Privacy Policy.

This Privacy Policy explains how Solv AI Pty Ltd(“Solv AI”) and our service offering ClassFlow (“we”, “our”, or “us”) collects, uses, stores, and protects personal information when individuals access or use the ClassFlow platform.

ClassFlow is a digital platform designed to support teachers and school administrators in managing classroom information, assessments, and student learning data.

Solv AI is committed to protecting personal information and handling it responsibly in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By accessing or using ClassFlow, users acknowledge that their information may be collected, used, and managed as described in this Privacy Policy.

This Privacy Policy applies to personal information collected through the ClassFlow platform and related services.

The platform is designed for professional use by:

• Teachers
• School administrators
• Authorised school staff

Students do not create accounts directly within ClassFlow.

Student information is entered and managed by authorised teachers or schools.

For the purposes of this policy:

Personal Information: Information or an opinion about an identified individual or an individual who is reasonably identifiable.

Sensitive Information: Information relating to health, disability, behavioural indicators, wellbeing observations, or similar matters.

User: A teacher, school administrator, or authorised staff member using the ClassFlow platform.

Student Data: Information entered by teachers or schools relating to students.

Users of ClassFlow remain responsible for the personal information entered into the platform relating to students.

For privacy and governance purposes:

• Schools act as the data controller of student information entered by teachers and school staff.
• Solv AI acts as a service provider and data processor, storing and processing information on behalf of the school.

Schools are responsible for ensuring that:

• Appropriate parental consent is obtained where required.
• Student information entered into the platform complies with school policies and applicable laws.

Solv AI processes information solely for the purpose of operating and supporting the ClassFlow platform.

Solv AI may collect personal information from users necessary to operate the platform.

The types of personal information we collect from or about you depend on the circumstances in which the information is collected. Which may include:

• Full name
• Email address
• Phone numbers
• School name
• Location (state or address)
• Professional role
• Professional tenure
• User role and permissions

Authentication credentials are stored through secure authentication services. Passwords are not stored in plain text.

Teachers and authorised school staff may enter student-related information into the platform depending on the features and services utilised.

This means we may collect:

• Name
• Date of birth
• Class name
• Year level
• Subjects
• Guardian information
• Learning plans
• Student produced work/content
• Behavioural records
• Assessment results, grades or performance information
• Teacher feedback
• Teacher notes

Students do not have direct login access to the platform.

Teachers may record observations relating to student wellbeing, learning needs, behavioural indicators, or similar educational support information. Such entries may constitute sensitive information under the Privacy Act 1988 (Cth).

Examples may include:

• learning difficulties
• disability indicators
• wellbeing observations
• behavioural notes

We do not generally require you to disclose any sensitive information to us and users remain responsible for ensuring such information is provided and managed in accordance with their internal policies. If you do provide us with sensitive information as a part of your use with our products and services, you consent to us collecting that information and using and disclosing that information for the purpose for which you disclosed it to us and as permitted by the Privacy Act and other relevant laws.

Solv AI collects personal information in the following ways:

• Direct Interaction: Information you share with us personally.
• Educational Institutions: Data provided by schools, which may originate from you or government bodies (such as the Australian Curriculum, Assessment and Reporting Authority).
• Digital Platforms: Details collected via our website, online services, or social media engagement.

Data Security and Retention

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure.

• Protection Measures: We employ high-level encryption and strict access restrictions to prevent any unauthorised modification, disclosure, or breach of your information.
• Retention period: Personal information is managed in accordance with the data retention practices outlined in this Privacy Policy.
• Data Maintenance: We perform regular audits of our databases to securely erase or de-identify information that is no longer essential to our operations.

Transparency in Use and Disclosure

The way we utilise or share your information is directly tied to the context in which it was gathered.

• Direct Notification: Where reasonable, we aim to be transparent at the point of collection, informing you of the purpose, usage, and potential recipients of your data.
• Third-Party Transfers: If we receive your information via an external entity (such as an educational institution), we take reasonable steps to confirm that they have provided you with the necessary privacy disclosures as required by law.

Generally, we process your information to facilitate our core business functions. We may use or disclose your details under the following three pillars:

1. Primary Purpose and Reasonable Expectations: We primarily use and disclose your personal information for the specific reasons it was collected, or for related purposes that you would reasonably expect. In general, this includes:
   • Service Fulfillment: Providing products or services to you or your school and enabling the use of our digital applications.
   • Communication: Responding to your inquiries, emails, or requests for information.
   • Operational Improvement: Analysing data to refine our products and services and ensuring our offerings meet user needs.
   • Identity & Security: Verifying your identity, age, or eligibility for specific programs and addressing any issues or complaints regarding our relationship.
2. Informed Consent: For any other activities where you have granted permission, whether directly to us or through a third-party partner. This typically includes:
   • Direct Marketing:Contacting you via SMS, email, or phone regarding new offers or events, provided you have opted in or haven’t opted out.
3. Legal Necessity: When we are permitted or compelled to do so by governing laws.

You are not required to provide personal information to Solv AI. However, if you choose not to provide certain information, we may not be able to provide access to the ClassFlow platform or certain features of the service.

Solv AI takes reasonable steps to ensure that the personal information we hold is accurate, up to date, and complete.

Users are encouraged to contact us if any information we hold about them is incorrect or requires updating.

You have specific rights regarding the personal information we hold about you, including:

• Access and Correction: You may request a copy of your data or ask us to update inaccuracies.
• Objection to Processing: You have the right to object to specific uses of your data.
• Deletion: You can request that we delete your personal information, subject to our legal retention requirements.

When users access the platform, technical information may be collected including:

• IP address
• system logs
• error reports
• performance metrics

This information is used for:

• platform security
• system reliability
• operational monitoring
• technical troubleshooting

Usage analytics are aggregated and not used to identify individual users.

ClassFlow does not currently use artificial intelligence (AI) technologies to process personal information, or personal or sensitive student information within the platform.

ClassFlow may use cookies to support the functionality and security of the platform.

Cookies are small text files stored on a user’s device that help maintain secure sessions, remember user preferences, and enable core platform features. These cookies do not, on their own, identify users personally, but may be associated with user accounts when logged into the platform.

ClassFlow uses only essential cookies required for platform operation. These cookies support functions such as user authentication, session management, and system performance.

ClassFlow does not use cookies for advertising, marketing, or third-party tracking purposes.

Users can configure their browser settings to refuse or block cookies. However, disabling essential cookies may impact the functionality of the platform and may prevent access to certain features.

ClassFlow uses third party supporting services to operate the platform and provide goods and services to our users.

These include:

• AWS Sydney (Australia) region: Cloud hosting, data storage, infrastructure services

Information within ClassFlow follows a defined lifecycle.

Collection: Information is collected from teachers or authorised school staff through use of the platform.

Use: Information is used to operate and support educational workflows within the platform.

Storage: Data is stored within secure cloud infrastructure hosted in Australia.

Access: Access is restricted to authorised users and controlled through role-based permissions.

Archiving and Deletion: Deleted information may be archived temporarily before permanent removal.

Solv AI implements technical and organisational measures to protect personal information stored within the ClassFlow platform, including:

• encryption of data at rest
• encryption of data in transit
• role-based access controls
• multi-factor authentication for administrative access
• monitoring and logging of system access

Access to personal information is restricted to authorised personnel and is controlled in accordance with internal access management policies.

Solv AI undertakes ongoing monitoring and review of its systems to maintain the integrity, security, and performance of the platform.

Personal information is retained only for as long as necessary to support platform functionality and to comply with applicable legal and regulatory obligations.

Where content or data is deleted within the platform, it may be archived for a limited period to allow recovery. Archived data is typically retained for approximately 90 days before permanent deletion.

Where a user requests permanent deletion, personal information is removed from operational systems and associated backups in accordance with internal data management processes. De-identified system logs may be retained for operational, security, and auditing purposes.

Solv AI maintains procedures for managing suspected or confirmed data breaches.

Where a breach is likely to result in serious harm, Solv AI will act in accordance with the Notifiable Data Breaches (NDB) Scheme under the Privacy Act 1988 (Cth).

This may include notifying affected schools, individuals, and the Office of the Australian Information Commissioner (OAIC).

ClassFlow infrastructure is primarily hosted in Australia.

Where third-party providers are used, some data processing may occur outside Australia. In these circumstances, Solv AI takes reasonable steps to ensure that appropriate safeguards are in place in accordance with the Australian Privacy Principles.

Solv AI may update this Privacy Policy periodically.

Updated versions will be published on the ClassFlow website.

We may change or update our Privacy Policy from time to time. At any time, the latest version of our Privacy Policy is available from our websites at https://classflow.com.au/. This Privacy Policy should be read together with any privacy policy or other fair processing notice which we may provide when collecting or processing your personal data.

Continued use of the platform indicates acceptance of the revised policy.

For privacy enquiries or requests relating to personal information, please contact:

Solv AI Pty Ltd

Email: admin@solvai.com.au

If you believe that Solv AI has breached the Australian Privacy Principles or mishandled your personal information, you may submit a privacy complaint.

Complaints should be submitted in writing to Solv AI using the contact details provided in this Privacy Policy.

Upon receiving a complaint, Solv AI will:

• acknowledge receipt of the complaint within a reasonable timeframe
• investigate the circumstances of the complaint
• take appropriate steps to resolve the issue where necessary
• provide a written response outlining the outcome of the investigation

If you are not satisfied with the outcome of your complaint, you may refer the matter to the Office of the Australian Information Commissioner (OAIC).

Further information about lodging a complaint with the OAIC can be found at: https://www.oaic.gov.au