Privacy, in plain language.

KidzOffice provides management software to early childhood development centres in South Africa. The centre using KidzOffice decides what information is recorded about a child and why; we store and process it on that centre’s behalf.

One address for every privacy question, request or complaint: support@kidzoffice.app.

If you sign in using your Google account, Google shares your name, your email address and your profile picture with us. We use them for one purpose: to create your account and identify you when you return.

We request no other access to your Google account. We cannot read your Gmail, your contacts, your calendar or your files. We do not sell this information, and we do not share it with anyone beyond the service providers listed below.

You can sign in with an email code instead — Google sign-in is a convenience, never a requirement.

• Your account — name, email address, profile photo, your role at the centre, and what you are permitted to do.
• Children’s records — name, date of birth, class, allergies, medical notes, medication and when it was given, emergency contacts and who may collect the child, attendance, daily activities and meals, observations, incidents, and enrolment documents.
• Parents and guardians — name, contact details, and which children they are linked to.
• Staff — name, contact details, role, permissions, and attendance at the centre.
• Messages and notifications — messages between the centre and parents, alerts the centre sends, the notification preferences you set, and the browser subscription that lets us deliver a notification to your device.
• Photographs — only where consent has been recorded for that child. See below.
• Billing — invoices, amounts and payment status. We never hold a card number; where a centre subscribes, Paystack gives us a token that lets the subscription renew, and nothing more.
• Technical records — the error and diagnostic logs needed to keep the app working, and an audit trail of who viewed or changed sensitive records, which is what lets a centre answer a POPIA request.
• Location— never stored. If a centre uses a location fence for staff check-in, the phone compares its own position with the centre’s and only the result is used.

A child’s photograph is only used where a parent or guardian has given consent, and that consent is recorded against the child rather than assumed. Consent can be withdrawn at any time, through the centre or by writing to support@kidzoffice.app.

We use a small number of service providers to run the app. They process information on our instructions and for no purpose of their own:

• Clerk — sign-in and account security.
• Convex— the database that stores the centre’s records.
• Vercel — hosting and delivery of the application.
• Paystack — fee payments.
• Resend — the email we send you.
• Cloudflare Turnstile and Vercel BotID — tell people from automated traffic at sign-in. They see browser and network signals, not your account.
• Vercel Analytics — counts visits and measures page speed, without cookies and without identifying you.
• Your browser’s push service (Google, Apple or Mozilla) — delivers the notifications you have turned on.

We do not sell personal information, and we never have.

When a record is deleted in the app it is marked as deleted and removed from view, rather than erased immediately — this is what allows a centre to recover something removed by mistake. Ask us to erase information permanently and we will, unless the centre is required by law to keep it.

Information about a child is provided by the centre and by the parent or guardian who enrols them. Children do not have their own accounts. A parent sees their own child’s records and nobody else’s; staff see the children at their centre and no other centre’s children.

Under the Protection of Personal Information Act you may ask what information we hold about you or your child, ask us to correct it, ask us to delete it, or object to how it is being used.

One address for all of it: support@kidzoffice.app. If your request concerns a child, please contact the centre as well — they decide what their records must contain.

Information is encrypted in transit. Each centre’s data is separated from every other centre’s, and what a person can see is determined by their role and permissions rather than by who asks. Access to emergency contacts and to a child’s safety information is never withheld behind a payment.

If this policy changes we will update the date above. If a change materially affects how information about you or your child is used, we will tell you rather than rely on you noticing.

More about KidzOffice.