Child & Learner Data

Adult account holders

KaN accounts and subscriptions are held by adults aged 18 or over. A learner profile may describe a child or adult; it is not a separate account or permission to enter an agreement on that learner’s behalf.

Authority and the learner’s rights

Before adding a learner, confirm that you are authorised to provide their information and obtain any consent needed for the intended use. Consider the learner’s own capacity to understand and make privacy decisions, and any parental, guardianship, professional or organisational limits on your authority.

Being a parent, carer, educator or support worker does not automatically allow every upload or disclosure. Do not use KaN to override a learner’s applicable privacy rights or an order or agreement affecting their information.

If your authority changes, review the learner profile, permissions and sharing promptly and contact us where needed.

Keep information relevant

You can use KaN without providing diagnoses, medical reports or a detailed support-needs profile. Prefer the minimum information needed to support learning. A description of a helpful adjustment may be sufficient without a diagnostic label.

Before uploading work, photos or reports, consider other people named or pictured and remove unnecessary personal information where practical.

Private profiles and permitted access

KaN does not provide public or publicly searchable learner profiles. Account controls restrict normal access to the appropriate account. The operator and service providers may access information when needed to provide, support or secure the service or meet legal requirements.

Privacy controls do not prevent a recipient from retaining a report or photograph you choose to share outside the service. Review recipients and content carefully.

AI choices

The optional learner-context setting controls use of the support-needs and accessibility profile in personalised AI outputs. When enabled, any relevant diagnoses or health details you entered may be included in that processing.

Uploading a file to the learner document area is different from choosing to analyse it. If you request analysis or choose to use a document to update the learning picture, the whole selected file may be processed, including personal or sensitive details it contains.

Permission to use a document as ongoing KaN context is separate from that one-off analysis. Turning a permission off affects future processing governed by it; it does not undo analysis already performed or automatically remove saved outputs.

Reports and sharing

Check any report or resource before sharing. A feature may omit diagnostic fields or prompt AI to avoid labels, but free text and generated content can still include private details.

Only share information with the authority and consent appropriate to the learner and purpose. KaN’s general agreement is not permission to publish a child’s information.

Access, correction and deletion

Use available account tools or contact us to access, correct or request deletion of learner information. The learner or another person with appropriate authority may contact us directly.

We may ask for evidence of identity or authority and consider competing rights or lawful retention requirements. The Data Retention & Account Deletion page explains why deletion of an app record is different from removal of every file, backup or shared copy.

Concerns and support

Raise privacy or safety concerns through Account Settings → Legal & Privacy or the privacy contact on the Contact & Privacy Complaints page. You can email without signing in or agreeing to updated terms.