Legal
Kinmeadow Privacy Policy
Last updated 12 September 2026. Version 1.3.
1. In short
- Your family's content belongs to you. We do not sell it, and we never will.
- We do not use your content to train AI models. Not ours, not our providers'.
- There is no advertising in Kinmeadow and no advertising trackers.
- We do not track where you are. Addresses you type in are used only for the reminders you asked for.
- Children's data gets extra protection. See our Children's Privacy Notice.
- You can export or delete everything, at any time, from Settings.
The rest of this policy is the detail behind those statements.
2. Who we are
Northern Tech Hub Ltd is the controller of the personal data described in this policy.
| Company number | 16428857, registered in England and Wales |
| Registered office | Ground Floor, Radley House, Richardshaw Road, Leeds, LS28 6LE |
| Contact for privacy | notices@your-family.app |
| ICO registration | [ICO registration number] |
| EU representative (Article 27) | Liam Sanders, Northern Tech Hub Ltd, Ground Floor, Radley House, Richardshaw Road, Leeds, LS28 6LE. Email notices@your-family.app |
| Data Protection Officer | Liam Sanders. Email notices@your-family.app |
3. Who this policy is for
Everyone who uses Kinmeadow: account owners, adult members, and teen accounts aged 13 and over.
If you are a parent or carer wondering what we hold about your children, or you are under 18 yourself, read our Children's Privacy Notice. It is shorter and written for that.
4. What we collect
When you sign up. Your name, email address, and the country you are in. We sign you in with a code sent to your email, so where you use a password it is stored hashed and we cannot read it.
About your family group. Members' names or nicknames, their role in the group, and their date of birth.
We ask for a date of birth for two reasons. Birthdays appear in your family calendar and we remind you about them, which is a feature families want. And it tells us who in a family group is a child, which decides what protections apply to them. We do not use it for anything else, ever.
Birthdays and details of people outside your family group. You can add birthdays for people who do not use Kinmeadow, such as grandparents or friends. We store only the name and date you enter, we never contact them, and you can delete them at any time.
The content you put in. Calendar entries, lists, meal plans, chores, messages in family chat, photos, and documents you upload. Some of this can be sensitive, a note about a medical appointment for instance. Everything in a family group is private to that group.
Household records. Details of things you track: renewal dates, warranties, policies, and vehicles. If you enter a vehicle registration we look it up so you do not have to type the details in by hand.
Addresses, and location for departure reminders. When you type an address we send what you have typed so far to a mapping provider to suggest completions. If you set a departure reminder for an event, we send a pair of coordinates so we can work out when you need to leave.
That is the only location processing in Kinmeadow. We do not track where you are, we do not record your location in the background, and family members cannot see each other's location. Nothing about your movements is stored beyond what the reminder needs.
Calendars and mailboxes you connect. If you connect a Google, Apple or Microsoft calendar, we read events from it so they appear alongside your family calendar. If you connect a mailbox, we read it to find things like renewal dates and appointments. Access is read-only, we ask only for the narrowest permissions that work, we store the access token encrypted, and you can disconnect at any time. See section 7.
Questions you ask the assistant, and the answers it gives.
Subscription information, if you buy Pro. Apple or Google take the payment and we never see your card number. We receive an account identifier, the store's transaction reference, and whether your subscription is active.
Technical information. Device type and operating system, app version, IP address in our server logs, crash reports, and a device token so we can send you a notification.
What we do not collect. No advertising identifiers. No advertising or tracking pixels, in the app or on our website. No background location. No profiling of anybody, of any age.
5. Why we use it, and our legal basis
| What we do | Data used | Legal basis |
|---|---|---|
| Create and run your account and family group | Account and family group details | Contract |
| Store, sync and display your family's content across devices | Content you put in | Contract |
| Show birthdays and remind you about them | Names and dates of birth | Contract |
| Suggest addresses as you type, and work out when to leave | Partial address text, coordinates | Contract |
| Look up a vehicle so you do not have to type its details | Registration number | Contract |
| Read a calendar or mailbox you have connected | Events, messages, the encrypted access token | Contract |
| Answer your questions with the assistant | The question, and the content needed to answer it | Contract |
| Send notifications you have asked for | Device token | Contract |
| Manage your subscription | Account identifier, store transaction reference, status | Contract |
| Send service messages and notice of changes | Email address | Contract |
| Work out who is a child and apply the right protections | Date of birth | Legal obligation, and legitimate interests in protecting children |
| Keep the service secure, prevent abuse, investigate reports | Server logs, account details, reported content | Legitimate interests in a safe service |
| Diagnose crashes and fix bugs | Crash reports, technical data | Legitimate interests in a product that works |
| Keep accounting and tax records | Subscription records | Legal obligation |
| Send you marketing about Kinmeadow | Email address | Consent, withdrawable at any time |
We rely on contract, not consent, for the features you signed up for. That matters to you: the service cannot stop working because a consent lapsed, and you are never asked to agree to something you have no real choice about. Consent is reserved for what is genuinely optional, which is marketing.
Where we rely on legitimate interests we have weighed our interest against your rights, and you can ask us for that assessment.
6. The assistant and your data
We do not use your family's content to train AI models. Your messages, documents, photos, calendar entries, lists and questions are never used to train, fine-tune or improve any AI model, ours or anybody else's.
How it works. When you ask the assistant something, we send your question and the household context needed to answer it to Anthropic PBC, a company in the United States, which generates the answer and returns it. The same applies when you send a document for us to pull a renewal date out of, or a recipe photo or link for us to read.
We send the minimum needed. Your home address is never sent to the assistant. Anthropic processes the request under a data processing agreement, on zero-retention terms, and does not keep your data or use it to train their models.
The assistant can be wrong. It generates text from patterns and it sometimes produces answers that are inaccurate, incomplete or invented. Check anything that matters.
It is not professional advice. It is not a doctor, a lawyer, a pharmacist, a financial adviser or an emergency service. In an emergency in the UK, call 999.
No automated decisions. We do not use it to make decisions about you with legal or similarly significant effects.
The Assistant is a Pro plan feature. Free plan users do not have it, so no free plan content is sent to a model provider at all.
Child profiles cannot use it. Teen accounts can, where the family group is on Pro, with the additional safeguards described in the Children's Privacy Notice and the Assistant Acceptable Use Policy.
7. Calendars and mailboxes you connect
Connecting is optional and you control it.
When you connect a Google, Apple or Microsoft account, that provider is not acting for us. They hold your account under their own terms and their own privacy policy, and we read from it with the permission you grant. You can withdraw that permission at any time, in Kinmeadow and in your Google, Apple or Microsoft account settings.
Google Limited Use. Kinmeadow's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use Google Calendar data only to show your events inside Kinmeadow. We do not transfer it to anyone except as needed to provide that feature, we do not use it for advertising, and no human reads it except with your explicit permission, to resolve a support issue you raised, or where the law requires it.
8. Who we share it with
We do not sell personal data, and we do not share it with advertisers or data brokers. We share it only with the providers we need to run Kinmeadow, each under a written data processing agreement:
| Category | What they do |
|---|---|
| Cloud hosting and infrastructure | Runs the service, stores the database, your photos and documents, and our server logs |
| AI model provider | Generates the assistant's answers, as described in section 6 |
| Email delivery | Sends sign-in codes, invitations and service messages |
| Mapping and places | Suggests addresses as you type, and works out journey times for departure reminders |
| Vehicle data | Turns a registration number into vehicle details |
| Error and crash reporting | Tells us when the app has crashed, with your account reduced to an identifier |
| Push notifications and app updates | Delivers notifications to your device and app updates to your phone |
| Subscription management | Tells us whether your subscription is active |
| App stores | Take payment for Pro, and deliver the app |
A current list of the named providers is available at any time. Email notices@your-family.app and we will send it, or see https://kinmeadow.com/legal/sub-processors/.
We may also disclose personal data where the law requires it, to establish or defend a legal claim, or to protect somebody's vital interests, for example a credible risk to a child's safety. If our business is sold, personal data may transfer with it and we will tell you first.
9. Where your data is stored, and transfers
Your family's content is stored in the European Economic Area. The service runs in Microsoft Azure's North Europe region in Ireland, and backups are held in West Europe, in the Netherlands. Email is sent from within Europe. Our marketing site and web app are served from a global content network, so a request for a page may be handled outside the EEA even though your data is not stored there.
Error reporting and our own email systems are also in the EEA.
Some providers are outside the UK and the EEA. The AI model provider, notification delivery, app updates and subscription management are provided from the United States, and push notification delivery by Apple and Google uses global infrastructure. Where personal data leaves the UK or the EEA we rely on:
- the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses, for transfers out of the UK
- the EU Standard Contractual Clauses for transfers out of the EEA
- an adequacy decision, where one covers the transfer
and we carry out a transfer risk assessment before relying on any of them. You can ask us for a copy of the safeguards in place for any provider.
10. How long we keep it
| What | How long |
|---|---|
| Your account and family group | While your account is open |
| Content in your family group | Until you delete it, or the family group is closed |
| Content you delete | Gone from the app straight away, and gone from our backups within 60 days |
| Closed accounts | Removed from our live systems within 30 days, and gone from our backups within 60 days |
| Assistant conversations | [90] days, or until you delete them |
| Connected calendar and mailbox tokens | Until you disconnect, then deleted immediately |
| Server logs, including IP addresses | [30] days |
| Crash reports | [90] days |
| Subscription and tax records | 6 years from the end of the relevant financial year, as UK tax law requires |
| Abuse reports and the material they concern | [12] months after the report is closed |
| Marketing consent records | [2] years after you unsubscribe, so we can show we honoured it |
11. How we protect it
- Data is encrypted in transit and encrypted at rest.
- Mailbox and calendar access tokens are held encrypted in a dedicated key store, separate from the database.
- We sign you in with a code sent to your email, so there is usually no password to steal.
- Access to production systems is limited to named staff who need it, protected by multi-factor authentication, and logged.
- Backups are geo-redundant and we test that we can restore from them.
- We monitor for security problems and patch dependencies with known vulnerabilities.
- If there is a personal data breach likely to result in a risk to you, we will report it to the ICO within 72 hours and tell you without undue delay where the risk is high.
12. Your rights
You can:
- get a copy of the personal data we hold about you
- correct anything wrong or incomplete
- delete your account and your data
- restrict or object to how we use your data, including anything based on legitimate interests
- take your data elsewhere, in a structured, commonly used, machine-readable format
- withdraw consent where we relied on it, without affecting what came before
- not be subject to solely automated decisions with legal or similarly significant effects. We make none.
Most of this you can do yourself in Settings: export your data, correct your details, delete individual content, disconnect a calendar, or delete your whole account.
For anything else, email notices@your-family.app. We respond within one month. If a request is complex we may take up to two further months and will tell you within the first month. There is no charge unless a request is manifestly unfounded or excessive.
We may need to verify who you are, particularly where a request concerns a family group with several members.
13. Marketing
We only send marketing emails if you have asked for them, every one has an unsubscribe link, and unsubscribing takes effect immediately. Service messages, such as security notices and changes to these documents, are not marketing and continue while you have an account.
We never send marketing to teen accounts.
14. Cookies
Our website does not use cookies. No analytics, no advertising trackers, no third party scripts. Fonts are served from our own site rather than from a font provider, so visiting our pages does not tell anybody else you were there.
The app uses local storage on your own device to keep you signed in and remember your settings. That stays on your device.
15. Changes to this policy
If we make a material change we will tell you by email and in the app before it takes effect. Otherwise we update the policy and change the date at the top. Previous versions are available on request from notices@your-family.app.
16. Complaints
Please come to us first at notices@your-family.app. We would rather fix it.
If you are not satisfied, you can complain to a supervisory authority.
In the UK, the Information Commissioner's Office Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Helpline 0303 123 1113 https://ico.org.uk/make-a-complaint
In the EEA, complain to the data protection authority where you live, where you work, or where you think the problem happened. The European Data Protection Board lists them at https://edpb.europa.eu.