Working draft
This privacy policy is a working draft, pending final review by our team. It is not yet a finalised or binding policy, and the details below may change. If you have any questions about your family’s information, please contact us at hello@writingforge.nz.
WritingForge
Privacy Policy
This page explains what information WritingForge collects about your child and your family, why we collect it, where it is stored, and the rights you have under the New Zealand Privacy Act 2020.
What we collect
When you enrol your child, our enrolment form collects the following information. Questions marked optional are not required to enrol.
- Child's full name
- Child's date of birth
- School and year level
- Gender
- Parent or guardian name and contact details (including phone and, if provided, WeChat)
- Parent or guardian email address
- Which course you are interested in
- Student work and photo display permission (your choice about how your child's work and photos may be shown)
- Your child's current learning situation or goals (optional)Free text you choose to share, such as areas you want your child to improve.
- Medical conditions, allergies, or special learning needs (optional)This is sensitive information. It may include things like allergies, vision needs, ADHD, ASD, anxiety, emotional or behavioural support needs, or medication needed during class. You may write N/A if you prefer not to share it.
As your child takes part in classes, we also hold the writing your child produces and records of their learning activity, which we use to generate feedback and reports.
Why we collect it
We collect this information to process your child’s enrolment, run our classes, contact you about your child’s learning, generate feedback and reports on your child’s writing, and issue reports and invoices. Optional details, such as learning goals and any medical or special learning needs, help us support and keep your child safe in class. We do not sell your information.
Where your data is stored (cross-border to Australia)
Your information is stored outside New Zealand. Our database is hosted in Sydney, Australia (Amazon Web Services region ap-southeast-2), and our application is hosted on Fly.io in Sydney, Australia. This means that when you give us your family’s information, it is transferred to and held on servers overseas.
We take reasonable steps to keep your information secure, but you should be aware of this cross-border storage before you decide to provide your information.
Who we share it with
To run WritingForge, some of your information is handled by the third-party services below. We share only what each service needs for its purpose.
An external AI provider (an OpenAI-compatible service)
Your child's writing is sent to this provider so we can generate structure and feedback on their work.
Processing happens on that provider's servers, which are located outside New Zealand.
Lark / Feishu (Bitable)
Enrolment information you submit on our form is stored in a Lark Base so our teaching and administration team can manage your child's enrolment.
This is a third-party system operated outside New Zealand.
Supabase (database) and Fly.io (application hosting)
These services host our application and store its data, including student writing and class records.
Our database and application are hosted in Sydney, Australia.
How long we keep it
We are still defining how long we retain each type of information. We have not yet set specific retention periods, and we will update this policy with them once they are confirmed. In the meantime, if you want to know what we currently hold about your child, please contact us.
Your rights under the Privacy Act 2020
Under the New Zealand Privacy Act 2020, you can ask to see the personal information we hold about your child (access), and you can ask us to correct it if it is wrong (correction). You can also ask us to stop using particular information in our active records. To make any of these requests, contact us using the details below.
If you are not satisfied with how we have handled your information, you can raise a complaint with the Office of the Privacy Commissioner (privacy.org.nz).
Contact
For any privacy question, or to make an access or correction request, contact WritingForge at hello@writingforge.nz.