Privacy Policy

Last updated: June 2026

One Child Pty Ltd is firmly committed to protecting your privacy as you interact with us from time to time. We aim to maintain a safe and secure system of handling your personal information, whilst still providing access to your personal information when required. For this reason, we ensure that your personal information is handled in strict compliance with the Commonwealth Government's Australian Privacy Principles. Further information on Australian Privacy laws is available at www.oaic.gov.au.

This policy sets out the principles we adopt in order to protect your personal information, dealing with our collection, use and disclosure of, and your access to, information we may have recorded about you.

Any amendments to this policy will be published on our website at one-child.com and onechild.com.au. In relation to this policy the term "One Child User" refers to all users who access our websites and any services we provide.

1. Collection of Your Information

We only collect personal information that is necessary for us to carry on our business functions. What information we collect depends upon the nature of our dealings with you.

One Child stores information about a business or an individual for the purpose of providing an online portfolio management service. This information may be provided by you or an authorised third party, or be collected directly by a One Child employee. For example, a childcare centre may enter personal information of an employee or parent who utilises the centre, or that of a child in their care, to utilise the One Child system. Personal information collected may include an individual's name, age, and email address where appropriate. Information collected about a business may include the account holder's name, business address, email address, contact telephone numbers, and payment information for use of the service.

If through the course of your use of One Child you enter personal information of another person, you must ensure that you are authorised to do so. Information disclosed to One Child by a third party will be dealt with in compliance with this policy.

You may elect not to provide your personal information, however this may mean you are unable to use the services provided by One Child.

If you are not a One Child User, we will normally collect directly from you any information we hold about you. Occasionally we may receive information about you from third parties, but if we intend to use such information we will advise you shortly after receiving it.

2. Use and Disclosure of Your Information

If you are a One Child User, we will only use your personal information to provide and maintain our service. We may use information we have collected to assist with technical support, to communicate with you about service issues, new or altered services, training, or other matters related to our service. Unless we have first obtained your consent, this is the only reason we will use it.

We will not directly disclose your personal information to anyone else, other than by allowing the One Child system to produce reports in accordance with its ordinary functions when authorised users use it to do so, or when we do so for our own internal purposes. Authorised users of the One Child system may, depending upon their level of access, be able to view and/or alter that information.

If you are not a One Child User, we will only use your personal information for the purposes for which it was collected, and our use and disclosure will only be for our business activities.

If you no longer wish to receive marketing communications from us, you have the right to request that these cease. Marketing emails will contain clear unsubscribe instructions. For non-electronic communications or direct assistance, please contact the Privacy Officer by submitting our contact form or by letter to: The Privacy Officer, P.O. Box 87, Wilston QLD 4051.

Any other use or disclosure of your personal information will only be as required by law or permitted by the Privacy Act 1988 (Cth).

3. Artificial Intelligence Features

One Child provides an optional AI-assisted feature to help educators create learning observations and stories. This feature must be actively initiated by the educator and is not used automatically.

When the AI feature is used, the text entered by the educator is sent to Anthropic PBC (USA) for processing. Before transmission, One Child automatically removes known child first names from the text and replaces them with neutral placeholders. No child surnames, dates of birth, enrolment details, or other identifying records are transmitted to Anthropic.

Educators are responsible for ensuring that text they submit does not contain personal information beyond what One Child's automatic filtering addresses. Educators should avoid including full names of children, family members, or other individuals in AI-assisted text fields.

Anthropic processes submitted text solely to generate a response and does not use it to train AI models. All data is transmitted via encrypted connection. For further information on Anthropic's data handling practices, see anthropic.com/privacy.

This feature is currently available as a beta release. If you do not wish to use AI-assisted features, they can be ignored entirely — all standard documentation features remain available without any AI processing.

4. Data Quality and Security

We will take all reasonable steps to:

(a) ensure that the personal information we collect, use, or disclose is accurate, complete, and up to date;

(b) protect your information from misuse, loss, or unauthorised access, modification, or disclosure, both physically and through computer security methods;

If you are a One Child User and would like access to or correction of records of personal information held about you, you will need to contact your childcare centre, as they are responsible for the entry and maintenance of your information within the One Child system.

If you are not a One Child User and would like access to records we hold about you, or believe any information requires correction, please contact the Privacy Officer using our contact form.

5. Use of Cookies and Analytics

One Child uses Google Analytics to record statistical data for the purposes of improving our website. Google Analytics uses cookies — small text files stored in your browser — to help us analyse how the site is used. Google Analytics collects anonymised statistical data including the number of visitors, pages accessed, time and date of visits, and non-specific geographical location. This data is processed by Google on servers which may be located outside Australia. No personally identifying information is knowingly supplied to Google as a consequence of using Google Analytics.

6. Privacy Complaints

For any complaints in relation to how we have handled your personal information, please contact the Privacy Officer and outline the details of your complaint with any supporting evidence by submitting our contact form or by letter to: The Privacy Officer, P.O. Box 87, Wilston QLD 4051.

The Privacy Officer will investigate and attempt to resolve your complaint within 30 business days. If the complaint cannot be finalised within 30 days, the Privacy Officer will advise when the investigation is likely to be completed. An interim response will be provided within the first 7 business days of receiving the complaint.