Privacy Policy

Introduction

ACT School Reports ("we", "our", or "us") operates a Teacher Feedback Workspace for drafting feedback and reporting in various forms. We aim to support teachers with feedback in multiple ways, not only via report comments. We comply with applicable privacy legislation and data protection requirements in your jurisdiction, and with ACT Education Directorate requirements. We do not store any personal student information — only teacher-created, de-identified workspace data. Our platform is designed for de-identified student data only; do not enter real student names or personal details.

When a school asks "Is student data stored?" we can truthfully say: No. We do not store any personal student information — only teacher-created, de-identified workspace data.

Information We Collect

Account Information

When you create an account, we collect:

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

Workspace Data (De-identified Only)

In your teaching workspace, you may enter de-identified data only. We never collect or store:

• Real student names, emails, or student numbers
• Date of birth, address, or medical/behavioural/learning diagnoses
• Anything that could identify a real child

What you may use (and we may process transiently or store only when de-identified):

• Student code or nickname (e.g. "A17", "Blue-3", "Ella-Maths") — you know who that is; we do not
• Grade, subject tags, achievement level (A-E and descriptive scales)
• Teacher notes and AI-generated feedback drafts

You must not enter real names or personal details. As long as no real-world identity exists in our systems, it is not PII. We are not a regulated data processor for student records; you retain real student records in your school's official systems.

How We Use Your Information

We use the information we collect to:

• Generate AI-powered feedback and reporting content (including report comments) that meets ACT Education Directorate 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 with appropriate regional safeguards
• 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

Workspace Data: We do not store personal student information. Any de-identified workspace data (e.g. student codes, drafts, teacher notes) is encrypted at rest. Where we retain workspace data to support your workflow, we allow teachers to set auto-delete (e.g. after 6 months or at end of year) where that feature is available. You can delete your workspace data at any time from your account.

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.

Third-Party Services

We use carefully selected third-party services:

• OpenAI: For AI-powered feedback and content generation. We send only de-identified inputs (e.g. student code/nickname, achievement level, teacher notes). No real names or personal student details are sent.
• Stripe: For secure payment processing. Stripe is PCI-DSS compliant and does not have access to student data.
• Hosting Providers: Secure hosting for data storage and processing, with data residency and security practices aligned to your region where applicable.

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

Your Rights

Under applicable privacy law in your jurisdiction, 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 your local privacy or data protection authority (e.g. the OAIC in Australia)

To exercise any of these rights, please contact us at privacy@actschoolreports.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.

ACT Education Directorate Compliance

For teachers employed by ACT Education Directorate 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: