Privacy Policy

1. INTRODUCTION

This document sets out the privacy policy of OneSkill AI Pty Ltd ACN 686 134 029 (referred to as “OneSkill AI”, “we”, “us”, or “our”).

For the purposes of the Privacy Act 1988 (Cth), and where applicable the EU General Data Protection Regulation (GDPR) and UK Data Protection Act 2018, we are the data controller of your personal data.

This Privacy Policy applies whenever we collect, use, store or disclose your personal information in connection with:

• the Learning Log mobile or web application (Application)

• our website and online services

• support, technical assistance, communication and marketing

• any interaction you have with us as a visitor, customer, or user

• any situation where a third party lawfully directs us to process your data.

Learning Log allows users to log daily learning activities, upload evidence (such as notes, photos, videos, or documents), and use AI services (such as Google Gemini) to suggest relevant curriculum outcomes and key learning areas (KLAs). Because users often enter information relating to children, we treat privacy and data protection with the highest priority.

Please read this Privacy Policy carefully. It explains:

• what personal information we collect

• why we collect it

• how we use, store and share it

• your rights and how you can contact us

If you have concerns, you may contact us or the relevant data protection authority.

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2. TYPES OF PERSONAL INFORMATION WE COLLECT

Depending on how you use the Application, we may collect the following categories of personal information:

2.1 Information about you (parent, guardian, educator, adult user)

• full name

• mailing or street address

• email address

• phone number and other contact details

• login information and authentication details

• social media or single-sign-on details (e.g., Google or Apple Sign-In)

• date of birth (if provided)

• billing details, including payment method (processed via trusted third-party providers)

• information provided in surveys, feedback, forms, or support requests

• device identifiers, IP address, usage statistics, analytics data, browser type and session information

• any other information you voluntarily provide.

2.2 Information about children or learners (entered by parents/guardians/educators)

Learning Log is used by adults to record learning activities for children or young people. The types of information you may enter include:

• child’s first name or preferred name

• child’s age or birth month/year

• learning notes, reflections, activity descriptions

• photos, videos, audio files and documents you upload

• progress notes, evidence or portfolio items

• curriculum outcomes or KLAs mapped by you or suggested by AI

• any other information you choose to enter about a child’s learning.

2.3 Sensitive information (only with your consent)

Depending on how you use the Application, we may process sensitive information, including:

• educational information relating to a child’s learning needs

• information about disability, neurodivergence, support needs or other relevant learning considerations

• other sensitive information you voluntarily provide.

We only collect sensitive information where you explicitly consent and where you have the authority to provide it.

2.4 Third-party information

You may provide information about another person (for example a co-parent, educator or support worker). By doing so, you warrant that you have their consent or lawful authority to provide that information.

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3. HOW WE COLLECT PERSONAL INFORMATION

We collect personal information directly from you when you:

• create an Learning Log account

• enter learning activities, upload content or use AI mapping features

• communicate with us via email, in-app chat, support forms or social media

• subscribe to updates, marketing, newsletters or notifications

• respond to surveys, feedback forms or promotions

• visit our website or interact with our online content

• integrate your account using Google, Apple or similar identity services.

We may also collect information automatically through:

• cookies, web beacons and analytics tools

• server logs and usage data

• device information and app performance data.

For details on our cookie practices, see our Cookie Policy.

3.1 If you provide information about someone else

If you provide personal information about another person (including a child), you confirm that:

• you have their consent or lawful authority

• if entering information about a person under 18, you are their parent, legal guardian or authorised educator

• you permit us to collect, use and disclose that information in accordance with this Privacy Policy.
   

4. HOW WE USE YOUR PERSONAL INFORMATION

4.1 Primary purposes

We collect and use personal information to:

(a) operate and provide access to the Application
(b) allow you to log learning activities and upload evidence
(c) use AI services (such as Google Gemini) to generate suggested outcomes and KLAs
(d) store and process learning records on your behalf
(e) verify your identity and manage your account
(f) provide customer support and communicate with you
(g) send administrative information, reminders and updates
(h) process payments and manage your Subscription
(i) maintain security, debug issues and monitor app stability
(j) comply with legal and regulatory obligations.

4.2 Secondary purposes

We may also use your information:

(a) for purposes reasonably related to the primary purpose and within your expectations
(b) to prevent or respond to a serious threat to health or safety
(c) for internal auditing, quality assurance and business analytics
(d) where you consent to additional uses (e.g., surveys, testimonials)
(e) for purposes permitted or required by privacy laws.

4.3 Marketing

Where permitted by law, and where you have not opted out, we may send you marketing messages about features, updates or related services. You can opt out at any time using the unsubscribe link or by contacting us.

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5. HOW WE DISCLOSE PERSONAL INFORMATION

We may disclose your personal information to trusted third parties where reasonably necessary for the operation of Learning Log, including:

(a) cloud storage providers
(b) AI service providers (e.g., Google Gemini), but only with your explicit opt-in, and only using de-identified or anonymised data where possible
(c) IT services, developers, and security professionals
(d) payment processors such as Apple and Google
(e) customer support and communication platforms
(f) analytics and performance-monitoring providers
(g) our legal, accounting and professional advisers
(h) related entities of OneSkill AI (if applicable).

We ensure that third parties:

• receive only the minimum information required

• use the information only for the purpose they were engaged for

• maintain acceptable security and privacy standards.

We may also disclose personal information:

(i) with your consent
(ii) where required by law, subpoena or compulsory notice
(iii) where reasonably necessary to prevent a serious threat to life, health or safety
(iv) to establish, exercise or defend legal claims
(v) as otherwise authorised under privacy laws.

We do not sell personal information under any circumstances.

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6. STORAGE AND SECURITY OF PERSONAL INFORMATION

Personal information may be stored in cloud-based systems, including servers or disaster-recovery locations situated inside or outside Australia.

We use reasonable technical and organisational measures to protect your data, including:

• encryption in transit (HTTPS/SSL)

• access controls and authentication

• secure cloud infrastructure

• regular system monitoring

• data minimisation where possible.

However, no system is entirely secure. We cannot guarantee absolute security of your information.

Social media platforms and app stores (e.g., Apple, Google) may also handle personal information according to their own policies and may store data overseas.

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7. SENSITIVE INFORMATION

7.1 Collection

We collect sensitive information only where:

• you voluntarily provide it, and

• you give explicit consent.

7.2 Types of sensitive information relevant to Learning Log

This may include:

(a) educational or learning-related needs
(b) disability, neurodivergence or support considerations
(c) information relevant to adapting or documenting a child’s learning
(d) any sensitive information included in uploaded notes, photos, videos or documents.

7.3 Use of sensitive information

We only use sensitive information for:

(a) providing and improving the Application
(b) generating AI-assisted KLA/outcome suggestions
(c) responding to your requests or support needs
(d) complying with law
(e) any purpose for which you give explicit consent.

7.4 Disclosure of sensitive information

Sensitive information will only be disclosed:

(a) where necessary to operate the Application (e.g., processing via AI services with your opt-in),
(b) where required by law, or
(c) where you explicitly consent.

7.5 Withdrawing consent

You may withdraw consent at any time by contacting us. Withdrawal does not affect the lawfulness of prior processing.

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8. MARKETING COMMUNICATIONS

We may send you marketing communications consistent with the Spam Act 2003 (Cth).

You will only receive marketing where:

• you have opted in, or

• you were given the opportunity to opt out at sign-up and chose not to.

You may unsubscribe at any time using in-app settings or the unsubscribe link in emails.

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9. SECURITY

We take reasonable steps to protect your personal information from loss, misuse and unauthorised access. Measures include:

• secure cloud storage

• password-protected systems

• encryption in transit

• access controls

• regular reviews and updates of our security practices.

Despite this, no method of transmission or storage can be guaranteed 100% secure.

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10. EXTERNAL LINKS

Our website or Application may contain links to external websites or services (e.g., curriculum resources, help articles, social media).

We are not responsible for the privacy practices of those third-party sites. You should review their privacy policies before use.

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11. YOUR RIGHTS

Depending on your jurisdiction, you may have the following rights:

(a) Access – to request a copy of the personal data we hold about you.
(b) Information – to receive clear explanations about our data practices.
(c) Correction – to update or correct inaccurate information.
(d) Object to processing – including for marketing purposes.
(e) Restriction – to request that we limit the use of your data.
(f) Erasure – to request deletion of your data where no longer required.
(g) Portability – to request your data in a machine-readable format.
(h) Withdraw consent – at any time, where processing relies on consent.
(i) Lodge a complaint – with a data protection authority such as:
 • Office of the Australian Information Commissioner (OAIC)
 • UK Information Commissioner’s Office (ICO)
 • EU supervisory authorities (if applicable).

To exercise your rights, contact us using the details below.

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12. DATA RETENTION

We retain personal information only for as long as necessary to:

• operate the Application

• comply with law

• maintain records for our legitimate business purposes.

When information is no longer required, we securely delete or de-identify it, in accordance with applicable laws.

If you need details on specific retention timelines, contact us.

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13. TRANSFERS OUTSIDE THE EEA/UK

If you are located in the UK or EEA, your personal data may be transferred to countries that do not have equivalent data protection laws.

Where we do so, we implement appropriate safeguards, such as:

• Standard Contractual Clauses (SCCs)

• agreements with cloud providers

• technical measures such as encryption.

You may request details of applicable safeguards by contacting us.

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14. CONTACT US

If you have questions about this Privacy Policy, wish to exercise your rights, or wish to make a complaint, please contact us:

Email: support@LearningLog.com.au

We will respond within a reasonable timeframe.

We may update this Privacy Policy periodically. Changes will be posted on our website or in the Application, and where significant, we will endeavour to notify you directly.