Privacy Policy

Depending on how you use our services, we may collect:

• Contact information: names, phone numbers and email addresses of students, parents and guardians, plus preferred contact times.
• Enrolment and academic information: year level, school, subjects studied, learning needs, academic goals, and progress notes and feedback from tutors.
• Attendance, homework and progress records kept in the ACE Portal.
• Payment information: enrolment rates, invoices, payment history and account credits. Payment card details are processed by our third-party payment provider and are not stored by us directly.
• The Google account email address used to sign in to the ACE Portal.
• Communications: emails, messages, and booking or cancellation notices you send us through our website, by phone, email or text.
• Website usage information: such as pages visited or general analytics data, if you interact with our website.

We collect personal information directly from you when you enquire about, enrol in, or pay for our services, by phone, email, our website, in person, or when you sign in to the ACE Portal. Where a student is a minor, we collect their information from a parent or guardian, and we rely on the parent or guardian to provide consent on the student's behalf. We do not buy personal information from third parties.

• Enrolling students in classes and managing bookings, cancellations and rescheduling.
• Delivering and scheduling tutoring classes and private sessions.
• Matching students with appropriate tutors and tailoring tutoring to their needs.
• Tracking attendance, homework and student progress.
• Processing payments and managing credits applied to future payment periods.
• Communicating with parents and guardians about scheduling, progress and administrative matters.
• Meeting our legal, accounting and regulatory obligations.
• Keeping the portal secure and making sure each person only sees what their role allows.

We do not use student or parent and guardian information for unrelated marketing purposes without consent.

• Sign-in: the ACE Portal uses Google accounts for sign-in. We receive your name and email address from Google when you sign in.
• Calendar and Drive connections: when you connect your own Google Calendar or Google Drive, we access only the parts you authorise, on your behalf, to show your timetable, store class resources and link class recordings. You can disconnect these at any time from your profile in the portal.
• Class recordings: online classes run through Google Meet. Recordings are stored in Google Drive and shared only with the students and staff in that class.

Card payments made through the portal are processed by our payment provider. Your card details are handled and stored by that provider, not by us. We keep only a record of the payment amount, date and status.

We do not sell or rent personal information. We may disclose information to:

• Tutors and staff who need the information to teach, schedule or support your student, on a need-to-know basis.
• Our service providers, such as the companies that host our website, database, email and payment services, who process information on our behalf.
• Government or regulatory bodies, where we are required or authorised by law to disclose information.

We do not disclose personal information to third parties overseas except where a service provider we use (such as a payment processor) may process data outside Australia. In such cases, we take reasonable steps to ensure appropriate protections are in place.

Many of our students are minors. We collect and hold student information only with the knowledge and consent of a parent or guardian, and we limit its use to delivering and administering tutoring services. Where a student is under 15, we generally collect and manage their information through their parent or guardian. Parents and guardians can review their child's timetable, homework, invoices and payments in the portal at any time, and may access, update or request correction of their child's information by contacting us.

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Information is stored in a secure cloud database, access is limited by role so students, parents and tutors can only reach the information their role requires, and administrator access is protected with multi-factor authentication. We also secure physical records and limit staff access to what is necessary for their role.

We retain personal and academic information only for as long as necessary to provide our services and meet legal and accounting obligations, including retaining financial records as required by Australian tax law. After that, the information is securely destroyed or de-identified.

Our website may use cookies or analytics tools that collect general, non-identifying information about how visitors use the site. You can control cookies through your browser settings.

You can view and update much of your own information in the ACE Portal. To request access to the personal information we hold about you or your child, or to request correction of any inaccurate information, contact us using the details below. We will respond within a reasonable timeframe in accordance with the Privacy Act.

If you have a concern about how we have handled your personal information, please contact us first using the details below so we can try to resolve it. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

We may update this policy from time to time to reflect changes in our practices or legal obligations. The current version is always available on this page, with the "last updated" date shown above.

ACE Education Tutoring

Phone: 0478 598 227
Email: admin@aceeducationtutoring.com
Website: https://aceeducationtutoring.com/