Privacy Policy

Last updated 25 September 2026

Early Educare Insights Pty Ltd (ABN 61 700 518 878), trading as QIP Assist (“QIP Assist”, “we”, “us”), respects your privacy and is committed to handling personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy explains what we collect, why, and how you can access or correct it.

1. Who we are

QIP Assist is a Quality Improvement Plan management tool for Australian early childhood education and care services. It is operated by Early Educare Insights Pty Ltd, trading as QIP Assist. You can contact us about privacy at info@qipassist.com.au.

2. Scope and our role

This policy covers the QIP Assist application and qipassist.com.au. QIP Assist is a business tool used by nominated supervisors, educational leaders, approved providers and their teams (“you”, “customers”). Where you enter information about your staff or invite team members, you act as the data controller for that information and QIP Assist processes it on your behalf to provide the service.

3. Information we collect

We collect the following categories of information:

Account information — your name, email address, password (stored as a salted hash), and multi-factor authentication details.
Service and organisation details — service name, address, service approval number, philosophy statement, and related operational information you provide.
Staff records you enter — names, email addresses, roles, qualifications and room groupings for educators and team members you add to your account.
Content you create — your Quality Improvement Plan text, initiatives, reflections, evidence notes, activity log entries and improvement actions.
Files you upload — documents (such as existing QIPs or policies) and evidence attachments, which may include images, submitted as part of your QIP content.
Voice recordings — audio captured when you use voice dictation, sent for transcription and not retained by us once transcribed.
Billing information — handled directly by our payment processor, Stripe. We store your subscription status and invoice history, not your full card details.
Technical and usage data — device and browser information, log data, error reports, and aggregated feature-usage analytics.
Communications — messages you send us for support or otherwise.

Biometric sign-in (fingerprint or face unlock) is verified entirely on your own device by your device’s operating system. QIP Assist never receives, transmits or stores your biometric data.

4. Children’s information — what must not be entered

QIP Assist is designed so that you never need to enter a child’s personal information to produce a compliant Quality Improvement Plan. It exists to help you plan and document service quality improvement — the systems, practices and reflections behind your QIP — not to hold records about individual children.

You must not upload, enter or store in QIP Assist:

any personal information about a child — including names, dates of birth, enrolment or attendance records, health, medical or developmental records, assessments of individual children, or family and emergency contact details; or
any photograph, video or audio recording in which a child can be identified.

Describing your practice in general terms is fine — for example, “we reviewed our arrival routine after a family raised a concern.” Naming or identifying an individual child is not.

Keep children’s records in your enrolment or child-management system, where they belong. If you think children’s information has been entered into QIP Assist by mistake, contact us at info@qipassist.com.au and we will help you remove it. We may remove content that appears to contain a child’s personal information without prior notice, to protect the privacy of children and families. This is also a condition of use under our Terms of Service.

5. How we use information

To provide, maintain and secure the QIP Assist service.
To power AI-assisted features — drafting suggestions, gap analysis, document review and voice dictation.
To provide customer support and respond to enquiries.
To process payments and manage subscriptions.
To detect, investigate and prevent fraud, abuse or security incidents.
To check that each subscription is used for the services it is licensed for. When you export a QIP we record the service, the time and a one-way fingerprint of the exported text. The fingerprint can show whether one export is broadly similar to an earlier one, but your QIP text cannot be recovered from it. Exported Word files also carry an export reference in their document properties.
To measure AI use per service against its fair-use allowance.
To see which features each service uses and how far through its QIP it is (from counts and dates, not by reading your content), so we can offer relevant help and tips by email.
To understand aggregated feature usage and improve the product.
To meet our legal and regulatory obligations.

We do not sell personal information, and we do not use your content for advertising.

6. AI and voice processing

Some features send your content to third-party AI and speech-to-text providers to generate the result you asked for — for example, drafting help, gap analysis, or transcribing a voice note. We select providers that contractually protect the confidentiality of that content and do not use it to train their own models. The current list of providers we use, what each does, and where each processes data is maintained on our Sub-processors page, since this list may change as the product evolves.

7. Disclosure to third parties

We disclose personal information only:

to the sub-processors listed on our Sub-processors page, to operate the service;
to other members of your own account, according to the access level you grant them;
where required by law, regulation, or a valid request from an authority; and
if QIP Assist is involved in a merger, acquisition or asset sale, with notice to you beforehand.

We never sell personal information to anyone.

8. Overseas disclosure

Your account data, service records, QIP content and uploaded files are stored in Australia (Sydney), and AI processing and voice transcription also take place in Australia. Some of our sub-processors — currently those providing payments, transactional email and error monitoring — are located overseas, primarily in the United States, and personal information may be disclosed to them for those purposes. The current countries involved are listed on our Sub-processors page. By using the features that rely on these providers, you consent to this overseas disclosure.

9. Storage and security

We use industry-standard safeguards, including encryption of data in transit and at rest, database-level access controls that isolate each service’s data, optional and role-based multi-factor authentication, and restricted staff access to production systems. No method of transmission or storage is completely secure, but we work to protect your information to a standard appropriate to its sensitivity.

10. Data retention and deletion

We retain your account and content for as long as your subscription is active. If you cancel, we keep your data for 90 days so you can reactivate or export it, after which it is permanently deleted from our production systems, and subsequently purged from backups on a rolling cycle. You can request export or earlier deletion at any time by contacting info@qipassist.com.au.

11. Accessing and correcting your information

You can access and correct most of your account and service information directly within QIP Assist. For anything else, or if a staff member you have added wants to access or correct the information held about them, contact info@qipassist.com.au. We will respond within a reasonable time and, where we cannot make a change (for example, because it is held by the customer account rather than by us), we will direct the request appropriately.

12. Data breaches

We maintain a data breach response plan consistent with the Notifiable Data Breaches scheme. If a breach is likely to result in serious harm, we will notify affected customers and the Office of the Australian Information Commissioner (OAIC) as required by law.

13. Cookies and analytics

We use essential cookies to keep you signed in and to secure your session. We use privacy-friendly, cookieless analytics to understand performance and usage at an aggregate level. We do not use advertising cookies or cross-site tracking.

14. Third-party links

Our marketing site may link to third-party websites. We are not responsible for their content or privacy practices, and encourage you to review their policies.

15. Changes to this policy

We may update this policy from time to time. We will post the updated version here with a new “last updated” date, and where a change is material we will notify account holders by email.

16. Contact us and complaints

If you have a question or concern about how we handle personal information, contact us at info@qipassist.com.au. If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner at oaic.gov.au.