Privacy Policy

1. Introduction

Childcare Forms ("we", "us", or "our") is operated as a sole trader business based in Australia. We provide a software-as-a-service (SaaS) platform that enables childcare services to create, manage, and distribute digital forms. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

2. Information We Collect

2.1 Account Information

When you register for an account, we collect:

• Your name and contact details (email address, phone number)
• Business/service name and address
• Payment information (processed securely via Stripe)

2.2 Form Data

As a form creation platform, you (our customers) create custom forms with fields of your choosing. This means form submissions may contain various types of data, including potentially sensitive information such as:

• Names and contact details of families and children
• Health and medical information
• Emergency contact details
• Incident reports and observations
• Any other information you choose to collect via your custom forms

Important: You are responsible for ensuring your forms comply with applicable privacy laws and for obtaining appropriate consent from individuals whose data you collect.

2.3 Usage Data

We automatically collect certain information when you use our service, including:

• Device and browser information
• IP address and approximate location
• Pages visited and features used
• Date and time of access

3. How We Use Your Information

We use collected information to:

• Provide, maintain, and improve our service
• Process transactions and send related information
• Send form submission notifications via email
• Respond to your inquiries and provide customer support
• Monitor and analyse usage patterns to improve user experience
• Detect, prevent, and address technical issues or fraud
• Comply with legal obligations

4. Data Storage and Security

We implement industry-standard security measures to protect your data:

• Data is stored on secure cloud infrastructure (Supabase/AWS)
• All data transmission is encrypted using TLS/SSL
• Access to data is restricted and authenticated
• Regular security reviews and updates are performed

While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your data.

5. Email Communications

When forms are submitted through our platform, we send email notifications containing form data to designated recipients. By using our service, you acknowledge that:

• Form data will be transmitted via email, which may not be encrypted end-to-end
• You are responsible for ensuring email recipients are authorised to receive this data
• Email delivery depends on third-party email providers and cannot be guaranteed

6. Data Sharing and Disclosure

We do not sell your personal information. We may share data with:

• Service Providers: Third parties that help us operate our service (hosting, payment processing, email delivery)
• Legal Requirements: When required by law or to protect our rights and safety
• Business Transfers: In connection with a merger, acquisition, or sale of assets

7. Data Retention

We retain your data for as long as your account is active or as needed to provide services. Form submission data is retained according to your account settings. You may request deletion of your account and associated data at any time.

8. Your Rights

Under Australian Privacy Principles and applicable laws, you have the right to:

• Access your personal information
• Correct inaccurate or incomplete information
• Request deletion of your data
• Object to certain processing activities
• Export your data in a portable format

To exercise these rights, please contact us using the details below.

9. Third-Party Services

Our service integrates with third-party services including:

• Supabase: Database and authentication
• Stripe: Payment processing
• Google Analytics: Website analytics (anonymised)

These services have their own privacy policies governing their use of your data.

10. Children's Privacy

Our service is designed for use by childcare services, not by children directly. Children do not create accounts or interact with our platform. However, we acknowledge that childcare services using our platform collect and store information about children, including children under 13, as part of their operations.

Important: Our customers (childcare services) are responsible for:

• Obtaining appropriate parental consent before collecting children's information
• Complying with applicable laws regarding children's data, including the Australian Privacy Act and any relevant state regulations
• Ensuring children's data is collected, used, and stored appropriately

We process and store this data on behalf of our customers as a data processor, implementing appropriate security measures to protect all data, including children's information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the service after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us at:

Email: support@childcareforms.app