Privacy policy
Your studio's records belong to your studio.
This is how Prosford HQ handles the information you and your families trust us with, written to be read rather than skimmed past.
Last updated October 2026
The short version
- Your studio's records belong to your studio. We hold them on your behalf.
- We use them only to run Prosford HQ for you. We never sell them or use them for advertising.
- Families with a question about their details should ask their studio first.
- Every other service that handles your records is listed on this page.
- If something goes wrong, we'll tell you within 72 hours of finding out.
Who we are
Prosford HQ is run by AT THE MINUTE LIMITED, trading as Prosford HQ, in Auckland, New Zealand: the people who run Prosford Studio in Ponsonby.
Our privacy officer answers questions about this policy at hello@prosfordhq.com.
Two kinds of information
About your studio
Your admins' names and email addresses, your studio's details, your subscription, what you send us, and records of how the app is used and when it goes wrong.
We're responsible for this.
About your students and families
Whatever your studio keeps in Prosford HQ: students' names and dates of birth, guardians' contact details, enrolments, attendance, invoices, payments and the answers to your forms.
Your studio is responsible for this.
We hold your students' and families' information on your studio's behalf, as its agent under section 11 of the Privacy Act 2020. That means we use it only to run Prosford HQ for your studio and to do what your studio asks. It stays your studio's information, not ours.
Children's information
Most of the people in Prosford HQ are children, so we're careful about what we do and don't do with their details.
- We never contact students or families on our own behalf. Every email they get from Prosford HQ is sent for their studio.
- We don't build profiles of children or families, and we never combine one studio's records with another's.
- Studios choose what their forms ask. We suggest asking only for what you need to teach and to bill.
How we use it
We use it to
- run Prosford HQ for your studio, and help when you ask
- keep it secure and fix what goes wrong
- email your admins about your account, trial and subscription
- decide what to build next, from what studios tell us and from error reports
We never
- sell it, or share it with anyone for their own use
- use it for advertising
- use your students' or families' details to train AI models
The assistant
Prosford HQ has an assistant you can ask about your studio. When you use it, your question and the records it needs to answer go to Anthropic, which provides the AI model behind it. Anthropic doesn't use them to train its models.
The assistant is off until one of your admins switches it on.
You can also connect an AI app of your own to Prosford HQ, so it can read your studio's records. What it reads then goes to that app, under your own agreement with whoever makes it.
Who else handles it
These services handle information for us, and only to do the job listed.
| Service | What it's for | What it handles |
|---|---|---|
| DigitalOcean | Runs Prosford HQ, its backups and its files | Everything stored in Prosford HQ |
| Stripe | Your Prosford HQ subscription | Your studio's name and billing email, and your card details, which only Stripe holds |
| Mailgun | Sending email | Each email and who it's to |
| Laravel Nightwatch | Telling us when something goes wrong | Details of what failed, which can include names |
| Anthropic | The assistant | Questions asked, and the records needed to answer them |
| Zoho | Our own email inbox | Emails you send us |
| Google Analytics | Counting visits to prosfordhq.com, not the app | Pages visited, device and rough location |
How long we keep it
- While your studio uses Prosford HQ, its records stay for as long as you keep them.
- You can ask for a copy of your studio's records at any time.
- If your studio leaves, we keep its records for 90 days in case you change your mind, then delete them.
- Copies inside our backups expire within six months after that.
Seeing and correcting it
- Studio admins: email us for a copy of what we hold about you, or to correct it.
- Families: ask your studio. It decides what's kept, and can correct or remove it. If you write to us instead, we'll pass your request to the studio and help it answer.
- If you're unhappy with how we've handled your information, you can complain to the Office of the Privacy Commissioner at privacy.org.nz.
If something goes wrong
If records we hold are ever seen by someone who shouldn't see them, we'll tell the studios affected within 72 hours of finding out: what happened, what it touched and what we've done. Then we'll help them tell their families, and the Privacy Commissioner where the law requires it. How we work to stop it happening is on our security page.
Changes to this policy
If we change how we handle your studio's records, we'll email your admins 30 days before it takes effect. The date at the top shows when this page last changed.
A question about your information?
Email us. A person replies within one working day.