1. What we hold about you
- Your sign-in: your email address and name. If you chose Continue with Facebook or Continue with Google, this also includes the name, email address and account identifier that provider sent us. We never receive your password, friends, contacts or posts.
- Your family’s record at the centre: your name and contact details and your children’s names, entered by the centre.
- What you’ve added: messages to teachers, comments, feedback on policies, and sign-offs on incident reports.
2. When your child leaves the centre
When your child leaves, the centre archives them in Espalier. This is what happens next:
- The day they’re archivedYour child no longer appears in rooms, lists, billing or the family app. For 30 days the centre can still restore them if they were archived by mistake.
- 30 days laterYour child’s records are deleted: their profile details and photo, daily care and sleep records, photos and posts about only them, message threads about them, and their learning plans. They are untagged from stories shared with other families.
- If no other child of yours is still at that centreYour family is marked as left, and you lose access to that centre in every Espalier app.
- If you have no other role in EspalierYour sign-in is deleted. This includes everything we received from Facebook or Google. After this you can’t sign in, and nothing about you remains in our sign-in system.
If you still have a child at another Espalier centre, or you also work at one, your sign-in stays so you can keep using it there. Only your access to the centre your child left is removed.
3. Ask us to delete it at any time
You don’t have to wait for your child to leave. To delete your Espalier sign-in and the information linked to it:
- Email admin@espalier.co.nz from the email address you sign in with. Use the subject “Delete my Espalier data”.
- We confirm it’s you. Within 30 days we delete your sign-in and personal details, then email you to say it’s done.
We also tell your centre, because it decides what happens to the records it holds about your family (see What is kept).
4. If you signed in with Facebook or Google
Deleting your Espalier sign-in, as described above, deletes everything we received from Facebook or Google.
You can also remove Espalier from your Facebook account. Go to Settings & privacy → Settings → Apps and websites, find Espalier and choose Remove. In Google, go to Google Account → Security → Your connections to third-party apps & services. This stops that account signing in to Espalier. It doesn’t delete what we already hold, so email us as well if you want that deleted.
5. What is kept, and for how long
Some records belong to the centre, which must keep them after a child leaves. These are not deleted when your sign-in is:
- Attendance records, incident and accident reports, and a basic record of your child (name, date of birth, start and leaving dates) so those reports still show who they were about. These are kept for seven years after your child leaves, then deleted.
- Invoices and payment records, kept for seven years as New Zealand tax law requires.
- Backups: deleted information can remain in encrypted database backups for up to 35 days before they roll over.
To ask about records a centre holds, contact the centre, or email us and we’ll pass your request on.
6. Contact us
Privacy Officer, Espalier Limited, Auckland, New Zealand · admin@espalier.co.nz
If you’re not happy with how we’ve handled your request, you can complain to the Office of the Privacy Commissioner at privacy.org.nz.