Privacy Policy

1. About this Privacy Policy

ECE Assist is operated by [LEGAL BUSINESS NAME], ABN [ABN], referred to in this policy as “ECE Assist”, “we”, “us” or “our”.

This Privacy Policy explains how we collect, hold, use and disclose personal information when people access ECE Assist, create accounts, use documentation tools or purchase a subscription.

By using ECE Assist, you acknowledge that personal information will be handled as described in this policy, subject to applicable Australian law.

2. Information we may collect

Account information

We may collect your name, email address, account identifier, encrypted password information, Google authentication details and account settings.

Subscription and payment information

We may collect subscription status, Stripe customer identifiers, billing dates, payment status and transaction-related records.

Complete payment-card information is processed by Stripe and is not intended to be stored directly by ECE Assist.

Observation and documentation information

Information entered into ECE Assist may include:

• child initials, names or identifiers;
• age or developmental-stage information;
• observation dates, times and settings;
• educator or observer names;
• factual observation notes;
• uploaded handwriting or document images;
• dictated observations and transcripts;
• AI-generated analyses, reflections and plans;
• EYLF or VEYLDF framework links; and
• exported PDF or Word documentation.

Technical information

We may collect technical records such as IP address, browser type, device information, access times, authentication events, error logs and security events.

3. How information is collected

We may collect information directly when you:

• register using email and password;
• continue using Google authentication;
• enter an observation;
• upload an image or document;
• use microphone dictation;
• generate, refine or export documentation;
• purchase or manage a subscription; or
• contact ECE Assist support.

Some information may also be collected automatically through authentication cookies, server logs, security controls and local browser storage.

4. Why we collect and use information

We may collect, hold and use information to:

• create and manage user accounts;
• authenticate users securely;
• provide observation and documentation tools;
• transcribe uploaded or dictated information;
• generate professional documentation drafts;
• provide PDF and Word exports;
• manage Free and Pro access;
• process subscriptions and billing;
• provide support and respond to enquiries;
• maintain security and prevent misuse;
• investigate technical errors or incidents;
• improve service reliability and performance; and
• meet applicable legal obligations.

We will not knowingly use child-related information for unrelated advertising or sell personal information to data brokers.

5. Child-related information

ECE Assist is designed for use by early childhood educators, students and authorised professionals. It is not intended to be operated directly by children.

Users must have lawful authority and any required consent before entering or uploading information relating to a child.

Users should minimise identifying information and use initials or shortened identifiers where practical.

Unless authorised and reasonably necessary, users should not enter or upload:

• home addresses;
• private family contact information;
• government identification numbers;
• court or child-protection documents;
• unnecessary medical information;
• custody information; or
• clear photographs identifying children.

The user remains responsible for following their service’s privacy, consent, documentation and child-safety procedures.

6. Third-party services

ECE Assist uses third-party service providers to operate parts of the platform. These may include:

Information may be processed or made accessible outside Australia depending on the location and infrastructure of these providers.

7. AI, image and microphone processing

Information entered into AI-enabled functions may be sent to an external AI service to provide the requested generation, transcription or refinement.

Users should avoid submitting unnecessary identifying, sensitive, health or family information.

ECE Assist does not intend to change the educator’s factual observation when generating professional analysis. Users must nevertheless review all extracted and generated content.

8. Cookies and browser storage

ECE Assist may use essential cookies for login, security, authentication and session management.

Browser local storage may be used for:

• light or dark theme preferences;
• temporary form drafts;
• interface preferences; and
• other essential application functions.

Users may remove locally stored information through their browser settings. Removing essential cookies may sign the user out or affect functionality.

9. Security and data retention

We take reasonable technical and organisational measures intended to protect personal information against misuse, interference, loss and unauthorised access, modification or disclosure.

Measures may include encrypted connections, authentication controls, password hashing, restricted administrative access, application logging and service-provider security controls.

No internet-based service can guarantee absolute security. Users must protect their login credentials and notify us if they suspect unauthorised access.

Information may be retained where reasonably required for security, billing, dispute resolution, fraud prevention, backup recovery or legal compliance.

10. Access, correction and deletion

You may contact us to request access to personal information that we hold about you or to request correction of information that is inaccurate, incomplete or out of date.

You may also request account deletion. Some records may need to be retained where reasonably required for legal, billing, security or dispute-management purposes.

Requests should be sent to:

[PRIVACY EMAIL]

11. Data breaches

If we become aware of a suspected data breach, we will assess and respond to it according to applicable legal requirements and our internal incident-response procedures.

Where required by the Notifiable Data Breaches scheme, affected individuals and the Office of the Australian Information Commissioner may be notified.

12. Privacy enquiries and complaints

To ask a privacy question, make a complaint or request access, correction or deletion, contact:

We will review the complaint, investigate where appropriate and provide a response. If you are not satisfied, you may be able to contact the Office of the Australian Information Commissioner.