Privacy notice

This page is maintained by Villo to explain, in plain terms, what personal information the Villo platform holds and how it is handled. It describes our own practices. It is not an independent audit or certification.

Who we are

Villo is a secure shared space where the people around one child, parents and carers, teachers, therapists and other practitioners, can keep documents, notes and progress in one place. This notice covers this website, our enquiry form, the waitlist for the platform, and the Villo app itself.

Data controller: Ruby Klineberg, trading as Villo Care. Contact: hello@villocare.com.

What we collect

Enquiries: your name, email, and anything you choose to write in your message.
Waitlist: the email address you give us and the date you joined.
Your account: your email address, your password (stored only as a hash, never in readable form), your display name, and basic profile information if you sign in with Google.
Child profiles you create: whatever you choose to enter, which may include your child's name, age, school, needs, diagnoses, support already in place, and everyday notes. Some of this is likely to be special category data under UK GDPR.
Documents you upload: the files themselves, their names, and which Space they sit in. Reports, assessments and letters often contain sensitive information about a child.
Audit information: certain account-level actions, such as closing your account, are recorded in an audit log.
Server logs: standard technical information such as IP address, browser type and requested URL, kept briefly to keep the service running and secure.

Why we use it, and on what legal basis

Running your account and the platform: to perform our contract with you (Art. 6(1)(b)).
Child profile information, documents and notes that include special category data: your explicit consent (Art. 9(2)(a)), given when you add that information. You can withdraw it at any time by deleting the information or your account.
Enquiries: to respond to you, and our legitimate interests in handling enquiries about the service (Art. 6(1)(f)).
Waitlist emails: your consent (Art. 6(1)(a)), which you can withdraw at any time.
Service operation and security: our legitimate interests in keeping the platform online, secure and free from abuse (Art. 6(1)(f)).
Legal obligations: where the law requires us to keep or disclose information (Art. 6(1)(c)).

Who can see your child's information

You are the account owner. By default, nobody else can see the profiles, Spaces, documents or notes you create; only you can access your child's record. In future you will be able to invite other people, such as a co-parent or carer, into the Village and choose what they can see. That functionality is not yet available.

Villo staff do not routinely read your child's records. Access by us is limited to what is strictly necessary to operate the service, investigate a technical fault you report to us, or comply with the law.

How we protect it

All traffic is encrypted in transit (HTTPS/TLS).
Data is encrypted at rest by our hosting provider.
Row-level security in the database means one account cannot read another account's data, and shared items are only visible to the people you have shared them with.
Uploaded documents are held in private storage and served through short-lived links.
New passwords are checked against the Have I Been Pwned database of known leaked passwords.
Certain account-level actions, such as closing your account, are recorded in an audit log.

No online service can promise perfect security, and we do not claim to be certified against any external security standard.

Who else processes your information

We use the following providers to run Villo. None of them may use your data for their own purposes.

Provider	Purpose	Location
Supabase (via Lovable Cloud)	Hosting, database, authentication, document storage	Confirming
Google Analytics	Aggregated website usage statistics	See Google's own privacy notice
Google Workspace	Business email (hello@villocare.com)	See Google's own privacy notice

We are in the process of confirming Supabase's hosting region for this project. We will update this notice, and correct it if needed, as soon as that is verified.

We do not sell your data or share it for marketing purposes.

How long we keep it

Account, child profiles, documents and notes: for as long as your account is open. When you delete your account, this information is deleted from the live service.
Waitlist emails: until the platform launches or you ask us to remove you.
Enquiries: 12 months, then deleted.
Audit log and basic records we must keep: retained for a limited period after account closure where we need them for security or legal reasons.
Backups: deleted content can persist in routine encrypted backups for a short period before those backups expire.

Children's information

Villo accounts are for adults. Information about a child is entered by a parent or carer, or by someone they have invited, who confirms they have authority to do so. Children do not sign in to Villo themselves.

Your rights and deleting your data

Under UK GDPR you can ask to access, correct, delete or export the personal data we hold about you or your child, object to certain processing, and complain to the ICO (ico.org.uk).

Your account: sign in and open Settings, then Close your account.
Waitlist email: use the unsubscribe link in any Villo email, or write to us.
Anything else: email hello@villocare.com and we will respond within one month.

Security contact

If you believe you have found a security issue, please email hello@villocare.com with the details and give us a reasonable opportunity to fix it before sharing it publicly.

Changes to this notice

If we change how we handle personal information we will update this page and the date at the top. Significant changes affecting account holders will also be sent by email.