1 — Who are we

Launchpad Child Development Centre Limited, NZBN 9429053690197, trading as Launchpad Child Development Centre, is the agency responsible for the information covered by this policy.

Address: 22 Wear Street, Oamaru, New Zealand

Website: launchpadkids.nz

Privacy Officer: Krystal Salvador

Email: admin@launchpadkids.nz

This policy applies to information collected through our website, enquiries, registration and waitlist forms, Splose forms and booking pages, assessments, programmes, individual services, payments, correspondence and related administration.

2 — What information we may collect

Depending on how you interact with Launchpad, we may collect:

• Contact and authority information, including names, contact details, relationships, guardianship or authority to act, emergency contacts and collection arrangements.

• Information about a child’s strengths, interests, communication, development, health, hearing, vision, education, learning, participation, culture, languages, accessibility, safety and family goals.

• Referral information, reports, plans and relevant information from whānau, schools, ECE services, health providers or other people and services.

• Clinical and service records, including screening and assessment information, goals, session notes, attendance, reports, recommendations, consent choices and communications.

• Health and safety, incident, safeguarding, feedback and complaint information where relevant.

• Booking, invoice, payment, refund and accounting information. Secure payment providers handle card details; Launchpad does not intentionally place full card numbers or security codes in general client records.

• Website and technical information such as browser or device information, IP address, pages visited, cookies, security logs and form-submission details.

• Communication and marketing preferences, including evidence of consent or withdrawal.

3 — Why we collect and use information

Launchpad may collect and use information when it is reasonably needed to:

• respond to an enquiry, understand what a family is hoping for and suggest a safe and helpful next step;

• manage registration, suitability, availability, bookings, waitlists and service confirmation;

• plan, provide, review and document programmes, screening, assessment, therapy, literacy support and parent coaching;

• communicate with families and people they authorise, coordinate care and prepare agreed reports or summaries;

• support safety, respond to incidents or child-wellbeing concerns and meet emergency or safeguarding responsibilities;

• manage invoices, payments, refunds, accounting, tax, insurance and business administration;

• respond to feedback, complaints, access requests and privacy concerns; and

• improve service quality, protect our systems and meet legal, professional and regulatory duties.

4 — Where information comes from

We usually collect information directly from the child, parent, guardian, client or authorised representative. With authority, or where the law permits or requires it, we may also collect relevant information from a referrer, whānau member, ECE service, school, health provider or another service.

If Launchpad collects health information indirectly, we will take reasonable steps to tell the person concerned or their representative as soon as reasonably practicable, unless they already know or a lawful exception applies. The notice will explain the collection, its purpose, intended recipients, who holds the information and the person’s access and correction rights.

5 — Your choice about providing information

You may leave optional questions blank or write ‘prefer to discuss’. If required information is not provided, Launchpad may be unable to respond fully, assess whether a service is safe and suitable, confirm a booking or provide the requested service. We will explain this and help you find the simplest appropriate next step.

6 — Systems and service providers

Launchpad currently uses trusted providers to support its work. These may include:

• Squarespace for the public website, website content and related website functions;

• Splose for practice management, client profiles, secure forms, bookings, clinical records, communications, invoices and related administration;

• Stripe for hosted card payments and authorised payment arrangements;

• Xero for accounting, invoicing and financial records; and

• approved email, cloud, IT security, insurance, legal, professional-advice and confidential-destruction providers where needed.

Providers receive only the information reasonably needed for their role and are expected to protect it. Some providers may store or process information outside New Zealand. Where New Zealand law requires safeguards for overseas disclosure or processing, Launchpad will use the applicable contractual, privacy or other protections. If a material provider change affects how information is handled, this policy will be updated.

Information may be handled by trusted providers supporting the website, practice management, email, cloud storage, payments, accounting and security. Some may process information outside New Zealand; Launchpad will use the safeguards required by New Zealand law.

Launchpad uses Splose as its practice-management system. Splose stores data for New Zealand users in Australia, and Launchpad takes reasonable steps to ensure your information is handled in line with New Zealand privacy requirements.

7 — When information may be shared

Launchpad may share relevant information:

• with a person or organisation you have authorised, such as a referrer, GP, paediatrician, ECE service, school or learning-support team;

• within Launchpad, including authorised clinicians, contractors, supervisors or administrators who need it for their work;

• with trusted service providers supporting the purposes described in this policy;

• with insurers, lawyers, accountants, auditors or professional advisers where reasonably necessary; or

• where the law permits or requires disclosure, including a serious threat to health or safety, a child-safety concern, a lawful demand, an investigation or another authorised purpose.

We aim to verify the recipient, share the minimum relevant information and record the reason for any important disclosure. Launchpad does not sell health information.

8 — Communications, marketing and cookies

Launchpad may send service messages needed to answer an enquiry, manage a booking, deliver a service, send a receipt or signed copy, or meet a safety or legal responsibility. These are separate from marketing.

News, programme dates and parent resources are sent only with consent or another lawful basis and will include a way to unsubscribe. Withdrawing marketing consent will not affect services.

Our website may use essential cookies for security and functionality and, where enabled, analytics cookies to understand website use. You can manage cookies through the choices offered on the website and your browser settings, although disabling essential cookies may affect some functions.

9 — Children, guardians and group privacy

Launchpad may check a person’s identity and authority before accepting consent, providing access to records or sharing information. We also respect each child’s communication, participation and developing ability to understand and make choices in a way that fits their age and communication style.

In group programmes, families may naturally see or hear one another. Launchpad asks every participant not to photograph, record, post, identify or share information about another family. Launchpad will also use reasonable arrangements to protect privacy within the group setting.

10 — How we protect information

Launchpad uses reasonable safeguards suited to sensitive family and health information. These include individual accounts, strong authentication, access limits, approved devices and systems, secure transfer, confidentiality expectations, backups, security updates, staff training and secure disposal. No website or information system can be guaranteed completely secure.

Please do not put payment-card numbers, security codes or unnecessary clinical detail into general website or email fields. If you need to send sensitive information, ask Launchpad for the secure option available for your situation.

11 — How long we keep information

Launchpad keeps information only for as long as there is a lawful and practical reason. Our usual periods are: