Privacy Policy
Last updated: 10 September 2026
EduTrail Australia Pty Ltd (ACN 699 846 510) (we, us or our) is committed to protecting your privacy. This policy explains how we collect, use and protect your personal information. It applies to all personal information we handle, whether we collect it through our website, in person, or through other means.
Quick overview
- We collect information you provide to us and information we gather when we interact with you.
- We use this information to provide our services and improve your experience.
- We protect your information using secure systems and processes.
- You have rights regarding your personal information, including access and correction rights.
Information we collect
Identity and contact details
- Name, address, email address and phone number
- Account login credentials
Children’s information
- Child’s name and age or grade level
- Educational history and academic performance
- Academic interests, goals and preferences
- Education roadmap history
- Parental relationship to child
Service related information
- Payment and transaction details for products and services you have purchased from us, or enquiries about our products and services
- School search queries and preferences
- Your preferences for our services and your marketing preferences
- Feedback and survey responses
- Reviews and comments posted on the platform
Digital information
- Internet protocol address and general location information derived from it
- Search and browsing behaviour
- Website usage patterns
- Cookie preferences
Professional information (for job applicants and workers)
- Employment history
- Professional experience
- Required authorisations and licences
- Professional registrations
- Information about your right to work in the relevant jurisdiction
Sensitive information
We handle sensitive information with extra care and protection, and we only collect this information with your consent (or parental consent for children) or when legally permitted. This includes:
- Health information and special needs: information about children’s special needs, learning requirements, or disabilities, to provide personalised school recommendations and match children with appropriate educational environments.
Children's information
Our platform is designed for parents to create educational roadmaps for their children from grade 7 onwards (ages 12–13 and above).
We require parental involvement and supervision when children use our platform. Parents should oversee any information their children submit.
We require parental consent for the collection and use of a child’s personal information. By creating an account and providing information about your child, you confirm that you are the parent or legal guardian and consent to our collection and use of your child’s information as described in this policy. Where a student accesses our platform through a school-initiated pathway, we rely on the school’s confirmation that appropriate consent or authority has been obtained, as set out in our Terms and Conditions.
How we collect personal information
- Directly from you when you interact with us, contact us, or fill out forms.
- Automatically when you visit our website, use our technologies, or interact with our online services.
- From third parties: service providers, business partners, public sources, government organisations, and organisations or people authorised by you.
- From publicly available sources: such as the Australian Securities and Investments Commission and other regulatory bodies, and professional networking sites.
Why we collect, hold, use and disclose personal information
We collect and use your personal information to run our business and provide our services as set out below.
Business operations
- To manage our relationship with you as a customer or supplier
- To process and deliver our products and services
- To handle your inquiries, support requests, and communications
- To maintain accurate records for billing and administration
Education services
- To create personal education roadmaps for children
- To provide school comparisons and recommendations based on your child’s profile
- To analyse school performance trends and provide insights
- To match children’s needs with appropriate educational environments
- To store and maintain historical versions of education roadmaps so you can track and compare your child’s educational journey over time
Communication and support
- To respond to your questions and support requests
- To communicate important updates about our services
- To handle inquiries made through our website or platforms
- To manage your participation in surveys, feedback sessions, or events
Service improvement
- To conduct analytics and market research
- To improve our business operations and services
- To develop and enhance our applications and platforms
- To understand how our services are used
Marketing and promotions
- To send you promotional information about our services and events
- To inform you about products or services that may interest you
- To manage your marketing preferences
- To run competitions, promotions, and special offers
- To provide additional benefits to our customers
Employment purposes
- To assess employment applications
- To evaluate candidate qualifications
- To manage professional certifications and licences
- To maintain employment records
Legal and compliance
- To comply with our legal obligations
- To respond to court orders or legal processes
- To maintain required business records
- To fulfil regulatory requirements or reporting obligations
- To protect our legal rights and interests, or as authorised by law
Our disclosures of personal information to third parties
We may disclose personal information to:
Service providers
- Information technology service providers
- Data storage providers
- Web hosting and server providers
- Payment processors
- Marketing and advertising providers
- Analytics providers
Professional advisers
- Bankers
- Auditors
- Insurers and insurance brokers
- Legal advisers
Business partners
- Our existing or potential agents
- Our business partners or contractors
Corporate transactions
If we merge with or are acquired by another company, or sell our business assets:
- Your information may be disclosed to our advisers
- Your information may be disclosed to the potential purchaser’s advisers
- Your information may be included in the transferred assets
Legal and regulatory bodies
- Courts and tribunals
- Regulatory authorities, including as required for reporting obligations
- Law enforcement officers
Other parties
- Third parties you have authorised
- Emergency services when necessary
- Any other parties as required or permitted by law
Overseas disclosure
Storage and access
We store your personal information in Australia. However, your information may be accessed from or transferred to locations outside Australia in these circumstances:
- When our service providers are located overseas
- When we work with overseas business partners
- When using cloud-based services or data storage solutions
Our approach to overseas disclosure
Before disclosing your personal information overseas, we take reasonable steps to ensure that the recipient treats your information in accordance with applicable law by only sending what is necessary, requiring recipients to protect your information through contractual agreements which require the recipient to comply with the privacy standards in applicable law or through other mechanisms that provide comparable safeguards, and by monitoring how recipients handle your information.
Your privacy rights and choices
Providing information
You can choose whether to provide personal information to us. However, if you don’t provide certain information, we may not be able to provide some services. Let us know if you don’t want to provide information and we will let you know when information is required versus optional.
Access to your information
You can request access to the personal information we hold about you and we will respond to your request within a reasonable time. We may charge a reasonable administrative fee for providing access, and if we cannot provide access, we will explain why and explore alternative ways to share relevant information.
Correction rights
You can ask us to correct any information that is inaccurate, out of date, incomplete, irrelevant or misleading and we will take reasonable steps to correct your information promptly. If we cannot make the correction, we will explain why and discuss alternatives. You can ask us to add a statement to your information noting your requested correction.
Marketing communications
You can opt out of receiving marketing communications at any time. Each marketing communication will include an unsubscribe option. You can change your marketing preferences by contacting us. We will process your request as soon as practicable.
How to contact us about your rights or to make a complaint, and what happens next
Step 1: Contact our privacy officer. Email privacy@edutrail.com.au. Please include your full name, contact details, clear details about your request or complaint, and any relevant dates or reference numbers.
Step 2: Our response. We will:
- Verify your identity before processing your request
- Investigate thoroughly (for complaints) or process your request (for rights)
- Respond to you in writing within reasonable timeframes and as required by law
- Explain what actions we will take and keep you updated on progress
- Not charge you for making a request (except for reasonable access fees if applicable)
- Help you understand and exercise your rights
Step 3: If you’re not satisfied (complaints only). If you’re not satisfied with our response to your complaint, you can ask for a review by our senior management, or contact an external body. Australian residents can contact the Office of the Australian Information Commissioner on 1300 363 992 or at www.oaic.gov.au.
This is the same process whether you want to access your information, correct mistakes, change marketing preferences, or make a complaint about our privacy practices.
Protecting your information
We take steps to use multiple layers of security to protect your information.
Technical safeguards
- Encryption for data storage and transmission
- Security testing and monitoring
- Threat detection measures
Operational security
- Staff guidance on security and privacy
- Access controls based on job requirements
- Security audits and incident response procedures testing
Physical security
- Secure premises with controlled access
- Secure disposal of physical documents
Public information
Please note that any information you choose to share publicly on online platforms (such as comments or reviews) can be accessed and used by others. We cannot control or protect information that you make publicly available.
To the extent that our platform allows users to post reviews, ratings, and comments about schools, any information you share through these features will be visible to other users and should not include personal information about other individuals. Whilst these features are available, we will actively moderate user-generated content and maintain policies about appropriate use, and we reserve the right to remove content that violates our terms or policies, including content that may be defamatory, inaccurate, or inappropriate.
How long we keep your information
We keep your personal information only as long as we need it for the purposes we collected it, or as required by law. Generally:
- Active account information: while you remain a user of our platform.
- Historical roadmap data: retained while you remain an active user to enable comparison features.
- After account closure: we may retain certain information for as long as necessary for legal or business purposes.
When we no longer need it, we securely destroy or de-identify it.
How we decide
We maintain an internal data retention and disposal policy that sets minimum retention periods for the records we hold, and we apply it whenever we decide whether information can be disposed of. The overarching rule is that identifiable personal information is kept for no longer than is required to fulfil a purpose for which it may lawfully be used or disclosed. Personal information is not kept in case there may be a future use for it. Once it is no longer required, we delete or de-identify it.
Two exceptions apply: we will not delete personal information that forms part of a Commonwealth record, or that we are required to retain by Australian law or by an order of a court or tribunal.
Requesting deletion
You can ask us to delete personal information we hold about you. The Privacy Act 1988 (Cth) does not currently give individuals a general right to erasure of the kind that exists under some overseas laws, so we consider each request against our retention obligations. Where the information is no longer reasonably necessary for us to keep and no retention obligation applies, Australian privacy law requires that it be deleted or at least de-identified, and we will do so. Where a retention obligation does apply, we will explain why the information must be kept and when it will be deleted or de-identified once that obligation ends. Requests can be sent to privacy@edutrail.com.au.
Health and other sensitive information
Information about a child’s special needs, learning requirements, health conditions or disabilities is sensitive information. Health information is handled in accordance with the Privacy Act 1988 (Cth), the guidance of the Office of the Australian Information Commissioner, and the health records legislation applicable in the relevant state or territory. We only handle it for the purpose for which it was reasonably collected and for the purposes you have consented to. All other purposes are not authorised.
Artificial intelligence technologies
Overview
We use artificial intelligence and machine learning technologies in our business operations and services, including artificial intelligence tools provided by third parties. We only use these technologies when legally permitted and necessary for our business.
How we use artificial intelligence
We may use these technologies to:
- Compare schools based on various factors including financial implications, environment, and extracurricular activities
- Conduct analysis and data processing
- Generate and modify content and coding
- Improve and optimise our services and operations
- Automate routine tasks and communications
- Personalise your experience with our services
- Support quality assurance processes
- Assist with customer support and queries
Data protection and security
When we work with third-party providers of these technologies, we ensure they handle your personal information in accordance with privacy laws through contractual requirements and appropriate safeguards.
Your rights and our commitments
Any information generated or inferred about you by these technologies is treated as personal information, and you maintain all the rights outlined in this privacy policy. When using them with your personal information, we commit to:
Transparency and control
- We will inform you when these technologies are used to make decisions that may significantly affect you
- We maintain human oversight and review of significant automatically generated decisions
- Our staff are trained to understand the limitations of these technologies and verify outputs before relying on them
- We implement processes to verify the accuracy of automatically generated outputs
Security
- We use appropriate technical and organisational measures to maintain the security and integrity of your personal information
- We regularly test and monitor outputs for accuracy and reliability
Risk mitigation
- We regularly assess and document risks associated with using these technologies to process personal information
- We implement appropriate measures to address these risks
- We continuously monitor performance and regularly review the impact of these technologies
Amendments
We may update this policy at any time by posting the revised version on our website. We recommend that you review our website regularly to stay current with any policy changes.