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StudyPass

STUDYPASS PRIVACY POLICY

Platform Provider: StudyPass ("StudyPass", "we", "us", "our")

Applies to: the StudyPass app, the StudyPass websites and each college's StudyPass admin panel (the "Platform")

Effective date: 15 October 2026

Version: 1.0.0

ABOUT THIS POLICY

This policy explains how StudyPass collects, uses, discloses and protects personal information, in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). It forms part of the StudyPass Student Terms of Use, and words defined there (such as "Education Provider", "Group" and "Content") mean the same here.

StudyPass provides the Platform to Education Providers (colleges, RTOs, schools and other training organisations). Your Education Provider creates your account, decides which details it gives us, and runs its own Groups. Your Education Provider has its own privacy obligations for your student records; please also read its privacy policy.

1. THE INFORMATION WE COLLECT

1.1 From your Education Provider

  • your name, email address and, where provided, student number or ID;
  • your role (student, trainer or administrator), account status and the classes or Groups you belong to.

1.2 From you

  • profile details you add, such as a preferred name, profile photo or short bio;
  • a photo you upload for a digital Student ID, if your Education Provider uses that feature;
  • Content you post or send: messages, posts, comments, reactions, poll and survey answers, images, videos, files and voice notes;
  • reports you make about Content or behaviour, and messages you send to us;
  • your acceptance of the Terms (the date and version you agreed to).

1.3 Automatically

  • device and app information, such as device type, operating system, app version and a push-notification token;
  • IP address and, where applicable, phone area code, which we may use to estimate your general location (such as city or region). We do not collect precise GPS location;
  • usage and security logs (for example sign-in times and errors), and crash reports.

The app asks for access to your camera, photos or microphone only when you choose to take or attach a photo, video or voice note.

2. HOW WE USE IT

We use personal information to:

  • create and run your account and sign you in;
  • deliver messages, posts, resources and notifications within your Education Provider's Groups;
  • let your Education Provider administer, moderate and support its students, including for safety and welfare;
  • handle reports, enforce the Terms and meet our legal obligations, including under the Online Safety Act 2021 (Cth);
  • keep the Platform secure, prevent misuse, fix problems and improve how it works.

We do not sell personal information, and we do not use it for advertising or to build marketing profiles.

3. WHO CAN SEE IT AND WHO WE SHARE IT WITH

  • Your Education Provider: its administrators and authorised staff can see your account details and your activity on the Platform, including your posts and messages.
  • Other members of your Groups: they see your preferred or first name, your profile photo and the Content you share with them.
  • Service providers that help us run the Platform, under contracts that limit what they can do with it:
    • Linode (Akamai Cloud): hosting and data storage, on servers in Australia;
    • Sentry (Functional Software, Inc.): crash reporting and monitoring, processed in Germany;
    • Google Firebase Cloud Messaging and Apple Push Notification service: delivering notifications to your device;
    • our email delivery provider: sending invitations and account emails;
    • Apple Wallet: only if you choose to add your Student ID to it.
  • Authorities, where required or authorised by law (for example, to the eSafety Commissioner, police or a court).

3.1 Overseas disclosure

Your Content and account data are stored in Australia. Crash reports are processed by Sentry in Germany, and notification services (Google and Apple) may process limited information, such as your device token and the notification text, in the United States and other countries. We take reasonable steps to make sure these providers handle personal information consistently with the APPs.

4. STUDENTS UNDER 18

Where a student is under 18, their Education Provider is responsible for obtaining any parent or guardian consent the law requires. We apply the same supervised-environment protections described in the Terms, and Education Providers can moderate and remove Content.

5. KEEPING IT SECURE

We use reasonable technical and organisational measures to protect personal information, including encryption in transit (HTTPS), hashed passwords, access controls that keep each Education Provider's data separate, and time-limited links for chat files. No system is completely secure; if we become aware of an eligible data breach, we will notify affected people and the Office of the Australian Information Commissioner (OAIC) as the law requires.

6. HOW LONG WE KEEP IT

  • Account and profile data (name, email, student ID): for the life of your account, then deleted or anonymised within 30 days of the account ending, unless the law requires us to keep it.
  • Messages and posts: for your enrolment with the Education Provider and 12 months after your account ends, or longer if record-keeping laws require.
  • Technical and usage logs (including crash reports): up to 12 months from collection.
  • Safety and incident records: as long as reasonably needed to resolve the matter, or as the law requires.

7. ACCESS, CORRECTION AND DELETION

You can ask us for access to the personal information we hold about you, ask us to correct it, or ask us to delete it, by emailing [email protected]. You can also ask your Education Provider. We will respond within 30 days. Where your Education Provider supplied the information, we may need to work with it on your request, and some information may need to be kept for legal, safety or record-keeping reasons; if so, we will tell you why.

8. QUESTIONS AND COMPLAINTS

If you have a question or a complaint about how we handle personal information, contact us using the details below. We will acknowledge your complaint and aim to resolve it within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at www.oaic.gov.au or on 1300 363 992.

9. CHANGES TO THIS POLICY

We may update this policy from time to time. We will post the new version here with a new effective date and, for significant changes, let you know in the app.

CONTACT

StudyPass – Privacy

Email: [email protected]

Address: Level 7, 5 Lawson Street, Southport QLD 4215

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