Privacy policy

1. Who we are

Servery is an iPad application published by Nexcentric Pty Ltd (ABN 84 682 372 952), registered in Queensland, Australia. In this policy, "we" and "us" mean Nexcentric Pty Ltd, and "you" means the education and care service using Servery.

We are bound by the Australian Privacy Principles in the Privacy Act 1988 (Cth). This policy covers both the Servery application and this website.

2. What Servery stores on your device

Servery stores the following in the application's private storage on your iPad. All of it is entered by you. None of it is transmitted anywhere.

About your service

• Service name and ACECQA service approval number, which are printed on the Evidence Pack
• Number of enrolled children in each age bracket

About children with dietary requirements

• First name and last initial only — Servery does not ask for, and has no field for, a full surname
• Age in years
• Dietary requirements: what the requirement is, which allergens it covers, and its severity from family preference through to anaphylaxis
• Any note you add about what is in place, such as "EpiPen on site" or "speech pathology plan"
• The expiry date of a medical management plan, if you record one
• Days of the week the child does not attend

About food

• Menus by week, recipes, ingredients, quantities, allergen tags and costs
• Records of any decision to serve a child a separate plate
• A timestamped history of changes, which forms part of the compliance record

Servery does not ask for parent or guardian contact details, addresses, Medicare or CRN numbers, photographs, or any payment information.

2a. Signing in

Servery is sold to services, not to individuals, so an iPad has to be signed in to a service before it will take real records. Signing in sends two things to our server: the email address and the password. In return the server issues a signed confirmation that your service has access, which the iPad stores and checks by itself from then on.

We keep the email address, a one-way hash of the password (never the password itself), your service name and approval number, the date access runs to, and the time of the last sign-in. We use it to run your account and nothing else. We do not sell it, do not share it for marketing, and do not use it for advertising or tracking.

No information about any child is ever sent with a sign-in, or at any other time.

A connection is needed for the sign-in itself and occasionally afterwards to confirm your access is still current. Everything else — planning a week, the allergen checks, the Evidence Pack — works with no connection at all.

3. Who holds this information

This distinction matters, so it is worth stating plainly.

Your service collects and holds the information about children. Servery is software that stores it on a device your service controls. We do not receive it, cannot see it, and could not retrieve it if asked — there is no server holding a copy of any child's record and no administrative access to your iPad.

We do hold your account: the email address you sign in with, when you last signed in, your service name and how long your access runs. That is what lets us tell one service from another. It is kept separately from anything about a child, because nothing about a child ever reaches it.

The practical consequence is that your existing privacy obligations to families apply to this information exactly as they do to your enrolment records, and your own privacy policy and collection notices govern it. We are not a cloud provider holding your data on your behalf.

This will change if you choose to use a future version of Servery that synchronises between devices. We will not enable that silently — see section 11.

4. Children and health information

Information about a child's allergies, intolerances, anaphylaxis risk and medical management plans is health information, and therefore sensitive information under the Privacy Act. It attracts a higher standard of protection than ordinary personal information.

Servery never collects this information from a child. You enter it, from records your service already holds under the Education and Care Services National Regulations.

Because your service is the entity collecting and holding it, obtaining consent from parents and guardians for its collection and use — including its use in software like Servery — is your service's responsibility, not ours. If your existing collection notice does not mention that dietary and medical information may be recorded in menu planning software, that is worth updating.

5. What we collect

Very little, and never from inside the application.

• Support correspondence. If you email us, we hold your email address and whatever you tell us, for as long as needed to help you and to keep a record of the issue. Please do not send us children's details — we do not need them and would rather not hold them.
• This website. It sets no cookies and carries no advertising or third-party tracking. Our host, Cloudflare, processes standard server request information such as IP address in order to serve and protect the site.
• The App Store. Apple gives us aggregate download and crash statistics that do not identify you or your service. That is Apple's collection, under Apple's privacy policy, not ours.

We do not build profiles, we do not sell information to anybody, and we do not use anything you give us for advertising.

6. Storage and security

Servery's data file lives in the application's private storage, which other apps cannot read. It is not written to Files, Photos, or iCloud Drive.

The file is marked with iOS file protection, which means iOS encrypts it and it cannot be read while the iPad is locked.

This protection depends on the iPad having a passcode. On a device with no passcode, iOS file protection has nothing to derive a key from and the file can be read by anyone holding the device. Servery tells you which state your device is in, on the Service & data screen. If you use Servery, set a passcode on the iPad — this is the single most important thing you can do to protect these records.

We have no ability to access your device or its contents.

7. Exports and sharing

An Evidence Pack is a normal PDF containing children's first names, last initials and their dietary requirements. Generating it saves a copy in the app's temporary storage, which is cleared each time you generate a new one.

When you share that PDF — by email, AirDrop, printing, or saving it elsewhere — it leaves Servery and is outside the app's control and ours. Treat it as you would a printed allergy list: it is a document about children's health, and where it goes is your decision to make carefully.

8. Overseas disclosure

Information you enter into Servery does not leave your device, so it is not disclosed overseas.

Our website is served by Cloudflare, which operates globally, so website request information may be processed outside Australia.

Email we exchange with you is handled by Microsoft 365. Microsoft operates globally and, depending on how the tenant is configured, that correspondence may be stored or processed outside Australia. This applies only to email you choose to send us — never to anything you enter into the app.

If a future version introduces synchronisation, the data would be stored in an Australian region and we would say so specifically, along with who processes it.

9. Keeping and deleting

You control retention, because the records are on your device.

• Removing a child from the roster deletes their details from Servery.
• Erase everything, on the Service & data screen, destroys every child, week, recipe and history entry, including any copy the app set aside after a failed load. It cannot be undone and there is no backup.
• Deleting the app from the iPad removes its storage with it.

Bear in mind that your service has its own record-keeping obligations under the National Regulations, which may require you to keep menu and dietary records for a set period. Deleting from Servery does not discharge those obligations, and we would encourage you to export what you need before erasing anything.

Support correspondence we hold is deleted when it is no longer needed, and within 24 months at the latest.

10. Access and correction

Everything Servery holds about a child is visible and editable in the app, on the Children screen. If a family asks your service for access to, or correction of, their child's information, you can act on that yourself without involving us.

If you want access to or correction of the support correspondence we hold about you, email us and we will respond within 30 days.

11. Changes to this policy

If we change this policy we will update the date at the top and publish the new version here.

If a future version of Servery changes what happens to your information in a material way — synchronising it to a server, or introducing crash or analytics reporting — we will say so clearly in the app before it takes effect, not only in an updated policy. A change of that kind will not be switched on for existing data without telling you first.

12. Contact and complaints

For anything about privacy, including a complaint about how we have handled information:

Privacy Officer, Nexcentric Pty Ltd
privacy@servery.com.au
Level 1, 888 Brunswick Street
New Farm QLD 4005
Australia

We will acknowledge a complaint within 5 business days and respond substantively within 30 days. If you are not satisfied with our response, you can take the matter to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.