Privacy Policy

1. Information we collect

Personal information you provide when you enrol and use the Service:

• Name, email address, phone number, postal address, date of birth, ethnicity, and household details.
• Emergency contact details.
• Optional identity-verification documents and waiver acknowledgements.

Programme information generated as you take part:

• Programme attendance, KPI submissions, goals, voucher claims, and points/badges.
• Learning management system (LMS) course progress, assessments, and grades.
• Feedback you give us and testimonials you choose to share (the latter only with your consent).
• Messages you send to our AI features (see section 4).

Technical information collected automatically:

• IP address, browser and device information, and usage/analytics data.
• Authentication metadata (such as login times) handled by our authentication provider.
• Cookies and similar technologies needed to keep you signed in and to understand how the Service is used (see section 8).

2. How we use your information

• Programme delivery — to enrol you, run our programmes, track attendance, award points and vouchers, deliver LMS courses, and provide the budgeting and goal-tracking tools.
• Communication — to send you transactional notifications such as session reminders, enrolment updates, and voucher alerts, by email and SMS.
• Improvement — to understand how the Service is used and improve our programmes and platform, and to report aggregate, de-identified impact measures to our funders.
• Legal compliance — to meet our legal, funding, and record-keeping obligations.

We do not sell your personal information, and we do not use it for advertising or to train AI models for unrelated third parties.

3. Sharing and disclosure

We do not sell your data. We share personal information only with trusted hosting and service partners who process it on our behalf to operate the Service — covering areas such as hosting and infrastructure, database storage, authentication, email and SMS delivery, and AI processing. These partners act on our instructions under data-processing agreements, and some are located outside New Zealand (see section 5).

We may disclose information to other parties when required or authorised by law, and to community partners only where you have given your consent.

4. AI processing

The Service includes participant-facing AI features:

• Support chat — a conversational assistant that answers questions about your programmes, points, KPIs, budgeting, and goals.
• Interview practice — a mock-interview tool that gives you coaching feedback.
• Kai Hub — a budget-planning tool that builds a cost-optimised shopping basket and meal plan.

When you use these features, the text you enter and relevant context (for example, your budget figures or KPI data) are sent to Anthropic’s Claude API and processed in the United Statesto generate a response. These are sent as transient prompts; Anthropic does not retain API prompts to train its models. See Anthropic’s privacy policy for details.

AI responses are generated automatically and are not reviewed by our staff before you see them. They may be inaccurate or incomplete and are not professional advice — see our Terms of Servicefor the limits of these features. If you are a parent or guardian, please supervise a minor’s use of these features.

5. Cross-border processing

Some of your personal information is processed outside New Zealand: our database is hosted by Supabase in Sydney, Australia, and our AI features are processed by Anthropic in the United States. Consistent with Information Privacy Principle 12 of the Privacy Act 2020, we only use overseas providers who are subject to privacy safeguards comparable to those under New Zealand law, or where you have authorised the disclosure.

6. Data security and retention

• We protect your information with encryption in transit and at rest, row-level security in the database, role-based access controls, and regular reviews.
• We retain personal information only for as long as needed to deliver the Service and to meet our legal, funding, and record-keeping obligations.
• Support chat transcripts are retained for up to 24 months unless a safeguarding concern requires us to keep them longer.
• When your account is closed, we remove your personal data within a reasonable period, except where we are required to retain certain records (for example, for funder reporting).

7. Your rights

Under the New Zealand Privacy Act 2020, you may ask us to:

• Access the personal information we hold about you. We will decide on and respond to your request within 20 working days, as required by the Privacy Act 2020. Access may be withheld only on the limited grounds set out in that Act.
• Correct any information that is inaccurate. If we do not make a correction you have asked for, you may request that a statement of the correction sought be attached to the information (Information Privacy Principle 7).
• Withdraw consent you have previously given, where the processing relies on that consent.
• Receive a copy of your data in a portable format, or have your data deleted, where this is practicable and not in conflict with a legal retention obligation.

To make a request, contact us at admin@thekuracarescharity.org.

8. Cookies and analytics

We use cookies and similar technologies that are necessary to keep you signed in and to understand, in aggregate, how the Service is used so we can improve it. We do not use them for third-party advertising.

9. Children and young people

You must be at least 16 years oldto take part in the Service independently. Participants under 16 require the consent of a parent or guardian, who may request access to or correction or deletion of their child’s information via the contact channel above. Parents and guardians should supervise a minor’s use of the AI features described in section 4.

10. Updates to this policy

We may update this policy from time to time. Material changes will be posted at this URL with an updated “Last updated” date.

11. Contact

Questions or concerns about this policy or how we handle your information: admin@thekuracarescharity.org, or write to us at 290 Great South Road, Takanini, Auckland 2112, New Zealand.

If you are not satisfied with our response, you can make a complaint to the Office of the Privacy Commissioner of New Zealand at privacy.org.nz.