Parent App Privacy Notice

This notice explains how the Beenest parent app handles personal information. It is given for your childcare centre, which collects the information, and covers the matters a collection notice under Australian Privacy Principle 5 (APP 5) of the Privacy Act 1988 (Cth) must cover for the app. Your centre's own privacy policy and any notice it gives you also apply. The staff app has its own notice (Staff App Privacy Notice). How we handle information on our website and as a company is described in our Privacy Policy.

1. Who collects your information and who provides the app

Your centre collects your information and is responsible for it. Your education and care service (or the approved provider or organisation that operates it) chose Beenest and decides what information is used, for what purpose, how long it is kept and when it is deleted. Everything you send through the app, and everything the app shows you, is held by your centre. Your centre's name and contact details are shown in the app and in its own privacy policy; ask your centre if you cannot find them.

The app is provided by Triple Peak Software Systems, [legal form, e.g. LLC], [registered address] ("Beenest", "we"). Email: hello@beenest.co. Beenest handles the information only on your centre's behalf and under its instructions, as its service provider (see our Data Processing Addendum with centres). We do not use it for our own purposes, for advertising or direct marketing, or to train AI models, and we do not sell it.

Questions about your information go to your centre first (see section 12).

AI in the parent app. The only AI feature in the parent app is AI translation (section 10), and only if your centre uses it and has chosen the highest AI privacy level, "All" [OPEN: confirm the English label of this AI level in the Australian app]. Messages from your centre may have been drafted with AI help; they are sent only after the centre has reviewed them.

2. What information the app collects and how

The app works without a user account; you do not enter your own name or contact details. You sign in with your centre's access and your child's code. The camera is used only to scan that code. The app does not create a new record; it uses the child ID that already exists at the centre. Through the app you can send:

• absence notices (child and date; the app does not ask for a reason), meal cancellations, pickup notices with an optional note, and poll votes
• yes or no replies to the centre's events
• if your centre offers payments through the app: confirmation that your child will take part in an activity and the notice "paid by transfer" [OPEN: are in-app parent payments by bank transfer available in Australia?]
• if your centre has turned the feature on (off by default): the person picking up your child on a given day, including a new person with their name and relationship to the child. A new person is saved only after you confirm the pickup authorisation by email (see below). This is information about another person: please tell that person that you are giving it to the centre and why. They must show ID at pickup. Whether a child is handed over is decided by the centre's staff. The names of authorised pickup persons are visible on every device where your child's code is stored.
• if your centre has turned the feature on (off by default): requests for a parent meeting with a topic, and your choice of a suggested time. The topic is read by the director or the group's team. Write only what is needed to schedule the meeting, and discuss health matters in the meeting itself.

The app shows you the centre's messages and events, blog posts, and the permissions on file for your child (without the option to change them). Depending on the centre's settings it also shows your child's authorised pickup persons and open payments with the recipient account and a payment QR code [OPEN: available in Australia?]. Journal entries and group reports are written by staff. You see them only if the centre has turned on display in the app (off by default) and releases the individual entry. An entry about your child is visible to everyone who has stored your child's code in the app.

Confirmation by email. For a new authorised pickup person, for permissions and for recording a parent meeting, the centre asks for your consent by email. The email goes to the one address the centre has on file for your child and is sent in the centre's name ("[Centre name] via Beenest"). Your consent is saved only if you open the link within one hour and confirm on the page, together with the text and the time as a record. Your name, IP address and device are not saved. The confirmation page is a Beenest web page (hosted by Vercel in Australia [OPEN: confirm AU region]). The request keeps your email address only until you confirm, and at most about one hour after the link expires. For permissions and recordings, the centre also keeps a log of what was sent.

Please note: anyone with access to that mailbox can confirm. Protect it, and tell your centre if your address changes. If you share parental responsibility, talk to each other; the centre may also ask for the other parent's consent. To withdraw a consent, contact your centre; the withdrawal takes effect once the centre has recorded it.

This content is linked to the child ID, not to your name. Information linked to an ID is still personal information where you or your child can reasonably be identified.

Data minimisation. No location data, no access to photos, contacts or microphone, and no analytics or tracking tools. The app does not collect biometric information such as face geometry or fingerprints [OPEN: confirm]. The web view shows only the traffic light, the centre's messages and the centre status; you sign in with the centre's parent password. Child codes, notices and wallet passes are not available there. The web view is served by the Beenest application itself (Vercel, Australia).

Your own programs and AI services. You may use what the app shows you freely, including with your own programs or AI services (for example an AI assistant that summarises messages for you). You are responsible for that use. The service you choose has its own terms and privacy notice; it is not a service provider of your centre or of Beenest. Messages from the centre may contain information about other people; please pass it on only where you are allowed to. Never enter your centre's parent password in another service.

3. Why the information is collected

Your centre collects the information through the app to:

• receive absence notices, meal cancellations and pickup notices from you and plan the day accordingly
• know who is authorised to pick up your child and document handovers (the centre's staff decide every handover)
• record your consents and permissions and their withdrawal
• tell you about events, closures, the traffic light and its other news, and gather parents' views in polls
• arrange parent meetings
• show payments due and record payments, if your centre uses this
• keep the service secure and fix technical errors

4. Required and voluntary information

Drop-off and pickup times

Drop-off and pickup times are recorded only at the check-in terminal at the centre, not through this app. Under the Education and Care Services National Regulations, the approved provider of an education and care service must keep a record of attendance with each child's full name and the date and time of arrival and departure, signed by the person who delivers or collects the child, or by a nominated supervisor or educator (r 158). The attendance record must be stored safely, kept for set periods (r 183) and made available to a parent of the child on request. Attendance records also show who is in the building and when responsibility for a child passes between parents and the centre. The terminal is the tool your centre uses for its records; ask your centre how it meets these rules and whether the terminal is part of your enrolment agreement.

Choice of software

Your centre chooses which software it uses, just as an employer chooses the office software for its staff. Your rights concern how your information is handled and protected, not which technical system the centre uses.

Voluntary information (through this app)

Everything you send through this app, such as meal cancellations, pickup notices and other messages, is voluntary. The app is an optional channel between parents and the centre and is not a condition of care. If you do not use it, you can give the same information to the centre in another way (for example in person or as the centre tells you), and information from the centre is also available another way, for example on a notice board.

5. Push notifications

Push notifications are opt-in. You only receive them if you allow notifications in your phone's operating system. If you decline, no device token is created or sent.

If you turn on push, the operating system (iOS) or the Firebase SDK (Android) creates a device token. It is stored in Cloudflare KV (Australia [OPEN: confirm AU region for Cloudflare KV]) together with the groups you chose and the IDs of the children stored in the app (at most 20), so that notifications about a particular child reach only that child's devices. The token is not linked to a name. It is deleted when you turn off push in the app (Settings, Push notifications) or sign out. You can also withdraw the permission in your phone's settings.

Tokens at the push services

To deliver notifications, the device token is also processed and stored by these services, which operate outside Australia, for as long as the token is valid:

• Apple Push Notification service (APNs), Apple: Apple keeps the device token in its routing infrastructure to deliver messages to iOS devices.
• Firebase Cloud Messaging (FCM), Google: Google creates and manages the FCM registration token to deliver messages to Android devices.
• Expo, 650 Industries, Inc. (United States): Expo stores the device token, as described in its own privacy notice, to pass messages on to APNs or FCM.

This token storage is part of the platform infrastructure provided by Apple and Google. It cannot be configured or switched off at the app level, and there is no push delivery on iOS or Android without it.

What notifications contain

Which notifications you receive depends on the features your centre uses and on whether you allow notifications. Possible notifications:

• Group messages: title and text as written by staff; the centre's name is placed before the title.
• Messages to your family: a fixed title with the centre's name and no text; you see the content only in the app. If you answer with one of the offered actions (for example OK, Accept, Appointment, Join), the centre stores the action you chose and the time.
• Traffic light changes: only when it turns yellow (the centre is close to its limit) or red (the centre is at full capacity), with fixed texts. No notification for green, on closure days or outside opening hours. The centre can turn yellow and red off separately (on by default).
• Event reminders: title and time of the event, no names of children or groups.
• Meeting appointments and new journal entries: fixed texts without names, only to devices where that child is stored.
• Payments received, if your centre offers payments through the app: amount and purpose, without the child's name, only to devices where that child is stored.

Reminders about open payments are created by the app on your device (local notification); nothing is sent to push services for them. Staff must take care not to include sensitive information about children in free text; there is no technical filtering. The push services only pass message content through for delivery and do not store it permanently. The centre's data stays in the database in Australia. Notifications can appear on your lock screen; you can turn off previews in your phone's settings.

6. Wallet passes

You can create a digital pickup card for Apple Wallet or Google Wallet. To do so, the child code, group name, centre name, centre address and, if stored, the child's name are sent to our push service at Cloudflare. The finished pass is kept in Cloudflare KV (Australia) for up to 5 minutes. For Apple Wallet the card is created as a file. For Google Wallet a signed link is created through Google services, and Google receives the content of the card.

If you give a child a nickname in the settings, it appears on the wallet pass. The nickname is stored only on your device and is sent to the card service once, only when you create the pass.

7. Where information is stored

Information sent through the app is stored in databases in Australia (Supabase, Inc., hosted in [OPEN: AU region, e.g. Sydney]).

For push notifications and wallet passes, device tokens go to the services named in section 8. Cloudflare KV (Australia) permanently holds, per centre: the centre's parent password, the centre's name, push tokens and device IDs with their group assignment and stored child IDs. Wallet passes with the child's name stay there for up to 5 minutes.

Email. Emails sent by the software, such as the consent and pickup confirmation emails in section 2, are sent through Brevo (Sendinblue SAS). If you email us, your message is stored in our mailbox at Zoho Corporation B.V. Location: [OPEN: does email stay in the EU for Australia? If so: Brevo hosting in France and Germany, storage in Belgium; Zoho in the Netherlands.]

8. Who receives the information

Within your centre, the information is seen by the staff who need it, for example the director and the group's team. The app relies on these service providers, which act for Beenest and your centre:

• Apple Push Notification service (APNs): delivery on iOS (details in section 5)
• Google Firebase Cloud Messaging (FCM): delivery on Android (details in section 5)
• Expo (650 Industries, Inc.): relay between the app and APNs or FCM (details in section 5)
• Cloudflare, Inc.: API relay and Cloudflare KV storage in Australia, with no access to the database (see section 9)
• Google Wallet (Google): creating wallet passes on Android
• Supabase, Inc. (database) and Vercel, Inc. (application, confirmation pages and web view), both in Australia
• Google Cloud Vertex AI (Google): AI translation, only if your centre uses it (section 10)
• Brevo and Zoho: email (section 7)

APNs, FCM and Expo receive push tokens and the title and text of each notification (section 5). The full list of service providers that handle centre data is in our Data Processing Addendum. If your centre has turned on access for its meal vendor, the vendor sees meal notes, including allergy information, that the centre records; this happens in the centre's web app, not through the parent app.

No analytics, tracking or advertising tools are used in the app.

9. Cloudflare (API relay and storage)

Cloudflare Workers carry data between the app and the centre's database (Supabase). API requests are forwarded to the database in Australia. Cloudflare has no access to the Supabase database. In addition, our push service stores in Cloudflare KV (Australia), per centre, the items listed in section 7. Wallet passes, which may contain the child's name, stay in KV for up to 5 minutes.

Data passed through Cloudflare Workers

• meal cancellations
• absence notices (without a reason)
• pickup notices (with an optional note)
• the centre's messages, journal entries about your own child and group reports (display only, not stored at Cloudflare)
• centre status (open, closed and so on)
• poll answers (one vote per device; the device ID is used only to prevent duplicate votes)
• pickup persons, meeting requests, event replies, participation and payment notices; display of events, permissions, open payments and blog posts (not stored at Cloudflare)
• child ID and centre ID

Not passed through Cloudflare: children's check-in and check-out times. These are recorded only at the terminal at the centre and stored directly in the database. Staff time records do not go through the parent app but through the staff app, directly to the Beenest application.

10. Storage on your device

On your device the app stores only the access to your centre (in the device's protected storage), the child codes, nicknames, settings and your own replies. The centre's content is not stored on the device; it is loaded each time you open it. Exceptions: for offline display of the calendar, the centre's closure days and closures and its dated messages from the current month onward (title, text, group) stay on the device.

If you use the app in another language, your device translates messages, blog posts, journal entries and the meal plan itself (Apple Translation or Google ML Kit, without sending anything to third parties) and stores the translations on the device (at most 500 entries). If your centre uses AI translation, AI translates the full content instead, on Google Cloud Vertex AI in Australia [OPEN: Vertex AI region for Australia], into the language the centre has on file for you or, as long as none is on file, the language you choose in the app. That language choice is sent to the centre. Only the translation is stored by Beenest, for at most 30 days. Push notifications are not translated.

The access is sent only when you sign in and when you register for push. The nickname is sent only when you choose to create a wallet pass (section 6).

No screenshots, no sharing. Screenshots, screen recordings and photographing the app's content are not permitted, nor is passing content on to others or into other apps such as messengers or social networks. This applies especially to messages, journal entries and information about other people.

Keep the QR code safe. The QR code is a key to your access. Keep it safe and do not show it to anyone who should not have it. If it is lost or in the wrong hands, tell your centre right away; it will issue a new code.

11. Overseas disclosure

The centre's data is stored in Australia (section 7). Some information is likely to be disclosed to recipients overseas:

• United States: Expo (push tokens and notification content in transit); Apple and Google for push delivery (APNs, FCM) and Google Wallet, which run global infrastructure; Beenest itself for maintenance and support [OPEN: country from which Triple Peak personnel access centre data]
• France, Germany, Belgium and the Netherlands: email through Brevo and Zoho, if email stays in the EU [OPEN: does email stay in the EU for Australia?]
• Other countries: APNs, FCM and Google Wallet are global services and may process tokens and pass content wherever their infrastructure runs
• [OPEN: any further provider without an Australian region (for example Sentry for error monitoring) and its country]

You can avoid the push services by not allowing notifications on your device, and Google Wallet by not creating a wallet pass. Details of the steps Beenest takes are in section 13 of our Data Processing Addendum.

12. Access, correction and complaints

Because your centre holds your information, send requests to access or correct information about you or your child to your centre. Your centre's privacy policy explains how to ask for access or correction and how to complain about a breach of the Australian Privacy Principles, and how the centre will deal with a complaint. If you send such a request to us, we will pass it to your centre or tell you to contact the centre, and we help the centre respond.

• Correct: information stored only on your device (such as nicknames) you can change directly in the app. Other information your centre corrects.
• Delete: you can delete information stored on your device at any time with "Reset app" in the settings. Information you send through the app becomes part of the centre's records once the centre receives it. The centre keeps and deletes it according to its settings, its policies and the record-keeping rules that apply to it.

If you are not satisfied with how your centre handles your request or complaint, you can complain to the Office of the Australian Information Commissioner (OAIC).

Children. Parents and staff use Beenest apps; children do not. The app is not directed at children. Information about children is entered by the centre or by parents.

13. Support via WhatsApp

[OPEN: is WhatsApp support available in Australia? If not, remove this section.] We offer optional support via WhatsApp, a service of Meta Platforms, Inc. If you use this channel:

• Do not share personal information: do not send personal or sensitive information over WhatsApp (for example children's names, dates of birth, health information, photos or documents with personal content). The channel is only for general questions and technical support.
• Storage by Meta: WhatsApp messages are processed and stored on Meta's servers, which may be outside Australia, in particular in the United States, under Meta's own terms and privacy policy.

For anything involving personal information, please email hello@beenest.co.

14. Changes

We may update this notice when needed. The current version is always available in the app and at beenest.co/au/parent-app-privacy.

15. Contact

Questions about privacy: hello@beenest.co or [privacy contact email]. Questions about your own information or your child's information are best sent to your centre.