ParentPing — Privacy Notice, Terms & Conditions

Last updated: 19 October 2026
 

ParentPing helps schools make general school communications, important dates and reminders easier for parents and carers to follow.

This document explains how ParentPing operates, how personal information is handled, the terms governing use of the service, subscription cancellation and how to contact us.

For enquiries, please contact support@myparentping.co.uk.

1. About ParentPing

ParentPing is a service operated in the United Kingdom under the trading name ParentPing.

Our website provides information about the service and enables schools and other interested parties to contact us. Registration for ParentPing is arranged separately and is not available directly through the website.

Schools are the primary customers of ParentPing. Once a school has agreed to use the service, parents and carers can register through the registration process provided to them.

Contact: support@myparentping.co.uk

2. Privacy Notice

2.1 Who is responsible for personal information?

Responsibility depends on the purpose for which personal information is processed.

The participating school generally determines why and how school-related parent and pupil information is used. ParentPing processes relevant information to provide the agreed service to the school.

ParentPing is responsible for personal information it processes for its own business administration, such as responding to enquiries, where applicable.

The respective responsibilities of ParentPing and the school should be documented in their agreement.

2.2 What information do we collect?

Depending on how the service is used, ParentPing may process the following information.

Parent or carer information

• Telephone number.

• Email address, where collected as part of registration or account administration.

ParentPing does not require a parent's first name or surname as part of the parent registration information described here.

Child and school information

• Child's name, where provided through the registration process.

• School year group.

• Class.

Registration and verification information

• Parent reference or identification number.

• Registration status.

• School verification status and relevant verification dates.

• Information needed to determine whether access has been approved by the school.

School communications

• Relevant school emails and attachments.

• Information about school events, dates, deadlines and actions parents may need to take.

WhatsApp information

• Telephone number.

• WhatsApp notification consent status.

Account and operational information

• Information needed to administer access, maintain service security, respond to support requests and operate the service.

• Where subscription and payment functions are used, relevant subscription, mandate and payment status information.

We aim to use only information relevant to the purposes described in this notice.

2.3 Why do we use personal information?

Personal information may be used to:

• Register parents and carers for the service.

• Allow the relevant school to verify and approve access.

• Associate a registration with the appropriate school, year group and class.

• Prepare and deliver relevant school updates and reminders.

• Send WhatsApp notifications where the required consent has been provided.

• Administer access and subscriptions, where applicable.

• Respond to enquiries and provide support.

• Maintain service security and investigate misuse.

• Comply with applicable legal obligations.

We do not sell personal information.

2.4 School verification

The participating school is responsible for verifying the relationship between a parent or carer and the child and deciding whether access should be approved.

Parents and carers must provide accurate information during registration and must not attempt to obtain access to school information for a child for whom they are not authorised.

ParentPing is intended to support the delivery of general school communications. It does not replace the school's own systems or direct communication where an individual matter requires the school's attention.

2.5 WhatsApp notifications and consent

Where WhatsApp notifications are available, the applicable consent requirements must be met before messages are sent on the basis of that consent.

Parents and carers may withdraw their WhatsApp consent by contacting support@myparentping.co.uk.

Withdrawing WhatsApp consent stops future notifications that rely on that consent. It does not automatically cancel a paid subscription. Subscription cancellation is handled separately under the Subscription & Cancellation Policy below.

WhatsApp is a third-party messaging service and its own terms and privacy information also apply.

2.6 Legal basis for processing

Personal information must be processed on a lawful basis under applicable data protection law.

For school-related information, the school is responsible for determining and documenting the appropriate legal basis for its processing. ParentPing processes that information in accordance with the agreed arrangements with the school.

For ParentPing's own activities, the applicable legal basis depends on the purpose. This may include performing a contract, taking steps requested before entering into a contract, complying with legal obligations, pursuing legitimate interests where appropriate, or obtaining consent where required.

Where processing relies on consent, that consent may be withdrawn. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

2.7 Who may receive personal information?

ParentPing may use third-party service providers to support the operation of the service. Depending on the function, these may include providers of:

• Cloud storage and productivity services.

• Registration and data-management tools.

• Workflow and automation services.

• WhatsApp messaging infrastructure.

• Payment processing, where applicable.

These providers may process information on behalf of ParentPing or the school, depending on the relevant arrangement.

Personal information may also be disclosed where required by law or where necessary to protect legal rights or security.

We do not sell personal information to third parties.

Where information is transferred outside the United Kingdom, applicable legal requirements and safeguards must be addressed.

2.8 How long do we keep information?

We retain personal information only for as long as reasonably necessary for its purpose, subject to applicable legal obligations.

Our retention rules include the following general periods:

• School communications containing event dates or action deadlines: generally deleted 30 days after the later of the relevant event date or applicable action deadline.

• General or undated school communications: generally deleted 30 days after receipt.

• Rejected registrations: generally retained for up to 30 days after rejection.

• Inactive parent records: generally subject to deletion 30 days after all children linked to the relevant parent record become inactive.

Different retention rules may apply to operational records, security logs, subscription information, backups and information that must be retained for legal or accounting purposes.

The applicable retention period depends on the type of information and the reason it is held.

Cancelling a subscription does not necessarily result in the immediate deletion of every record. Deletion requests will be considered under applicable data protection law and our retention obligations.

2.9 How do we protect personal information?

We take appropriate technical and organisational measures intended to protect personal information against unauthorised access, accidental loss, alteration or disclosure.

Access should be limited to what is necessary for the relevant operational purpose.

No online service or electronic storage system can guarantee absolute security.

2.10 Your data protection rights

Under applicable data protection law, you may have the right to:

• Access your personal information.

• Rectify inaccurate or incomplete information.

• Request erasure of personal information.

• Restrict certain processing.

• Object to certain processing.

• Request data portability, where the relevant legal conditions apply.

• Withdraw consent, where processing is based on consent.

• Complain to the Information Commissioner's Office (ICO) in the United Kingdom.

These rights are subject to legal conditions and exceptions. For example, information may sometimes need to be retained to meet a legal obligation or establish, exercise or defend legal claims.

For requests concerning school records, please contact the school in the first instance. The school will generally be responsible for deciding how to respond to requests relating to information it controls. ParentPing will assist the school where appropriate.

For ParentPing-related privacy enquiries, contact support@myparentping.co.uk.

Information about making a complaint is available at https://ico.org.uk/.

2.11 Children's information

ParentPing supports communication between schools and authorised parents or carers.

Parents and carers must provide accurate information and use the service only for authorised purposes. Schools remain responsible for their own obligations concerning pupil information and for verifying authorised contacts.

ParentPing is not intended to make decisions about children's academic performance, attendance or safeguarding.

2.12 Changes to this Privacy Notice

We may update this notice when our services, data practices, service providers or legal obligations change.

The latest version will be available on this page, together with the date of the latest update.

3. Subscription & Cancellation Policy

This section applies where a parent or carer has a paid ParentPing subscription.

3.1 Free trial and subscription price

The subscription includes a 30-day free trial.

After the free trial, the subscription costs £9.99 per month, unless a different price has been expressly communicated and agreed.

No subscription payment is due during the 30-day free trial.

3.2 No minimum contract term

There is no minimum contract term.

You are not required to commit to a fixed-term subscription and may cancel at any time.

3.3 Cancelling during the free trial

If you cancel during the free trial, your access will end once the cancellation has been processed. Your paid subscription will not begin, and no subscription payment will be due for the trial.

3.4 Cancelling a paid subscription

You may cancel a paid subscription at any time.

Once cancellation has been processed:

• Your subscription will not renew for the next billing period.

• You may continue using ParentPing until the end of your current paid billing period.

• No further subscription payments will be due for future billing periods after cancellation takes effect.

Cancellation does not automatically result in the immediate deletion of all personal information. Personal information will be handled in accordance with the Privacy Notice and applicable law.

3.5 How to cancel

To request cancellation or assistance with your subscription, contact:

support@myparentping.co.uk

We will explain the applicable cancellation steps and confirm the status of your request.

Cancelling a Direct Debit directly through your bank may stop payment collection, but it does not necessarily complete the ParentPing account cancellation process. Please contact us to clarify your subscription status.

3.6 Failed payments

Where subscription payments are enabled, a failed or reversed payment may affect access to the service.

Any payment recovery, suspension or cancellation process will be subject to the applicable subscription arrangements and legal requirements.

3.7 Changes to subscription prices

If we change the subscription price for existing subscribers, we will provide notice where required by law and explain when the new price will apply.

3.8 Statutory rights

Nothing in this policy excludes or limits consumer rights that cannot lawfully be excluded or limited.

Where statutory cancellation or refund rights apply, those rights remain unaffected.

4. Terms & Conditions

4.1 Purpose of the service

ParentPing supports participating schools in making general school communications, event information and reminders easier for parents and carers to follow.

The website provides information about ParentPing and enables interested parties to contact us. Parent registration is arranged separately after a school has agreed to use the service.

4.2 School participation

The school and ParentPing agree the arrangements under which the service will be provided.

The school is responsible for deciding which general communications are suitable for use with ParentPing and for verifying the parents and carers authorised to receive relevant information.

Communications intended for a specific individual parent should not be submitted through an arrangement intended for general parent communications.

4.3 Parent and carer responsibilities

Parents and carers must:

• Provide accurate registration information.

• Use ParentPing only for its intended purpose.

• Keep relevant account information up to date.

• Protect their account and contact details.

• Avoid attempting to access information they are not authorised to receive.

• Contact the school if information appears incorrect or if they believe they have been granted access in error.

4.4 Supplementary communication service

ParentPing is a supplementary communication service. It does not replace official school communications, the school's own systems or direct contact with the school.

Parents and carers should continue to check official school channels for authoritative information, particularly where dates, deadlines or instructions are important.

4.5 Accuracy and availability

We aim to provide a reliable service, but we cannot guarantee that every communication will be delivered instantly, be available at all times or be reproduced without error.

Information may be delayed, incomplete or affected by technical issues or third-party services.

Where information is urgent or important, parents and carers should confirm it directly with the school.

4.6 Acceptable use

You must not:

• Use ParentPing unlawfully or fraudulently.

• Impersonate another person.

• Attempt to access another person's information without authorisation.

• Interfere with the security or operation of the service.

• Provide information you are not authorised to share.

• Use the service to harass others or distribute unlawful material.

Access may be restricted where reasonably necessary to protect users, schools, the service or comply with legal obligations.

4.7 Intellectual property

The ParentPing name, branding, website content and service materials are protected by applicable intellectual property laws.

You may use the service for its intended purpose. You must not copy, redistribute or commercially exploit ParentPing materials without permission, except where permitted by law.

School communications remain subject to the rights of the relevant school and other rights holders.

4.8 Third-party services

ParentPing may rely on third-party services, including messaging, hosting and payment providers.

Those services may be subject to their own terms and policies. We are not responsible for independent changes or interruptions caused by third-party providers, although we will take reasonable steps within our control to maintain ParentPing.

4.9 Liability

Nothing in these terms excludes or limits liability where it would be unlawful to do so.

Subject to that restriction, ParentPing is not responsible for losses arising from reliance on incomplete, delayed or inaccurate school information where the law permits such a limitation.

Nothing in these terms removes rights that cannot lawfully be excluded under applicable consumer law.

4.10 Changes to these terms

We may update these terms to reflect changes to the service, our operations or applicable law.

The latest version will be published on this page. Where a change materially affects an existing agreement or legal rights, we will provide notice where required.

4.11 Contact

For questions about ParentPing or these terms, contact support@myparentping.co.uk.

5. Information for Schools

Schools considering ParentPing should ensure that its use is consistent with their data protection responsibilities and existing privacy information.

Before the service is used, the school and ParentPing should agree the relevant processing arrangements, responsibilities, security expectations and handling of data protection requests.

The school is responsible for verifying authorised parents and carers and deciding which general communications are suitable for the service.

Schools may contact support@myparentping.co.uk for enquiries about the service and its data protection arrangements.

6. Cookies

The ParentPing website may use cookies or similar technologies necessary for the website to function.

Where non-essential analytics, advertising or other tracking technologies are used, the required information and consent arrangements will be provided in accordance with applicable law.

Visitors can also manage cookies through their browser settings. Blocking certain cookies may affect how parts of the website function.

This section must reflect the cookies and tracking technologies actually used on the live website.

7. Contact

For enquiries about ParentPing, privacy, personal information, subscriptions or cancellation, contact:

Email: support@myparentping.co.uk

For requests concerning school records, you may also need to contact the relevant school directly.
 

ParentPing — School communication, made clearer.