Privacy Policy

1. About this policy

Teachivo is an Australian business. This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you use the Teachivo website and services (the "Service"). We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

It should be read together with our Terms and Conditions. By creating an account or using the Service you acknowledge this policy.

2. What we collect

Account details: your title, first and last name, email address, role, organisation, state or territory, and your password (which we store only in hashed form). We also keep a record of when you accepted our Terms and which version.

Content you create: classes, rosters, assessments, marks, rubrics, report comments, worksheets, lesson plans, slides, scope and sequence plans, timetables you upload and any files or images you add, such as a profile picture.

Student information: information about your students that you choose to enter, such as names, marks and notes for report writing. We ask you to enter only what you need. Student full names can be encrypted for sharing (see section 7).

Billing information: if you subscribe, payments are handled by our payment provider. We receive details such as your plan, payment status and the last digits of your card, but we do not store full card numbers.

Technical information: things like your IP address, browser and device type, and log data used to run, secure and troubleshoot the Service. We also log usage of our AI features so we can manage cost and reliability.

Communications: messages you send us, including feedback. Feedback sent through the about page is anonymous, and we do not attach your name, email or account to it.

3. How we use personal information

We use personal information to: create and secure your account; provide, personalise and improve the Service; generate the content you request; process payments; send service emails such as password resets and notices; provide support; detect abuse and keep the Service safe; and meet our legal obligations.

We only use or disclose personal information for the purpose we collected it, for a related purpose you would reasonably expect, with your consent, or where the law requires or permits it.

If you leave "Share with the Teachivo library" ticked when you approve a lesson plan or worksheet, we keep a copy to improve the Service for all teachers. Before it is stored we remove its link to your class and any pictures; a copy that identifies a student, teacher or school is not used; and we do not include your name in anything other teachers could see. You can untick the option on each approval, and unticking it on a later approval removes the copy.

We do not sell your personal information, and we do not use student information for advertising.

4. AI providers

To draft content, the Service sends the material you ask it to work from, such as your prompts, class or unit details, and any content you have entered, to third-party AI providers. We aim to send only what is needed for the task and to avoid sending identifying student information where we can, but you should not enter information about students that you would not be comfortable being processed this way.

These providers process content on our behalf to return a result. Their handling of data is governed by their own terms and privacy policies, and they may process data outside Australia. We do not control their systems.

5. Who we share information with

We share personal information only with service providers who help us run the Service, under appropriate obligations, including: AI providers; our payment processor; our email delivery provider; our hosting, database and background-job providers; and bot-protection services used on public forms.

If you share a class with a colleague, the information in that class becomes visible to the people you share it with. You are responsible for choosing who you share with.

We may disclose information where required or authorised by law, to protect our rights, safety or the safety of others, or as part of a sale or restructure of the business (in which case we would require the new owner to honour this policy).

6. Overseas disclosure

Some of our providers store or process information outside Australia, for example in the United States. Before we disclose personal information overseas we take reasonable steps to make sure the recipient handles it in a way consistent with the APPs. By using the Service you understand that information may be handled overseas by these providers.

7. Security and encryption

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, including encrypted connections, hashed passwords, access controls and, for student information you share, end-to-end encryption.

Where encryption for sharing is used, student full names are encrypted in your browser using keys that we cannot read, and can be unlocked only with your password or your recovery code. This means we cannot recover that information if both are lost.

No method of transmission or storage is completely secure. We cannot be responsible for breaches that occur on your own devices, browsers, networks or accounts. Please use a strong, unique password, keep your recovery code somewhere safe, and log out of shared devices.

If we have reason to believe an eligible data breach has occurred that is likely to cause serious harm, we will assess it and notify affected people and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme.

8. Cookies and similar technologies

We use cookies and local storage that are necessary for the Service to work, such as keeping you logged in, remembering your theme setting, completing sign-in and noting that a free trial has been started from your browser. Our public forms may use a bot-protection service that runs checks in your browser. We do not use advertising cookies.

9. How long we keep information

We keep personal information for as long as your account is active and as needed to provide the Service. If you delete your account, or ask us to, we will delete or de-identify your personal information, except where we must keep some for legal, accounting or dispute-resolution reasons. Backups may retain information for a short period before being overwritten. To keep the free trial to one per person, we keep a one-way hash of your email address, and of the network address you signed up from, after your account is deleted; these cannot be turned back into your email or network address.

10. Your rights: access, correction and deletion

You can ask to access or correct the personal information we hold about you, by emailing support@teachivo.net. You can delete your account yourself at any time from your profile page. We may need to verify your identity first. We will respond within a reasonable time, usually within 30 days.

You can update many of your details yourself in your profile. Your email address cannot be changed after registration; contact us if it is wrong.

You can unsubscribe from marketing messages at any time using the link in them. We will still send essential service messages.

11. Information about students

Teachers decide what student information to enter, and are responsible for having the authority to do so and for following their school's, employer's and education authority's policies on student data and AI use. We recommend using first names or initials where possible.

The Service is designed for teachers and is not for use by children. We do not knowingly collect personal information directly from anyone under 18. If you believe a child has created an account, contact us and we will remove it.

12. Complaints

If you have a privacy concern or complaint, email support@teachivo.net with the details and we will investigate and reply in writing. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

13. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed, and we will give reasonable notice of material changes, for example by email or a message in the Service.

14. Contact us

Privacy questions and requests can be sent to support@teachivo.net.