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Privacy Policy

Last updated: 18th May 2026

Note: THIS IS NOT THE PRIVACY POLICY FOR TAPESTRY.

This policy only refers to our tapestry.info websites. This Privacy Policy applies to all Tapestry websites and services, including:

It explains how we collect, use, and protect your information when you use any of these sites or our platform.

Data stored on Tapestry (the application these websites refer to) is covered by a completely different contract. You can access that from the security page on this website or from within your Tapestry account.

Your privacy is really important to us. With this in mind, we have written this privacy policy to explain what of your personal data we collect and how we use and store it.

We are The Foundation Stage Forum Limited. We are registered at WaterCourt, 65 High Street, Lewes, BN7 1XG.  If you have any questions about anything in this policy please contact us by emailing customer.service@eyfs.info. Our data protection officer is called Tim Pagett and can be contacted directly by emailing dpo@eyfs.info.

What you'll find in this notice

  • Contact details
  • What information we collect, use, and why
  • Tools we use and how they work
  • Lawful bases and your data protection rights
  • Where we get personal information from
  • How long we keep information
  • How to make a complaint

What information we collect, use and why

We collect different types of information depending on how you use our website:

Trial requests

  • Names and contact details
  • Details about your educational setting
  • Setting address

Marketing, Updates and Giveaways

  • Names and contact details
  • Marketing preferences

Anonymised Website Usage Data

To make our website work better for you, we collect:

  • Viewing patterns (e.g., what pages you visit) to learn what content you find useful.
  • Interaction tracking (like clicks to start a trial) to see what features are popular.
  • Device information (e.g., mobile vs. desktop) to improve usability.

Cookies and Tracking

Our website uses a cookie control system (Cookiebot) that lets you decide if you’re happy for us to use cookies. If you agree, here’s the anonymised data that we may collect:

  • Device details like your IP address, operating system, and browser ID.
  • Statistics about how you interact with our site.
  • Podcast usage data (via Simplecast).

If you would like to read more about the cookie data that may be collected, you can take a look at our Cookie Policy.

We use tools like Google Analytics and Plausible to track anonymised website usage data without collecting anything personally identifiable.

Tools we use and how they work

Google

  • Helps us analyse anonymised data with cookies.
  • Hosts our videos (YouTube) and tracks free trial events.
  • May transfer data outside the UK/EU under EU-approved model contract clauses.

Simplecast

  • Hosts our podcasts and collects anonymised usage data.
  • Based in the US; complies with data transfer standards.

Pipedrive (CRM - Trials and Sales)

  • Pipedrive manages and hosts trial request details.
  • We use Pipedrive and Typeform webforms on our website, to capture the information that will be retained in our CRM (Pipedrive) and our mailing list database (Klaviyo).
  • Pipedrive is ISO27001:2013 certified. They store data securely in AWS data centres within the EEA but they will also process data within the US. When this happens, they ensure that their third-party service providers are either certified under the EU-US Data Privacy Framework or signed the EU Commission’s standard contractual clauses for data transfers with them.

Klaviyo (Mailing Lists)

  • Klaviyo manages our mailing lists and sends newsletters, product updates, and marketing communications.
  • According to Klaviyo’s Trust Centre, they undergo annual third-party audits to ensure that “internal controls are designed and operating effectively in accordance with industry standards, such as SOC 2 and ISO 27001”. Their third-party audit reports can be downloaded directly from their self-service Trust Centre.
  • Klaviyo complies with GDPR and uses secure data centres in the US and EU. Where data is transferred internationally, appropriate safeguards such as SCCs are applied.
  • You can unsubscribe from our mailing lists at any time by clicking the link in our emails or contacting us directly.

Typeform (Web Forms)

  • We use Typeform to collect the information you provide to process your requests, including but not limited to trial forms, giveaway entries and mailing list sign-ups.
  • Typeform is ISO/IEC 27001, 27017 and 27018 certified, and takes regular audits. You can find details of their security certificates here.
  • When you submit one of our forms via Typeform, we ask you to agree to the terms and conditions before continuing, to confirm consent.
  • Typeform states that although data may be processed in the US, they comply with GDPR requirements regardless of customer country or region. They also apply safeguards such as Standard Contractual Clauses (SCCs) to protect data.
  • We also use Typeform to collect symbol requests from customers and educators. When you submit a request, we collect your name, email address, and details of your submission. This is used solely to process and respond to your request, and will not be used for marketing purposes. You can learn more about how long we keep Typeform data in the Data Retention section below.

Calendly

  • We use this tool to occasionally book 1:1 meetings with customers and external contributors.
  • Calendly is SOC 2 Type 2 and ISO/IEC 27001 certified, as well as PCI and GDPR compliant.

Teams

  • We also use Microsoft Teams to occasionally book 1:1 meetings with customers and external contributors.
  • Microsoft is ISO/IEC 27001 certified and fully compliant with GDPR.
  • Microsoft processes data within the EU/UK where possible. Where transfers outside these regions occur, safeguards such as SCCs are in place.

WebinarGeek (Demo & Training Signups)

  • We use WebinarGeek to manage webinar, demo and training registrations and host online sessions.
  • WebinarGeek states that it processes personal data in line with GDPR requirements and provides a Data Processing Agreement (DPA) for customers.
  • WebinarGeek hosts its data on AWS and DigitalOcean servers located in European Economic Area (EEA), with appropriate safeguards in place to protect personal information.

Meta Pixel

We use Meta Pixel (provided by Meta, the parent company of Facebook) to help us understand how visitors interact with our website and to deliver relevant ads to users who may benefit from our services. This tool collects information such as:
  • The pages you visit on our site
  • Actions you take (e.g., signing up for a trial or giveaway)
  • Your device and browser details
Meta may use this data to improve the personalisation of ads you see on Facebook, Instagram, or their partner platforms. Please note that this data is pseudonymised and does not directly identify you. For more information on how Meta processes your data, visit their Privacy Policy You can opt out of Meta Pixel tracking through the cookie settings on our website.

Other Pixels

In addition to the Meta Pixel, we use other tracking pixels to help us understand how visitors interact with our website and to optimize our marketing efforts. These pixels collect data such as:
  • The pages you visit
  • The time spent on specific sections of the site
  • Conversions (e.g., form submissions, trial sign-ups)
  • Device and browser details
Pixels work by embedding a small piece of code on our website, which sends information back to the service provider when you interact with our site. This data helps us measure the effectiveness of our advertising campaigns and improve user experience. Like Meta Pixel, these tools only collect pseudonymised data and do not directly identify you.

Our Data Protection Agreements

To ensure your data is handled securely and in compliance with UK GDPR, we will have Data Protection Agreements (DPAs) in place with third-party providers that process data on our behalf. These agreements outline:

  • What data is processed – and for what purpose.
  • How security is maintained – including encryption and access controls.
  • Where data is stored – and any protections for international transfers.
  • How long data is retained – and how deletion is handled.

Lawful basis and your rights

Why we collect your data

  • Our legal basis is your consent: We ask for your permission before processing your data for things like trial requests, giveaways, or marketing. You can withdraw your consent at any time by contacting us.
  • Anonymised Data: We use anonymised data to improve the website based on our legitimate interest in providing a better experience for our visitors.

Your Rights Under UK GDPR

You have several rights when it comes to your personal data:

  • Access: You can ask for a copy of your data.
  • Rectification: You can ask us to fix inaccuracies.
  • Erasure: You can ask us to delete your data.
  • Restrict Processing: You can ask us to limit how we use your data.
  • Object: You can object to certain types of data processing.
  • Data Portability: You can request a transfer of your data to another organisation.
  • Withdraw Consent: If you’ve given consent, you can take it back anytime.

If you have a query or wish to exercise any of your rights,  you can email our Data Protection Officer, Tim Pagett, at dpo@eyfs.info. We’ll get back to you within a month.

Data retention

  • Anonymised website usage data: Retained as long as necessary for analysis (in aggregated, non-identifiable form).
  • Consent records: Deleted after 12 months or anonymised (as per Cookiebot’s policy).
  • Personal information in Typeform:
    • Incomplete form submissions: No personal identifiable information is retained.
    • Refusals: If you choose not to consent to communications required for a trial, your details are not sent to Pipedrive or Klaviyo and are deleted from Typeform during our monthly reviews.
    • Completed entries with consent: Deleted from Typeform after 60 days (checked monthly), or earlier at your request.
    • Data transfer: Confirmed entries are sent to Pipedrive and/or Klaviyo and kept there until you withdraw your consent.
    • Symbol request submissions: Deleted from Typeform after 60 days (checked monthly), or earlier at your request. Your name and email address will also be forwarded to an internal team member for the purpose of responding to your request, and will be retained in email correspondence for 3 months, after which it will be deleted.
  • Personal information in Pipedrive: Stored until you withdraw your consent.
  • Personal information in Klaviyo (mailing lists): Retained until you unsubscribe or withdraw consent.
  • Personal information for Teams (webinars): Retained only as long as needed to manage event participation.
  • Personal information for WebinarGeek (demos and training): Anonymised on a monthly basis.

Have a concern? Here's how to complain

If you’re worried about how we’re using your data, please let us know at dpo@eyfs.info. We’re here to help.

If you’re still not satisfied, you can contact the Information Commissioner’s Office (ICO):

Address:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF

Helpline: 0303 123 1113
Website: ICO Complaints

Using the Care Diary

Give parents a clear picture of their child’s day, from feeding and napping to accidents, incidents and medication. Log everything in one place, let parents sign off forms digitally from their own device, and use dedicated reports to spot patterns and support safeguarding.
Device showing the Care Diary modal for a child on Tapestry

Tapestry CPD

Tapestry CPD offers high-quality, flexible professional development for your team. Created in-house in collaboration with sector experts, courses cover a variety of topics from child development, to getting the most from Tapestry.

Certificates are available on completion, and everything is included as part of a Tapestry subscription.

Screenshot of Tapestry's CPD homepage, with an illustration of an educator at a laptop.

An example Reflection

The Early Years manager at Tapestry Primary School, Gabriel, has noticed issues with storing objects for loose parts play. He adds his thoughts to Tapestry as a reflection, and outlines what he hopes to achieve.

An illustration of an Early Years manager, Gabriel, adding a reflection to Tapestry.

His co-manager, Jules, thinks it would be great to get the children’s families involved, and comments on the reflection to say she’ll speak to the Head about sending out a letter to parents.

Comments from staff members on a Tapestry reflection.

Staff member Katie reports that after the letter is sent out, several parents have brought in some excellent repurposed items to use for Gabriel’s idea.

Tapestry Reflections are designed to be returned to as many times as needed – Gabriel, Katie and Jules can keep adding comments, and report on the impact once everything has come together!

Tapestry Reflections

The Reflections area of Tapestry is a structured, staff-only space for understanding the impact of your provision. You can add individual reflections to record thoughts about specific children, your practice, or even procedures within your setting. Capture notes individually or collaborate as a team to share insights, highlight strengths, and plan meaningful next steps for children and your school or setting.

Reflection talking about purchasing diverse and inclusive books for a setting, with comments from staff members agreeing and making suggestions.

Using Documents

Tapestry’s Documents feature gives you a secure, central space to store and share important files with families and staff. Whether it’s policies, forms, or helpful resources, everything is easy to organise and access when needed.

You can control who sees each document, with built-in virus scanning for added peace of mind.

Screenshot of Tapestry's Documents feature, showing the files and folders that can be used to organise documents.

Unlimited Media

Tapestry allows you to upload unlimited photos, videos, documents, and audio, making it easy to capture and share children’s learning in ways that feel natural and meaningful. Visual media helps bring observations to life, supporting understanding for all families, regardless of language or confidence with written communication.

With no limits, you can focus on what matters most – the moments themselves.

Device showing the media picker on Tapestry, showcasing the different media types you can add to Tapestry via the app.

By encouraging Family Observations

Tapestry allows relatives to add their own observations from home, helping you build a fuller picture of each child’s development. These moments offer valuable insight into a child’s interests, experiences, and achievements beyond the setting.

By involving families, you can create a more connected and meaningful view of each child’s learning.

Device showing an observation being uploaded by a family member on Tapestry.

Using Reports

With Tapestry’s Reports feature, you can choose from a range of ready-made templates or design your own using a flexible editor. This makes it easy to create reports that reflect your approach and your school or setting’s needs.

Reports can be shared with families, helping you communicate each child’s progress, development, and next steps clearly.

Screenshots of a report written on Tapestry, about a child's transition between age groups.

Using Messaging

Tapestry’s Messaging feature makes it easy to communicate directly with relatives in a secure, familiar environment. Whether it’s a quick update before the day begins or a follow-up afterwards, conversations stay clear, private, and easy to manage.

Device showing a messaging conversation with a parent on Tapestry.

Using Activities

With Tapestry’s Activities feature, staff can share ideas for learning at home, helping families stay connected to their child’s development. Activities can be simple, flexible, and easy to fit into everyday routines, making it easier for parents and carers to get involved.

Families can also respond with their own observations, supporting a more complete view of each child’s journey.

Device showing an activity linked to an observation.

Using Memos

Tapestry’s Memos feature allows staff to send messages to groups of relatives, making it easy to share announcements, reminders, and important updates in one place. Staff can even use Memos to introduce themselves to families before a child’s first day, helping everyone feel familiar and prepared ahead of the transition. Everything stays within Tapestry, helping communication remain clear, consistent, and easy to access.
Mobile device showing a Memo uploaded by a teacher, introducing himself to children and their families who are starting in his class soon.

Using Messaging

Tapestry’s Messaging feature allows you to communicate directly with individual staff members or relatives, keeping conversations private, secure, and easy to follow. It’s ideal for sharing updates, asking questions, or having more personal conversations about a child’s day.

Device showing a messaging conversation on Tapestry.

Using the Admin Toolkit

As part of Tapestry’s Admin Toolkit, you can transfer child profiles, together with their connected relatives, between Tapestry accounts. This ensures their learning journey continues smoothly, even as they move settings.

Alongside this, you can customise your account, schedule posts in advance, add unlimited staff and relatives, store unlimited data, and tailor notification settings to suit your team.

Photo of a laptop showing the modal for transferring children open.

Bring it all together

Each part of Tapestry strengthens the next. Use Memos to share reminders or keep everyone aligned for the week ahead. Follow up with Direct Messaging when a parent needs reassurance, a quick clarification, or a more personal conversation. Set Activities to extend learning beyond the classroom – whether it’s practising spellings, noticing maths in the real world, or encouraging creative thinking at home.
Laptop showing the Tapestry main login screen, surrounded by the icons for Observations, Assessments, Reflections, Care Diary, Management System, Invoicing, Activities and Memos.
Together, they keep communication clear, learning connected, and families involved in the everyday life of your classroom.

Bring it all together

Each feature on Tapestry supports the next. Observations capture the everyday moments of learning, with flags helping you highlight what matters as you go. If a child needs extra support, the Areas of Concern screen brings those flagged moments together so you can see everything in one place and from there, Reflections help you plan and record the actions you want to take.

Laptop showing the Tapestry main login screen, surrounded by the icons for Observations, Assessments, Reflections, Care Diary, Management System, Invoicing, Activities and Memos.

Together, they help you celebrate the small moments, notice emerging needs, and plan thoughtful support for every child.

Using Bespoke Frameworks

Build your own curriculum using a CSV file, ready to import into Tapestry. You can create your own areas, aspects, statements and scales, organise them into a structure that suits your setting, and assess against them in observations.

screenshot of importing a bespoke framework onto Tapestry.

Using Flags

Flags allow you to label an observation with specific points of reference, such as the EYFS areas, celebrations, or custom flags you have created. Once applied, these flags can be viewed and filtered for a specific child, or the whole setting, helping you quickly locate relevant observations.

Photo of a child with their educational practitioner, painting together in the classroom. Different Tapestry flags surround the photo, showing the areas of learning and celebrations tagged in the observation.

Using the Areas of Concern Screen

The Areas of Concern screen gives you one place to note where a child may need more support across the EYFS areas. Any observations you’ve flagged in those areas appear here automatically, making it easy to look back at what you’ve seen and what it relates to. You can also start reflections from this screen, helping you keep track of the support you’re planning, 

Screenshot of Tapestry's Areas of Concerns screen, with comments from a reflection that staff have started about a child.

Using Reflections

Use structured staff-only reflections to understand the impact of your provision. Make notes for yourself, or work as a team to share insights, highlight strengths, and plan meaningful next steps for children, or for your setting as a whole.

Reflection talking about purchasing diverse and inclusive books for a setting, with comments from staff members agreeing and making suggestions.

Using Tapestry’s Monitoring tools

Whether you’re using EYFS flags, working with specific frameworks, or building your own curriculum, Tapestry keeps everything in one place. Our monitoring screens give you a clear, holistic picture so you can celebrate strengths and plan for what comes next.

Selection of Tapestry's monitoring tools

Using Observations

Tapestry’s Observations feature allows you to capture photos, videos, notes, and audio in the moment. Add area flags and assessments, link other observations and activities, and build each child’s journal — then share updates with families with a single tap.

Device showing the observations list on Tapestry.