Security
How we look after your studio's records.
You're trusting us with children's names and dates of birth, and their families' contact details. This page says what's in place today, in plain words. When something changes, this page changes with it.
Last updated October 2026
01
Each studio is kept apart
Many studios use Prosford HQ, so keeping their records apart is the first thing it has to get right. Our code only ever asks for the records of the studio you're signed in to, and the database enforces the same rule on its own. Even a mistake in our code can't show one studio another studio's records.
02
Signing in
Every page is served over HTTPS. Each studio has its own address and its own sign-ins, and signing in to one studio never signs you in to another.
You can sign in with a passkey: your phone or laptop's fingerprint, face or PIN, with no password to type. A passkey only works at the studio it was made for. New admins join only by invitation from an existing admin, through a link that expires.
03
Backups
Your studio's records are backed up automatically, encrypted, and kept in private storage apart from everything else. Copies go back six months, so a bad day never costs you a term.
04
Payments
Your Prosford HQ subscription is paid through Stripe, so your card details go to Stripe and never to us. Families pay you directly, into your own bank account, and their money never passes through Prosford HQ.
05
Who can see your records
Only the people who build Prosford HQ can reach your studio's records, and we use them only to run Prosford HQ for you. The privacy policy lists every other service that handles them for us.
06
If something ever goes wrong
If your studio's records are ever seen by someone who shouldn't see them, we'll tell you within 72 hours of finding out: what happened, what it touched and what we've done about it. Then we'll help you tell your families, and the Privacy Commissioner where the law asks you to.
07
Found a security problem?
Email hello@prosfordhq.com with "Security" in the subject. A person replies within one working day, and we'll tell you what we found and what we changed.