KidSync Privacy Policy

1. Who we are

KidSync is a family calendar app for parents. It uses on-device OCR plus optional cloud OCR to read school notices and turn them into calendar events. KidSync is developed and operated by Workflow Architects, Hong Kong ("Workflow Architects", "we", "us"). This privacy policy explains what personal data the app collects, how we use it, and the choices you have. It also forms part of the legal agreement between you and Workflow Architects; by creating an account or using the app you confirm that you have read, understood and accepted it, and you use KidSync at your own risk.

2. Who KidSync is for

KidSync is designed for parents and guardians (age 18+). It is not directed to children under 13, and we do not knowingly collect personal information from children. Parents may store their child's first name, optional photo, school name and class label inside the app so events can be tagged to a child. That data stays inside the parent's own account and is shared only with family members the parent explicitly invites. The parent or guardian is solely responsible for any child information they choose to enter and confirms they have the right and authority to provide it. Workflow Architects acts only as a processor of that information on the parent's instruction and accepts no responsibility for content a user chooses to upload.

3. What we collect

Account data

Email address, password (stored as a one-way hash, never in clear text), display name. Used to authenticate you and identify your account.

Family & children data

Family name, family invite code, your role in the family, the first name and (optional) school/class/avatar of each child you add. Used to scope your calendar and assign events to children.

Calendar events

The title, date, time, location, notes and child assignment of every event you save in the app, whether typed manually or extracted from a scan.

Photos of school notices (ephemeral)

When you scan a notice, the image is first processed on your device. If on-device OCR fails or text quality is low, you may opt in to a one-time cloud OCR fallback. In that case the image is sent over an encrypted connection to Google Cloud Vision, which returns the extracted text, and we discard the image immediately afterwards. We never archive or train on your photos.

Diagnostic & usage data

Crash logs, performance traces and product-analytics events (e.g. "scan started", "event saved") that contain no message body and no event details. Used to fix bugs and improve the product. You can disable analytics in Settings.

What we DO NOT collect

We do not collect precise location, contacts, microphone audio, advertising identifiers, or browsing history. We do not sell personal data to anyone. KidSync does not show advertising and does not contain third-party ad SDKs.

4. How we use your data

• Authenticate your sign-in and keep your session secure.
• Store your calendar so it syncs across your phone, tablet and family members.
• Convert scanned notices into draft events you can review and edit before saving.
• Detect crashes and fix bugs.
• Reply to your support requests.

We do not use your data for advertising, scoring, profiling, or machine-learning model training.

5. Third parties we share data with

We use the following sub-processors strictly to operate the app. Each receives only the minimum data necessary for its role.

• Supabase (database & auth) — stores your account, family, children and events. Hosted in the United States.
• Fly.io (backend hosting) — runs the API in Tokyo (Asia-Northeast). No personal data is persisted on Fly machines.
• Google Cloud Vision API (optional cloud OCR) — converts your scanned image into text. Receives the image only at scan time and discards it after processing per Google's data policy.
• DeepSeek (event parser) — receives the extracted TEXT (not the image) of a notice to suggest event title, date, time and location. Receives no account identifiers.
• Sentry (crash reporting) — receives stack traces and device model to help us fix crashes. Personal data is filtered out before transmission.
• PostHog (product analytics) — receives anonymous usage events such as "scan started" or "event saved". No event content is sent. Self-hosted EU instance.
• Apple & Google — receive your push-notification token if you enable reminders, so we can deliver event reminders to your device.

6. How long we keep your data & how to delete it

Your account, family, kids and events are kept as long as your account is active. Scan images are never persisted — they live in RAM only during processing. Diagnostic logs are kept for 30 days then rotated out.

To delete your account and all associated data, open KidSync → Settings → Account → Delete Account, or email hello@wfai.hk from your account email. Deletion is permanent and processed within 7 calendar days.

7. Security

All traffic between the app and our servers uses TLS 1.2 or higher. Passwords are hashed with bcrypt. Database access is restricted to a small number of authorised maintainers. We will notify affected users within 72 hours of becoming aware of a personal-data breach that is likely to result in risk to their rights.

8. Your rights

Under Hong Kong Personal Data (Privacy) Ordinance, EU GDPR, UK GDPR, California CCPA and similar laws you may:

• Request access to a copy of your personal data.
• Request correction of inaccurate data.
• Request deletion of your data.
• Withdraw consent for optional processing (e.g. analytics, cloud OCR).
• Lodge a complaint with your local data-protection authority.

To exercise any of these rights, email hello@wfai.hk. We respond within 30 days.

9. International data transfers

KidSync is operated from Hong Kong. Your data is stored in the United States (Supabase) and processed in Japan (Fly.io). When you use the optional cloud OCR or AI parser, that text is processed in Google Cloud and DeepSeek's regions. By using KidSync you consent to these transfers under standard contractual safeguards.

10. Changes to this policy

If we materially change this policy, we will notify you in-app and update the "Last updated" date above before the change takes effect.