Aidewise privacy policy

Who we are

Aidewise is a timetabling tool that helps New Zealand schools plan teacher aide support. It is operated by IMI Limited (company number 3919362), trading as Aidewise, 46 Pukatea Street, Glenwood, Timaru 7910, New Zealand. Our privacy contact is Dave Armstrong, privacy@aidewise.co.nz.

Whose information this covers

Information about learners and teacher aides that a school enters into Aidewise, and about the school staff who sign in.

Schools are in charge of their information

Each school decides what to enter and remains the agency responsible for it under the Privacy Act 2020. Aidewise holds and processes it on the school's behalf and uses it only to provide the service to that school. We never sell it, use it for advertising, or share it with other schools.

What we hold

• Learners: name, classroom, weekly support hours, a priority level, support-need tags the school chooses, and when they are available.
• Teacher aides: name, contracted hours, skills, preferred year levels and availability.
• School staff users: email address and a securely stored password.
• Timetables the school creates, and technical logs used to fix faults.

Support-need tags can describe health, disability or behaviour. Schools should use the least detail needed to match support, for example “reading” or “mobility” rather than a diagnosis. First names or initials work fine.

How we use it

To build and adjust the school's aide timetable, to let staff sign in and reset passwords, and to find and fix faults. Error alerts sent to us contain the error message and the school's id, not learner names.

Where it is stored

School data is stored in Sydney, Australia (Supabase), and the website runs in Sydney too (Vercel). The timetable solver runs in the United States (Render), and emails are sent through Japan (Resend). These providers act only on our instructions, keep no copy for their own use, and are bound by their own security and privacy terms.

Keeping it safe

Data is encrypted in transit and at rest. Each school can only see its own data, enforced inside the database. Staff sign in with their own account. The database is backed up daily and backups are kept for 7 days.

How long we keep it

While the school uses Aidewise. A school can download all its data, or delete its school and everything in it, at any time from the School page. If a school stops using Aidewise, we delete its data within 30 days of a written request, or 90 days after its account ends. Backups roll off within 7 days after that.

Access and correction

School staff can view and correct information directly in Aidewise. Learners, parents, whānau and aides who want to see or correct information should ask the school first. You can also contact us, and we will work with the school to respond within 20 working days.

If something goes wrong

If a privacy breach affects a school's information, we will tell the school promptly so it can decide on notifying the people affected and the Privacy Commissioner. We aim to do this within 24 hours of confirming the breach.

Complaints

Contact us first at privacy@aidewise.co.nz. If you're not satisfied, you can complain to the Office of the Privacy Commissioner at privacy.org.nz.

Changes

We will tell schools before making any significant change to this policy.