Privacy Policy - Terms and Conditions
Quliance Solutions Limited Effective Date: 1 May 2026
Introduction
Quliance Solutions Limited (“Quliance”, “we”, “our”, or “us”) is committed to protecting the privacy, confidentiality, integrity, and security of the information entrusted to us. We recognise that organisations using Quliance place significant trust in our platform to manage information that is important, sensitive, and often critical to the operation of their services. This includes information relating to children, families, educators, employees, leaders, governance bodies, and regulatory compliance activities.
This Privacy Policy explains how Quliance collects, uses, stores, protects, discloses, and manages personal information when individuals and organisations access our website, use our software platform, engage with our services, attend our events, communicate with our team, or otherwise interact with us.
As a New Zealand-based company, Quliance is committed to complying with the Privacy Act 2020, the Education and Training Act 2020, applicable early childhood education licensing requirements, and other relevant privacy and data protection laws. We continuously review our privacy practices to ensure they reflect current legal requirements, industry expectations, technological developments, and best practice standards.
By accessing or using Quliance, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and management of information in accordance with its terms.
Our Approach to Privacy
Privacy is not simply a legal obligation for Quliance; it is a core design principle. The platform has been developed with a commitment to Privacy by Design, meaning privacy considerations are incorporated into the design, development, implementation, operation, and ongoing improvement of our systems from the outset.
We understand that our customers trust us with information that is deeply connected to the care, education, wellbeing, safety, governance, and operation of their organisations. For this reason, we seek to collect and process only the information necessary to provide our services, support customer requirements, comply with legal obligations, and improve the quality, security, and effectiveness of our platform.
Quliance has appointed a Privacy Officer responsible for overseeing compliance with privacy obligations, responding to privacy enquiries and requests, supporting privacy impact assessments, managing privacy incidents and breaches, and promoting responsible information management practices throughout the organisation.
Information We Collect
The information collected by Quliance varies depending on the services being used and the relationship an individual or organisation has with us.
When users create an account or access the platform, we may collect identifying information such as names, email addresses, contact numbers, position titles, organisation details, login credentials, user permissions, account preferences, and communications exchanged with our team.
As part of providing our services, Quliance may process information uploaded by customer organisations. This information may include operational records, policies and procedures, compliance documentation, governance records, audit findings, internal review reports, professional growth documentation, training records, risk management information, incident investigations, quality assurance records, and other information required to support organisational improvement activities.
Where authorised by customer organisations, Quliance may also process information relating to children, parents, guardians, whānau members, educators, employees, contractors, volunteers, and visitors. This information may include enrolment records, attendance information, contact details, emergency information, wellbeing records, accident and incident reports, health information, allergy information, qualifications, professional registrations, employment records, and other information necessary for the lawful operation of the customer organisation.
In many circumstances, Quliance receives personal information indirectly through customer organisations that utilise our platform. Where information is provided to Quliance by a customer organisation, we rely on that organisation to ensure that the information has been collected lawfully and that any required notices, disclosures, authorisations, or consents have been obtained in accordance with applicable legislation.
In addition to information provided directly, we may automatically collect technical information relating to the use of our platform and website. This may include IP addresses, browser types, operating systems, device identifiers, access times, login activity, security logs, usage records, and information regarding interactions with our systems.
Sensitive Information, Health Information, and Children’s Privacy
Some information processed through Quliance may be classified as sensitive personal information. This may include health information, medical conditions, allergies, disabilities, medication records, wellbeing information, cultural or ethnic information, professional conduct matters, incident investigations, employment-related information, or other sensitive records uploaded by authorised users.
As a platform supporting organisations within the education and care sector, Quliance recognises that information relating to children and young people requires a heightened level of protection. We acknowledge the importance of safeguarding information relating to children’s health, wellbeing, learning, development, participation, and safety.
Where information relating to children is processed through the platform, Quliance expects customer organisations to have collected and managed that information lawfully and in accordance with their obligations under the Privacy Act 2020, the Education and Training Act 2020, applicable licensing criteria, and any other relevant legal requirements.
Quliance does not knowingly collect information directly from children for marketing purposes and does not use children’s information for advertising, profiling, or commercial exploitation. Information relating to children is processed solely for authorised purposes connected to the delivery of services requested by customer organisations.
Where sensitive information is processed through our platform, we apply additional safeguards designed to protect its confidentiality, integrity, and availability. Access to such information is restricted to authorised individuals who require access for legitimate operational purposes and who are subject to appropriate confidentiality obligations.
Customers remain responsible for ensuring that they have obtained all necessary permissions, authorisations, and legal authority to provide personal and sensitive information to Quliance.
How Information Is Collected
Information may be collected directly from individuals when they create an account, contact our team, attend an event, subscribe to communications, request support, complete forms, participate in training, or otherwise interact with Quliance.
Information may also be collected indirectly through customer organisations that use Quliance to manage their operations. We may also receive information through authorised integrations with third-party systems, onboarding processes, analytics technologies, cookies, and other tools used to improve platform functionality and customer experience.
How We Use Information
The information collected by Quliance is used to provide, maintain, support, secure, and improve our services. This includes enabling access to the platform, supporting compliance and quality assurance processes, facilitating reporting and analytics, delivering customer support, communicating service updates, managing accounts, conducting training, responding to enquiries, monitoring platform performance, improving functionality, and maintaining the security and reliability of our services.
We may also use information for internal research, product development, strategic planning, quality improvement, and service enhancement activities. Wherever possible, information used for analytical purposes will be aggregated, anonymised, or de-identified.
Quliance will never sell personal information to third parties.
Data Ownership, Sovereignty, and Trust
Quliance recognises that customer organisations retain ownership of the information they upload into the platform. The role of Quliance is to provide secure technology and services that enable customers to manage that information effectively.
Except where required by law or authorised by the customer, Quliance does not use customer information for purposes unrelated to providing and improving its services. Customer organisations remain responsible for determining what information is entered into the platform and for ensuring that they have the necessary authority to collect, use, and share that information.
Quliance is committed to maintaining the trust placed in us by children, families, educators, leaders, and service providers. Information entrusted to Quliance will never be sold, rented, traded, or used for advertising purposes. We believe information belongs to the individuals and organisations it relates to, and we act as responsible custodians of that information for authorised and lawful purposes only.
Artificial Intelligence and Automated Technologies
As Quliance continues to evolve, certain features may utilise artificial intelligence, machine learning, automation, predictive analytics, or other emerging technologies to support quality assurance, compliance management, workflow optimisation, reporting, and organisational improvement.
Any AI-assisted functionality is intended to support, rather than replace, professional judgement and decision-making. Users should independently review AI-generated outputs before relying on them for operational, compliance, educational, governance, or employment-related decisions.
Quliance will not use customer information to train publicly available artificial intelligence models without the explicit consent of the relevant customer.
Security and Protection of Information
Protecting information is a fundamental responsibility of Quliance. We maintain administrative, technical, operational, and physical safeguards designed to protect information from unauthorised access, misuse, disclosure, alteration, loss, or destruction.
These safeguards may include encryption technologies, access controls, authentication mechanisms, audit logs, monitoring systems, secure hosting environments, vulnerability management practices, backup procedures, disaster recovery planning, and ongoing security reviews.
While we take reasonable steps to protect information, no technology system can guarantee absolute security. Users acknowledge that information transmitted over the internet always carries some degree of risk.
Data Retention
Quliance retains information only for as long as necessary to fulfil the purposes for which it was collected, comply with contractual obligations, meet legal and regulatory requirements, resolve disputes, and protect legitimate business interests.
When information is no longer required, we will take reasonable steps to securely delete, anonymise, or destroy it in accordance with our retention practices and legal obligations.
Data Breaches
Quliance maintains procedures for identifying, investigating, managing, and responding to privacy and security incidents.
If we become aware of a privacy breach that is likely to cause serious harm, we will take reasonable steps to contain the breach, assess its impact, notify affected customers where appropriate, and fulfil any legal notification requirements, including notification to the Office of the Privacy Commissioner where required under the Privacy Act 2020.
Your Rights
Individuals may request access to personal information held by Quliance, request corrections to inaccurate information, seek clarification regarding how information is managed, or make a complaint regarding privacy matters.
Requests relating to information originally collected by a customer organisation may be referred to that organisation, as they remain responsible for determining access rights and disclosure obligations under applicable legislation.
We are committed to handling privacy requests fairly, respectfully, and in accordance with applicable law.
Changes to this Privacy Policy
Quliance may update this Privacy Policy from time to time to reflect changes in legislation, technology, business practices, or service offerings. Any updated version will be published through our website or platform.
Continued use of Quliance following publication of an updated policy constitutes acceptance of the revised Privacy Policy.
Contact Us
If you have any questions, concerns, requests, or complaints relating to privacy or the management of personal information, please contact:
Privacy Officer Quliance Solutions Limited
Email: info@quliance.com
Website: www.quliance.com
New Zealand
Quliance is committed to fostering a culture of trust, transparency, accountability, and responsible stewardship of information. We believe that strong privacy practices are essential to supporting quality outcomes for the organisations, professionals, children, and families who rely on our services.