Your privacy is important to us. It is SENSEI APP PTY LTD’s intent to respect and protect your privacy and comply with the The Privacy Act 1988 (cth), The Information Privacy Act 2009 (QLD) and future regulations or laws regarding any personal information we may collect about you, your children, and any minor that is legally in your care via our app, Sensei, and its associated services.
Personal information is any information about you which can be used to identify you. This includes information about you as a person (such as name, email address, and mobile number), your devices, payment details, and even information about how you use an app or online service.
Information collected for student profiles
The primary consideration when collecting information concerning a student is information that is needed to carry out the app’s purpose. Sensitive information covering food allergies, medical conditions and student profile photos is voluntary and authority is given by the parent or guardian in the application.
Information collected regarding a student or minor will comply with the Office of the Information Commissioner Guidelines and the QLD Information Privacy Principles (IPPS).
This information use will also be administered and approved by each School Administrator in accordance with the individual school policies and The Department of Education policies and legal obligations.
All information about the student is only visible to the School administrator.
This policy is effective as of 16 February 2023
Last updated: 16 February 2023
Information We Collect
Information we collect falls into one of two categories: ‘voluntarily provided’ information and ‘automatically collected’ information.
‘Voluntarily provided’ information refers to any information you knowingly and actively provide us when using our app and its associated services.
‘Automatically collected’ information refers to any information automatically sent by your device in the course of accessing our app and its associated services.
When you access our servers via our app, we may automatically log the standard data provided by your device. It may include your device’s Internet Protocol (IP) address, your device type and version, your activity within the app, time and date, and other details about your usage.
Additionally, when you encounter certain errors while using the app, we automatically collect data about the error and the circumstances surrounding its occurrence. This data may include technical details about your device, what you were trying to do when the error happened, and other technical information relating to the problem. You may or may not receive notice of such errors, even in the moment they occur, that they have occurred, or what the nature of the error is.
Please be aware that while this information may not be personally identifying by itself, it may be possible to combine it with other data to personally identify individual persons.
Our app may access and collect data via your device’s in-built tools, such as:
- Your identity
- Storage, photos and/or media
- Background data refresh
When you install the app or use your device’s tools within the app, we request permission to access this information. The specific data we collect can depend on the individual settings of your device and the permissions you grant when you install and use the app.
We may ask for personal information — for example, when you subscribe to our newsletter or when you contact us — which may include one or more of the following:
- Phone/mobile number
‘Sensitive information’ or ‘special categories of data’ is a subset of personal information that is given a higher level of protection. Examples of sensitive information include information relating to your racial or ethnic origin, political opinions, religion, trade union or other professional associations or memberships, philosophical beliefs, sexual orientation, sexual practices or sex life, criminal records, health information, or biometric information.
The types of sensitive information that we may collect about you include:
- Health information
- Biometric information
We will not collect sensitive information about you without first obtaining your consent, and we will only use or disclose your sensitive information as permitted, required, or authorised by law.
Please do not give us information that we have not specifically requested. If you do provide us with Personal Information we have not requested, we will, within a reasonable time destroy it and/or ensure that the information is de-identified. The only information we require is the information that is reasonably necessary for the function of the app.
Legitimate Reasons for Processing Your Personal Information
We only collect and use your personal information when we have a legitimate reason for doing so. In which instance we only collect personal information that is reasonably necessary to provide our services to you.
Collection and Use of Information
The specific information we require for the student is given with the authority of the parent or guardian in the application. We will only require the information that is pertinent to the functionality of the app.
The only health information we require is student food alleries. Allergy information is added to the student profile to support the app functionality. This will alert the student, caregivers and food service convenors of the potential danger of adding a food order that contains allergens for a specific student. This information is not shared with third parties and is only visible to the School Administrator and Caregiver. Adding allergies to the student profile is voluntary and authority is given by the parent or guardian in the application.
Notifying the School of a student’s medical conditions is optional and is up to the discretion of the parent or caregiver within the application. It is not a requirement of the app functionality. This information is not shared with third parties and is only visible to the School Administrator and Caregiver.
The Parent or Legal Guardian Information
We may collect personal information from you when you do any of the following on our website:
- Register for an account
- Sign up to receive updates from us via email or social media channels
- Use a mobile device or web browser to access our content
- Contact us via email, social media, or on any similar technologies
- When you mention us on social media
We may collect, hold, use and disclose information for the following purposes, and personal information will not be further processed in a manner that is incompatible with these purposes:
- to provide you with our app and platform’s core features and services
- to deliver products and/or services to you
- to contact and communicate with you
- for analytics, market research, and business development, including operating and improving our app, associated applications, and associated social media platforms
- for advertising and marketing, including sending you promotional information about our products and services and information about third parties that we consider may be of interest to you
- to enable you to access and use our app, associated platforms, and associated social media channels
- for internal record-keeping and administrative purposes
- for technical assessment, including operating and improving our app, associated applications, and associated social media platforms
We may combine voluntarily provided and automatically collected personal information with general information or research data we receive from other trusted sources. For example, If you consent to us accessing your social media profiles, we may combine information sourced from those profiles with information received from you directly to provide you with an enhanced experience of our app and services.
Student Photographic identification
All Student Profile Photographs are used by the Sensei POS app in identifying the student when purchasing tuckshop orders over the counter. The parent or guardian can upload a photograph of their choice but this is optional.
We recommend using the school-approved profile photograph.
Security of Your Personal Information
When we collect and process personal information, and while we retain this information, we will protect it within commercially acceptable means to prevent loss and theft, as well as unauthorised access, disclosure, copying, use or modification.
Although we will do our best to protect the personal information you provide to us, we advise that no method of electronic transmission or storage is 100% secure and no one can guarantee absolute data security.
You are responsible for selecting any password and its overall security strength, ensuring the security of your own information within the bounds of our services. For example, ensuring any passwords associated with accessing your personal information and accounts are secure and confidential.
How Long We Keep Your Personal Information
However, if necessary, we may retain your personal information for our compliance with a legal, accounting, or reporting obligation or for archiving purposes in the public interest, scientific, or historical research purposes or statistical purposes.
Disclosure of Personal Information to Third Parties
NO Student information will be disclosed to a third party. The information to follow is necessary for financial institutions to secure and manage payment transactions and will only pertain to the parent or guardian volunteered information.
We may disclose personal information to:
- a parent, subsidiary or affiliate of our company
- third-party service providers for the purpose of enabling them to provide their services including (without limitation) IT service providers, data storage, hosting and server providers, analytics, error loggers, debt collectors, maintenance or problem-solving providers, marketing providers, professional advisors, and payment systems operators
- our employees, contractors, and/or related entities
- our existing or potential agents or business partners
- credit reporting agencies, courts, tribunals, and regulatory authorities, in the event you fail to pay for goods or services we have provided to you
- courts, tribunals, regulatory authorities, and law enforcement officers, as required by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise, or defend our legal rights
- third parties, including agents or sub-contractors who assist us in providing information, products, services, or direct marketing to you
- third parties to collect and process data
- an entity that buys, or to which we transfer all or substantially all of our assets and business
Third parties we currently use include:
- Google Analytics
- Google Payments
- Apple Pay
- Google Analytics for Firebase
- Google Play Services
International Transfers of Personal Information
The personal information we collect is stored and/or processed in Australia, or where we or our partners, affiliates, and third-party providers maintain facilities.
Your Rights and Controlling Your Personal Information
Marketing permission: If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by contacting us using the details below.
Access: You may request details of the personal information that we hold about you.
Non-discrimination: We will not discriminate against you for exercising any of your rights over your personal information. Unless your personal information is required to provide you with a particular service or offer (for example serving particular content to your device), we will not deny you goods or services and/or charge you different prices or rates for goods or services, including through granting discounts or other benefits, or imposing penalties, or provide you with a different level or quality of goods or services.
Notification of data breaches: We will comply with laws applicable to us in respect of any data breach.
Complaints: If you believe that we have breached a relevant data protection law and wish to make a complaint, please contact us using the details below and provide us with full details of the alleged breach. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take to deal with your complaint. You also have the right to contact a regulatory body or data protection authority in relation to your complaint.
If we or our assets are acquired, or in the unlikely event that we go out of business or enter bankruptcy, we would include data, including your personal information, among the assets transferred to any parties who acquire us. You acknowledge that such transfers may occur, and that any parties who acquire us may, to the extent permitted by applicable law, continue to use your personal information according to this policy, which they will be required to assume as it is the basis for any ownership or use rights we have over such information.
Limits of Our Policy
Our app may link to external sites that are not operated by us. Please be aware that we have no control over the content and policies of those sites, and cannot accept responsibility or liability for their respective privacy practices.
Changes to This Policy
If the changes are significant, or if required by applicable law, we will contact you (based on your selected preferences for communications from us) and all our registered users with the new details and links to the updated or changed policy.
If required by law, we will get your permission or give you the opportunity to opt in to or opt out of, as applicable, any new uses of your personal information.
Additional Disclosures for Australian Privacy Act Compliance (AU)
International Transfers of Personal Information
Where the disclosure of your personal information is solely subject to Australian privacy laws, you acknowledge that some third parties may not be regulated by the Privacy Act and the Australian Privacy Principles in the Privacy Act. You acknowledge that if any such third party engages in any act or practice that contravenes the Australian Privacy Principles, it would not be accountable under the Privacy Act, and you will not be able to seek redress under the Privacy Act.
For any questions or concerns regarding your privacy, you may contact us using the following details:
Sensei App Pty Ltd
PO Box 1296
Milton Qld 4064
Submit Form: https://sensei.school/support/