Privacy

Ratio is a record-keeping tool for staff credential compliance. The information in an account is the information you or your staff enter.

• Account details: the email address you sign in with, and your centre name, address and state or territory.
• Staff records: name, role, work email, employment dates, optional profile photo, and any notes you add.
• Credential records: credential type, card or certificate number, issue and expiry dates, status, and the outcome of register checks you record.
• Evidence files: the images and PDFs you upload as proof of a credential.
• Activity logs: which account made a change, what changed, and when.

• No information about children, families or enrolments. Ratio has no child records anywhere in the product.
• No passwords. Sign-in uses a one-time magic link sent to your email address.
• No payment card details are stored in the application database.

Staff and credential information is used only to run the features you see: calculating live status from expiry dates, producing alerts, generating the evidence pack, and keeping an audit trail of changes. Your data is not sold, and it is not used to train AI models.

Access is limited to the signed-in accounts attached to your centre or group. Records are protected at the database level by row-level security policies, so a request that is not tied to your account cannot read your rows. Staff who use a self-onboarding link can only submit their own details; they cannot see your roster.

Ratio runs on managed cloud infrastructure that provides the database, authentication and file storage behind the app, plus the hosting for the application itself. Data is transmitted over HTTPS and encrypted in transit, and stored on managed infrastructure operated by those providers. Backups and provider-side administration are handled by the hosting platform.

The hosting region and any sub-processor list for your account can be confirmed on request; we do not publish claims about data residency we cannot verify for your specific account.

Records stay in your account until you delete them. Archiving a staff member keeps their history for your audit trail; deleting a staff member removes their records and evidence files. If you close your account, ask us to delete it and the account data will be removed.

Because you enter and control this information, you are the organisation your staff should approach first for access or correction. Ratio gives you the tools to view, edit, export and delete every record you hold. If a staff member contacts us directly, we will refer them to your centre.

Australian Privacy Principles apply to how you handle staff records; Ratio is the software you use to do it, not the holder of the relationship with your staff.

For a privacy request, a copy of your data, or a question about this page, contact the operator of your Ratio account. Add your organisation's privacy contact address here before you publish the site so requests reach a monitored inbox.