Effective 1 October 2026
1. What this policy covers
This policy explains how Covie handles personal information when you use the website, create an account, join a shared calendar, book an appointment, contact us or use an optional integration.
2. Information Covie may hold
Depending on the features you use, Covie may hold:
- your name, email address and account identifiers;
- calendar membership and permission information;
- parenting schedules, family events, tasks and shared costs;
- staff profiles, published shifts, attendance records, timesheet corrections and leave requests;
- facilities and resource bookings, group events, RSVPs and availability you choose to share;
- salon services, practitioner profiles and working hours, appointment details, client names and optional contact details, and internal appointment notes entered by authorised salon staff;
- information about children that a parent chooses to add, which can include school, activity, health or practical information;
- approval requests and the status of shared changes;
- documents or profile photos you choose to upload;
- security and session information needed to protect accounts and operate the service;
- encrypted credentials required for optional integrations such as Google Calendar; and
- information you provide through the FAQ/Contact page, including your name, email address, contact reason and message.
Covie does not store your account password as readable plain text. Password authentication is handled by Covie’s managed authentication provider.
3. Why we use personal information
We use personal information where reasonably necessary to:
- create and secure accounts;
- show the correct shared calendar to authorised members;
- provide scheduling, costs, tasks, approvals and child profiles;
- provide staff scheduling, resource and appointment bookings, group events and availability;
- show your own relevant commitments in your private Personal overview;
- show a salon’s chosen business details, offered services, practitioner profiles and available times on a client booking page when the owner enables it;
- send account, approval or service-related notifications;
- provide integrations that you choose to connect;
- respond to support, privacy and feature requests;
- detect misuse, troubleshoot problems and protect Covie; and
- meet legal obligations that apply to us.
4. Where information comes from
Most information comes directly from you, from an authorised member of a calendar, or from the business, practitioner or client involved in a booking. Some technical information is generated automatically when Covie authenticates a session or processes a request.
5. Who can see information
Shared calendar workspaces are available to accounts with membership of that calendar, subject to the permissions for that calendar type. Joining one calendar does not give someone access to another calendar. Co-parenting information may be visible to the other authorised parent or viewer in that family calendar.
Staff Rosters separates manager tools from a staff member’s own schedule, attendance and requests. Shared Facilities shows members resource availability and their own bookings; an owner can choose how much of other members’ booking information is shared. Private booking notes are limited to the booking member and authorised organisers. Social Groups shares group events, RSVPs and the availability members choose to add with the group’s members.
Salon client booking pages start disabled. A salon owner can enable a separate client booking page. That page shows the business details, offered services and prices, enabled practitioner profiles and available appointment times selected for publication. It does not show other clients’ bookings, contact details, private notes or unrelated calendars.
Salon owners and managers can manage business appointments. Practitioners can access appointments assigned to them and the client details needed to manage those appointments. Signed-in clients can access their own appointment details without joining the salon’s shared workspace. Internal salon notes are not included in the client view.
Personal is a private overview for your account. It reads relevant items you can already access and links to their original records. It does not publish your other commitments to employers, businesses, groups, clients or co-parents, or automatically use them to block salon availability.
6. Service providers
We use specialist providers to operate Covie. These may include hosting, database and authentication providers, private file storage, email delivery and optional services such as Google Calendar.
Providers are given only the access reasonably needed to deliver their part of the service. They may process information outside New Zealand. Where cross-border processing occurs, we take reasonable steps to use providers and arrangements that support appropriate privacy and security protections.
Covie does not sell personal information to advertisers.
7. Optional Google Calendar connection
If you connect Google Calendar, Covie requests a limited permission intended to manage the calendar created by Covie. Connection credentials are encrypted before they are stored by Covie. You can disconnect the integration from Covie.
The current Google Calendar connection is optional, one-way output for co-parenting calendars; Covie remains the source of truth.
8. Files and documents
Uploaded files are kept in private object storage rather than being published at permanent public URLs. Covie creates short-lived, authorised links when a permitted user uploads or downloads a file.
9. Security
We use reasonable technical and organisational safeguards designed to protect personal information from loss, unauthorised access, misuse, modification and disclosure. These include authenticated access, server-side permissions, encrypted network connections, private file storage and restricted application secrets.
No online service can promise absolute security. If you believe your account or information has been exposed, contact us promptly through the Help page.
10. Retention and deletion
We aim to keep personal information only for as long as it is reasonably needed to operate Covie, maintain security and history that users rely on, meet legal requirements, or resolve a problem.
Some records may remain for a limited period in backups, audit history or system logs after they stop appearing in the live service. We avoid copying sensitive child-profile values into audit history where a record of which field changed is sufficient.
Cancelling a Facilities booking, Social event or Salon appointment retains its history. Changing or filtering the Personal overview does not cancel or delete the original item. Personal’s displayed commitments follow the current source record and your current access.
11. Access and correction
New Zealand privacy law gives people rights to ask for access to personal information about themselves and to request correction where it is inaccurate. Use the contact form and choose the privacy or security option. We may need to confirm your identity before responding.
12. Information about children
Covie accounts are for adults, including parents and caregivers organising family information. Parents and caregivers should only add child information that is genuinely useful for co-parenting and that they are entitled to provide. Extra care should be taken with medical, school and identity information.
13. Cookies and sessions
Covie uses essential authentication and preference cookies to keep you signed in securely and remember the calendar you selected. These are used to provide the service rather than for behavioural advertising.
14. Privacy incidents
If a privacy breach occurs, we will assess it and take appropriate steps. Where New Zealand law requires notification to affected people or the Office of the Privacy Commissioner, we will follow those requirements.
15. Changes to this policy
We may update this policy when Covie changes or privacy requirements evolve. The current version and effective date will be published on this page, and material changes will be made reasonably clear.
16. Contact
Privacy questions, access requests and correction requests can be sent through the Covie contact form.