Edumate Privacy Policy

Last Updated 27 February 2018

Edumate is a web-based records and learning management platform system owned and operated by Edumate Pty Ltd.  This Privacy Policy applies to Edumate Pty Ltd ("we", "us", "our") and its related bodies corporate in relation to personal information collected, stored, used or disclosed in or for Edumate.

We recognize the importance of your privacy and that you have a right to control how your personal information is collected and used.  This Privacy Policy explains how we collect, use and protect personal information in Edumate in compliance with applicable privacy laws (“Privacy Laws”).  This Privacy Policy must be read together with the Edumate Terms of Service.

1.    Collection of Personal Information

We collect personal information from schools which contract with us to use Edumate ("Clients").  We also collect personal information from such Clients' employees, students, students' parents and legal guardians, and other persons who the Clients authorise to access or use Edumate (each an "authorised user").

When Clients agree to use Edumate, they provide us with information necessary to create their school account in Edumate.  This includes the first name and surname of each individual who the Client authorises to use their Edumate account.  Clients also provide information about their students, which at a minimum includes the first name and surname of each individual student.  This information is collected by us and stored in Edumate, and is used for school purposes to allow Clients to create, view and manage their student records within Edumate.

Clients use Edumate as their student management system and so may choose, at their discretion, to provide us with additional information about their students to store in Edumate.  Clients may also create accounts in Edumate for students and/or their parents or legal guardians by importing their existing records and providing those individuals with access credentials. Student, parent and legal guardian users who are provided with access credentials may enter information about themselves or their children directly into Edumate.

 

Information that is provided by Clients or their authorised users and held in Edumate is accessed and used by Clients for their own purposes (as determined by the Client), which may include internal review, analysis, reporting and work with students. Such information may include:

·         Academic performance data (task and assessment marks, standardized testing marks, learning observations)

·         Contact data (student-family relationships and living arrangements)

·         Welfare data (awards and discipline)

·         Medical data (medical alerts, conditions, vaccination history, learning disabilities)

·         Attendance data

·         Financial data (tuition payments, invoices)

·         Notes attached to student profiles, which may capture any additional information at the discretion of the Client

 

 

If you are an authorized user of a Client, including an employee, student, parent or legal guardian, and you do not allow us to collect the information described above or store it in Edumate, we may not be able to fulfill the applicable purpose of collection, such as to supply Edumate to you or the Client with whom you are associated.

We collect personal information in the manner set out above.  If we receive personal information about you from someone else, we will take reasonable steps to ensure you are aware that we have collected such information and the circumstances of the collection.  Where we receive information about you from a Client, such reasonable steps involve us obliging the Client to take steps to notify you that such information has been provided to us, where such notice is required by Privacy Laws.

2.    Usage Information and Cookies

When a Client or any of its authorised users uses Edumate, our servers automatically collect the Internet Protocol ("IP") address associated with the user's computer. We may also collect additional information such as the login timestamp, the user's browser type and version, and the operating system of the user's computer. This information is logged to help us to diagnose technical problems and to administer Edumate.

To collect information about an individual user's use of Edumate, we use cookies. Cookies are small data files sent by a website or application and stored on the computer or device at the request of that site or app. Cookies store information related to a user's browser, user name and unique identifier which enable us to recognize the browser on return visits to Edumate and to remember the user's preferences. We use third-party service providers to assist us in collecting and understanding the usage information. Most browsers can be set to detect browser cookies and to let a user reject them, but refusing cookies may make it difficult to use Edumate. To learn more about browser cookies, including how to manage or delete them, look in the Tools, Help or similar section of your Web browser.

By using Edumate, you agree to the use of these tracking technologies.

3.    How We Use and Disclose Personal Information

We use and disclose your personal information only in compliance with applicable Privacy Laws and our agreements with the Client with whom you are associated, and only for the purpose for which it was collected or for a related purpose, unless you have consented to a different use or disclosure or a different use or disclosure is otherwise allowed by the Privacy Laws.  Our main purposes for collecting, holding, using and disclosing your personal information are:

·         to enable you or the Client with whom you are associated to access and use Edumate; and

·         to operate, supply, maintain and improve Edumate. 

We do not use personal information collected through Edumate for commercial purposes, including marketing purposes. In addition, we do not disclose, distribute, access or reference any personal information except as noted at the time that we collect the information or in the following circumstances:

·         When directed or agreed by the Client that provided (or whose authorised user provided) the information to us ("relevant Client")

·         If we believe it is necessary to provide the relevant Client or its authorised users  with access to or use of Edumate

·         To our third party service partners to permit them to provide features and services on our behalf and as requested by the relevant Client (see Third Party Services section )

·         To resolve a problem or support issue on behalf of the relevant Client

·         To investigate a suspected violation of the Edumate Terms of Service

·         To protect the rights, property or personal safety of any Client or Client's authorised user,  or any member of the public, or to protect our interests

·         As may be required by law or as ordered by a court, in which event we shall notify the relevant Client and shall work with them to seek to limit the scope of the required disclosure

·         In the event of a reorganization, merger, sale, assignment, bankruptcy or other disposition of our business, in which case the transferred information will remain subject to the terms of this Privacy Policy or a privacy policy in substantially similar terms.

We may use or disclose information that is not personal information, including aggregated, de-identified data, for a variety of purposes subject to applicable law, including:

·         to improve our educational products for adaptive learning purposes and for customizing the student experience

·         to demonstrate the effectiveness of Edumate, including in our marketing materials

·         to develop and improve our products

4.    Third Party Services

We provide Clients who use Edumate with access to a variety of features which Clients may choose to make available to their employees and students and other persons who a Client authorises to access Edumate.  These features are available at the sole discretion and control of Clients. Some of these features are included in Edumate and provided by us but may use third party services.  Other features are operated by third party providers.

Where we provide to you or the Client with whom you are associated a feature that is included in Edumate but which uses third party services, we may share your personal information with select third party service providers to facilitate our delivery of the feature or to have the service provider provide the feature on our behalf.  Such features may include customer service, maintenance services, email management, database management, analytics and improvement of Edumate, or assistance for us to better understand how Edumate is used.  Our provision of your information to such third party service providers is subject to our Privacy Policy. 

Where a Client chooses to access a feature which is operated by a third party provider, and make that feature available to their students or other authorised users of Edumate, a limited amount of personal information may be required to be provided to the third party provider to enable it to deliver the feature. These third party features are not under our control.  Where you or the Client with whom you are associated deal with such third party providers, we are not responsible for the content of the third party provider's services or its collection of information, nor are such services or the collection, use or disclosure of information by the third party provider subject to our Privacy Policy.  Those third party providers and their services have their own terms and privacy policies, and we encourage you to review them before disclosing your personal information to such third party providers.

5.    How You May Access or Modify Your Information

Clients may update or change their institution's information by contacting us, or in some cases, may update their records by directly accessing the relevant areas of Edumate. We also provide Clients with a dashboard that allows them to access, modify and delete student and parent information, as may be required by law or otherwise deemed necessary from time to time. At their discretion, Clients may also provide students and parents with the ability to access and review select information. Each Client sets access permissions to determine what information each user may access and review.

Given Edumate is used at the direction of a Client, you should work directly with the Client with whom they are associated to access or modify your information or manage permissions.

Should you require assistance from us in accessing, modifying or otherwise controlling your personal information that is hosted by Edumate, including if you wish to the access the personal information we hold about you, please contact us at the.team@edumate.com.au.

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6.    Security

We are committed to protecting the security, integrity and confidentiality of the data we hold in Edumate through the use of physical and technical safeguards. We use SSL and server authentication technology to protect data when Edumate is accessed using a supported web browser.

We host the data that we collect in secure server environments that use a firewall and other industry-standard technology in an effort to prevent interference or access from outside intruders. We also require unique account identifiers, user names, and passwords that must be entered each time Clients or other users sign on to Edumate. The Internet, however, is not perfectly secure and Edumate is not responsible for security breaches not reasonably within its control.

We require that each user of Edumate maintain the confidentiality of their user name and password. If a Client or their authorised user becomes aware of any unauthorized use of an account, loss of an authorised user's account credentials, or otherwise suspect a security breach, they must notify us immediately.

7.    Data Retention

Edumate is a system of record for Clients and we hold and retain information in Edumate at the sole discretion of Clients, and for as long as they have active agreements with us.  We delete personal information collected from a Client and their users from Edumate when the Client's agreement with us terminates.  We may retain de-identified information for the purposes described in 3 above.

8.    Disclosure of information to outside jurisdiction of collection

Although we generally do not transfer information collected in Australia to other countries, we may disclose personal information outside of the jurisdiction from which it was collected.  The privacy laws of those countries in which we disclose information may not provide the same level of protection as the privacy laws of the country from which the personal information was collected.  However, this does not change our commitments to safeguard your privacy and we will comply with all applicable laws relating to the cross-border data disclosure.

9.    Updates to This Policy

As the Edumate product evolves, we may make changes to this Privacy Policy. The "last updated" note at the top of this page indicates when this Privacy Policy was last revised. We reserve the right to change this Privacy Policy at any time and notify you by posting an updated version of the policy within Edumate.  If at any point we decide to use your personal information in a manner materially different from that stated at the time it was collected, we will notify you by email or via a prominent notice within Edumate, and where necessary we will seek your prior consent (either directly or by contacting the Client with whom you are associated). Changes to this Privacy Policy will become effective when we post the revised Privacy Policy within Edumate, or otherwise in accordance with the requirements of Privacy Laws.

10.Contact

If you have any concerns or complaints about how we handle your personal information, or if you have any questions regarding this Privacy Policy, please contact us at: the.team@edumate.com.au

 

In most cases we will ask that you put your request in writing to us.  We will investigate your complaint and will use reasonable endeavors to respond to you in writing within a reasonable period after receiving the written complaint.  If we fail to respond to your complaint within a reasonable period or if you are dissatisfied with the response that you receive from us, you may have the right, depending on the jurisdiction, to make a complaint to the applicable regulator.

 

Edumate Privacy Collection Statement

The Edumate student and academic management system is operated by Edumate Pty Ltd (ABN 56 620 600 946) (referred to as "we", "us", "our").  This privacy collection statement is intended to give you a summary of how we may use your personal information that we currently hold or which you provide by using the Edumate system.  It should be read in conjunction with the Edumate Privacy Policy, which sets out the basis on which we will collect, store, use and disclose personal information.

We may collect your personal information for a range of purposes in the course of providing services on [the Edumate platform system] to you or to the school with which you are associated.  Your personal information is any information that may be used to personally identify you, and may include your name, address, contact details, academic performance data, or medical or financial data.  We may collect your personal information if you or a representative of the school with which you are associated enters it into the Edumate system.  This information is collected so that we can do certain things, including performing or improving our Edumate services. If you do not provide us with your personal information, it may mean we cannot provide you or your school with certain services.  If you or the school with which you are associated has previously used or accessed the Edumate system, we may already hold your personal information.

Further information, including how you can contact us, how you can make an enquiry or a complaint, and information on how you can access or correct any personal information of yours that we may hold, is set out in the Edumate Privacy Policy.  By using the Edumate system, you consent to us collecting, storing, using and disclosing, in accordance with the Edumate Privacy Policy, any of your personal information that we currently hold or that we may in the future collect from you.  If you have any questions or concerns regarding this privacy collection statement, you should send us an email at the.team@edumate.com.au.