions, Resend for email delivery and Apple Push Notification service for iPhone reminders. Browser notifications use the relevant browser push service. These providers process information needed to supply their services. Website payments are handled by Stripe; FamilyTrack does not store full payment-card details. The iPhone app does not sell subscriptions.

Our file storage is in DigitalOcean’s London region. Resend processes email content and delivery records in the United States; its data processing terms describe standard contractual clauses and the UK addendum for international transfers. Other providers may process some information outside the UK. UK-only app availability does not mean that every provider processes data only in the UK. Contact us for information about the providers and transfer arrangements applicable to your account.

Device storage, analytics and notifications

Session and preference storage supports sign-in and your settings. Optional page-view analytics and Google Analytics are disabled in this release. Technical service and security logs are separate from optional analytics. Earlier versions recorded first-party page views, a visitor identifier, referrer and IP/browser information; disabling new collection does not itself erase historical records.

You control notification permission in device settings. Reminders may show care information on your lock screen or in email, depending on your choices. They are not an essential alarm or a substitute for professional care. Profile photos and care documents use private storage and time-limited download links. Anyone given a download link may use it until it expires.

Retention and deletion

We keep account and care records while they are needed to provide your family's service. Subscription cancellation does not automatically erase the diary. We do not currently promise automatic deletion of all records after a fixed period of inactivity. You can request deletion in Privacy controls or account settings, or by email.

Eligible sole-user accounts can be deleted automatically. Shared-family records, billing references, files and other linked information need manual review. A pending request is not completed deletion or subscription cancellation. Martin monitors these requests and responds within one calendar month, subject to applicable legal exceptions. We explain any information retained, the reason and the relevant retention criteria. We assess your authority before erasing information about someone else and protect the rights of other family members.

Support and security information is retained for the time needed to resolve the relevant enquiry, investigate problems or meet a documented legal requirement. Financial records may need to be retained separately from care records. Our DigitalOcean managed PostgreSQL database provides a seven-day point-in-time recovery window. Deleted database records may remain in those recovery copies until that window expires. If a backup is restored, completed deletion requests must be reapplied before the restored data returns to active use. This database recovery window does not describe exported reports or files held separately in object storage.

Your choices and rights

You can withdraw your recorded choice through Privacy controls. This closes your workspace access and disables your care reminders. Withdrawal does not undo previous lawful processing, automatically cancel billing, or erase shared information needed by other authorised family members. You can request deletion and ask us to review any continuing processing. If you need an export after withdrawing, contact us.

You can request access, correction, erasure, restriction or a portable copy of your information, and object to processing where applicable. We may need to verify your identity and authority. Rights can be subject to legal exceptions. You may complain to the Information Commissioner's Office.

Changes

We date changes to this notice. If the recorded care-data choice changes, we ask you to review the new wording before continuing.