Privacy Policy

Introduction

VIC School Reports ("we", "our", or "us") is committed to protecting the privacy and security of your personal information, particularly when it involves student data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

We understand the sensitive nature of educational data and comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth), as well as Victorian Department of Education data protection requirements.

Information We Collect

Account Information

When you create an account, we collect:

• Name and email address
• School name and location (VIC)
• Year level(s) and subject(s) taught
• Billing information (processed securely through Stripe)

Student Information

To generate report comments, you may provide limited student information:

• Student first name (or initials)
• Year level and subject
• Achievement level (A-E scales and learning goals)
• Teacher notes about student performance (optional)
• Special considerations flags (e.g., EAL/D, disability accommodations)

Important: We do not require or store student surnames, dates of birth, student identification numbers, or any other personally identifiable information beyond what is necessary to generate report comments.

How We Use Your Information

We use the information we collect to:

• Generate AI-powered report comments that meet Victorian Department of Education standards
• Provide, maintain, and improve our services
• Communicate with you about your account, updates, and relevant information
• Process payments and maintain billing records
• Analyse usage patterns to improve our AI models and user experience (using anonymised data only)
• Comply with legal obligations and protect our legal rights

Data Security

We implement industry-standard security measures to protect your information:

• Encryption: All data is encrypted in transit (TLS/SSL) and at rest
• Access Controls: Strict role-based access controls limit who can view data
• Secure Hosting: Data is stored on secure servers in Australia
• Regular Audits: We conduct regular security audits and vulnerability assessments
• Data Minimisation: We only collect and retain the minimum data necessary

Data Retention and Deletion

Student Data: Generated report comments are stored only for the duration necessary to provide the service. You can delete individual comments or all student data at any time from your account dashboard.

Account Data: If you close your account, we will delete your personal information within 30 days, except where we are required to retain it for legal or regulatory purposes.

Account Data: Account information is retained until you delete your account or request removal.

Third-Party Services

We use carefully selected third-party services:

• OpenAI: For AI-powered comment generation. No personally identifiable student information is sent to OpenAI beyond what is necessary for generation (first name, achievement level, teacher notes).
• Stripe: For secure payment processing. Stripe is PCI-DSS compliant and does not have access to student data.
• Hosting Providers: Secure Australian-based hosting for data storage and processing.

All third-party providers are carefully vetted and required to maintain equivalent or greater security standards.

Your Rights

Under Australian privacy law, you have the right to:

• Access: Request a copy of your personal information we hold
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request your data in a portable format
• Withdrawal of Consent: Withdraw consent for data processing at any time
• Complaint: Lodge a complaint with the Office of the Australian Information Commissioner (OAIC)

To exercise any of these rights, please contact us at privacy@nswschoolreports.com.au.

Children's Privacy

Our platform is designed for use by teachers and educators, not directly by students. We do not knowingly collect personal information from children under 18 without appropriate consent from parents or teachers acting in loco parentis.

Victorian Department of Education Compliance

For teachers employed by Victorian Department of Education schools, we acknowledge that student information remains subject to Department policies and procedures. Our platform is designed to complement, not replace, existing Department systems and protocols.

We recommend consulting with your school's leadership team and the Department's privacy office if you have any questions about using third-party educational technology tools.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by email or through a prominent notice on our platform.

Your continued use of the platform after such modifications constitutes your acknowledgement of the modified Privacy Policy.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: