Privacy Policy

Last Updated: 25 Jan 2021

WHO ARE WE?

Ed-admin Pty Ltd, having its headquarters in 11 Sundown Walk, Frankston VIC 3199 Australia. Our company is committed to our users’ privacy and the compliance of our data processing activities. This Policy is intended to get you familiarised with the purpose, type and extent of the processing of personal data. Please note that privacy regulations and technology are both constantly changing, so corresponding to it, our privacy policy might be revised and updated.

We strongly recommend you to read the full text of this Policy and to regularly check it for any updates. However, we may inform you in case we consider that a major change in this Policy will affect you. We will duly protect the integrity of your data, whether concerning you independently or concerning your company, services or products.

Users are bound by any changes to the Privacy Policy when he or she continues to use the Platform after such time. By accessing or using the Platform, whether, via your mobile app, our website or some other format, you acknowledge that you accept and consent to the practices and policies outlined in this Privacy Policy.

This privacy policy governs all the manner in which Ed-admin collects personal information directly from you as an individual. Whether you are a visitor to our website, user of Ed-admin software, request a demo of our product or any other communication with us. How we collect information may differ based on our relationship with you as an individual. We have identified below the different relationships we may have with you, and our respective use of the information we collect.

The nature of the personal information we collect and how we use it depends on the context in which we are collecting that personal information. Please see the section below that applies to you.

A. Website Users

You may visit Ed-admin website without having to log in or provide any personal information.

Information We Collect when you visit our site

Information you provide to us:

You may voluntarily provide us with information when you book a demo or subscribe to our services. This may include some or all of the following categories of information: Name, Email address, Organization, Country and phone number.

  • In the course of using our website ed-admin.com, we use cookies and third party analytics data (please refer to section Cookies under the question “Do we use cookies?”)
  • Our business does not target children as customers so we do not knowingly collect personal data of children;
  • When purchasing our products we collect and store your payment details.

Information collected automatically:

When you interact with our website, Ed-admin automatically receives and records information on our server logs from your browser, including your IP address, and the page(s) you requested. We also record the details of your activity on the Platform and the number and frequency of visitors to our site and its components.

WHY DO WE PROCESS YOUR PERSONAL DATA AND WHAT ARE THE LEGAL GROUNDS FOR IT?

Generally, we collect personal data which you have provided voluntarily and we may request for as little information as possible in order to comply with the applicable legislation and to be able to offer you our services or to answer your questions and requests. Besides these most common reasons for the collection of personal data, based on our legitimate interest we might also use it for further improvement and development of our services, to provide you with technical support and enhance our data security. We use contact information to get in touch with our customers and we use cookies for personalising our advertising based on the customers’ preferences and providing targeted marketing related to our services and promotions. For certain use of cookies, we may rely on your consent; you can find more information about this in the section “Do we use cookies?” below in this policy.

DO WE USE COOKIES?

Yes, we use cookies. A cookie is a small text file that a website saves on your computer or mobile device when you visit our website. We may gather information through files such as cookies or log files on browsing habits. Cookies are files by the website and stored on the user’s browser - through a web server for the maintenance of the browsing session - by storing the IP address of the user (of his or her computer) and other possible browsing data.

We use the following type of cookies:

Required

We use cookies necessary to perform essential website functions. For example, they are used to save your language preferences, improve performance, route traffic between web servers, detect your screen size, determine loading pages, improving the user experience, and measuring the audience. These cookies are necessary for the operation of our websites.

Analytics

We allow third parties to use analytics cookies to understand how you use our websites in order to improve them. Third parties may develop and improve their products which they may use on websites that are not operated by Ed-admin, or that Ed-admin does not own. For example, they are used to collect information about the pages you visit and the number of clicks you need to complete a task. We use analytics cookies for advertising purposes.

Publicity

We and third parties use advertising and marketing cookies to display new advertisements by saving those you have already seen. They are also used to identify which advertisements you click or which purchases you make after clicking on an advertisement for payment purposes and to display advertisements that are more relevant to you. For example, they are used to detect when you click on an advertisement and display advertisements based on your social media interests and website browsing history.

These are all the cookies we use:

Cookie name Type of cookie Expiry period Cookie purpose description Are we obliged to request for prior consent from you for this cookie?
oribi_cookie_test HTTP, Necessary* Session This cookie determines whether the browser accepts cookies No.
tidio_state_a1g21c5ermfmgwlttlsf4t3fzbilk3zl HTML, Necessary* Persistent This cookie is used to determine if the visitor has visited the website before No.
_hjAbsoluteSessionInProgress HTTP 1 day This cookie is used to count how many times a website has been visited by different visitors - this is done by assign in g the visitor an ID, so the visitor does not get registered twice. Yes.
_hjFirstSeen HTTP 1 day This cookie is used to determine if the visitor has visited the website before, or if it is a new visitor on the website Yes.
_hjid HTML Persistent Sets a unique ID for the session. This allows the website to obtain data on visitor behaviour for statistical purposes. Yes.
_hjIncludedInPageviewSample HTTP 1 day Determine if the user's navigation should be registered in a certain statistical place holder. Yes.
_hjRecordingLastActivity HTML Session Sets a unique ID for the session. This allows the website to obtain data on visitor behaviour for statistical purposes. Yes
_hjTLDTest HTTP Session Registers statistical data on users' behaviour on the website. Used for internal analytics by the website operator. Yes
oribi_session HTTP 1 day Collects data on the user’s navigation and behaviour on the website. This is used to compile statistical repo rts and heatmaps for th e w website owner. Yes
_hjRecordingEnabled HTML Session This cookie is used to identify the visitor and optimize ad-relevance by collecting visitor data from multiple websites – this exchange of visitor data is normally provided by a third-party data-centre or ad-exchange. Yes
Collect Pixel Session Used to send data to Google Analytics about the visitor’s device and behaviour. Tracks the visitor across devices and marketing channels. Yes
rc::a, rc::b, rc::c HTML Session This cookie is used to distinguish between humans and bots. This is beneficial for the website, in order to make valid reports on the use of their website. Yes

*Necessary cookies help make a website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies.

You can control or delete cookies if you wish, through the options of your browser. You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. Be informed that doing so may prevent you from taking full advantage of the website. For unnecessary cookies, users are provided with an option to accept or reject them.
You may read more information about cookies at https://www.allaboutcookies.org/

B. Customers (educational institutions)

If you are a customer of Ed-admin, we are providing our products and services directly to your school or school district and we are a “data controller” for purposes of the personal information collected in connection with the customer accounts.

Information We Collect

Directly from you:

We collect information necessary to provide educational technology services as directed by you. The information collected from you depends on the specific product and what is needed to integrate with your systems and to set up and maintain accounts. This includes information in the following data categories:

  1. Account information: The exact elements will depend on the product and what specific information you as a customer provide us, but often what we receive from you include records of students and parents records of students enrolled in your school or district, such as directory information, email addresses, student IDs, account credentials, courses students are enrolled in, health information kept in student records.
  2. We also collect employee account information including user names, email addresses and titles to initially set up products and services for you.
  3. Depending on your needs as a customer, we may also collect financial information of students and parents of students as you make available to us in order to provide services.

Indirectly from you

We collect device and usage information when you access and use our products and services, including information that your browser or the mobile app sends when you are using it. This data may include your unique device identifier, IP address, your browser type and configuration, the date and time of your use of the product or service and cookie data. The purpose of collecting such information is for the improvement of our products and services to better meet the needs of our customers and their users.
For absolute clarity, we do not provide any student data or personally identifiable information to any Partners for marketing purposes.

Who has access to it? / How we share the information

a) Service providers

We employ other companies and people to perform tasks on our behalf and need to share your information with them to provide products or Platforms to you. Examples include sending emails, analyzing data, processing payments, or other services needed to support our Platform and Products. We share Personal Information with such agents on a need-to-know basis and hold them to contractual obligations to protect such information.

b) Business Transfers

If Ed-admin or some or all of its assets were acquired or otherwise transferred, goes out of business or enters bankruptcy, user information may be transferred to or acquired by a third party. Any such third party will be subject to the same commitments for previously collected Personal Information under this Privacy Policy. We will notify you in advance should any business transfers occur.

Student Personal Information

Ed-admin is a data processor with respect to student personal information and the Ed-admin customer (school or school district) is the data controller. Where an Ed-admin customer enters into an agreement with Ed-admin to provide products and services, that Ed-admin customer acknowledges that Ed-admin is a data processor with respect to personal information received from that Ed-admin customer or from a student/parent in connection with the Ed-admin products and services.

Student Personal Data Ownership

All student personal data remains the property of and is solely owned, and thereby controlled, by our Ed-admin customers. You grant Ed-admin a non-exclusive, royalty-free license, to use the equipment, software, your data or other material of yours solely for the purpose of providing, maintaining, and supporting you and other licensees with Ed-admin products and services. Ed-admin will only use student personal data for the purposes of providing the products and services that our customers (school or school districts) have contracted with us to provide and we will process student personal data according to instructions and the terms of our contract with our customers. Student personal data will not be used for targeted Advertising by Ed-admin or any of its affiliates.

c) Parents and Students

The school or school district decides how your personal information is used. Ed-admin provides learning and registration products and services to end-users of a school or school district (our customers) as a “data processor.” The main responsibility of what is known as a “data controller” lies with the school or school district. This also means that the school or school district’s own privacy statement that governs the use of student personal information. Ed-admin customers determine what information we collect through the Ed-admin products and services and how it is used, and we process that information according to our customer’s instructions and the terms of our contract with our customer.
This section of our Privacy Statement is provided for informational purposes and describes how parent and student personal information is used when Ed-admin products and services are provided through a school or school district. How that information is used depends on the school or school district, so please consult your institution’s privacy statement.

Information We Collect

Information provided to us by a school or school district. The Ed-admin products and services integrate with our customer’s systems. The specific information that is collected from the school or school district depends upon the Ed-admin product or service, but in general, this information includes but is not limited to: name, age, email address, student ID, account credentials, academic and student records, certain health information kept in student records, courses a student is enrolled in when we initially set up the products, and additional records as requested by the school or school district. Depending on the school or school district’s request, we may also collect financial information of students and parents of students as is made available to us in order to provide services. Ed-admin will receive regularly updated information to keep account information accurate and up to date.

Directly from a parent or student

Depending on the Ed-admin products and services your school (or your child’s school) uses, we will collect the following data categories directly: name, age, email address, student ID, account credentials, academic and student records, certain health records, courses a student is enrolled in when we initially set up the products and services for your institution, and additional records as requested by the school or school district. Depending on the school or school district’s request, we may also collect financial information of students and parents of students in order to provide services. Ed-admin will receive regularly updated information to keep account information accurate and up to date.

Indirectly from a parent or student

We collect device and usage information when you access and use Ed-admin products and services, including information that your browser or the mobile app sends when you are using it. This data may include your unique device identifier, IP address, your browser type and configuration, the date and time of your use of the product or service, and cookie data. The purpose of collecting such information is for the improvement of our products and services to better meet the needs of our customers and their users.

How We Use This Information
On behalf of your school or school district

We use your information on behalf of and under the instruction of your child’s school or school district, which is the data controller. We use the information in accordance with our agreement with your child’s school or school district to operate, maintain, and provide the features and functionality of the Ed-admin products and services. Your child’s school or school district determines how personal information is used.

How We Share This Information

We share student information in accordance with our agreement with your (or your child’s) school or school district. Generally, this includes the sharing of such information inside and outside Ed-admin under certain terms. Student information will be accessed inside Ed-admin only by those who have a “need to know” to provide the Ed-admin products and services and improve them. For example, our technical and client support teams may have access to personal information when the Ed-admin products and services are implemented for your school or school district or when the software or other changes are required for support and maintenance purposes. We use vendors to help us provide the Ed-admin products and services to you (or to your child) on behalf of our school or school district customer.

What does Ed-admin use my information for?
Generally

When you use the Platform, you may set up your personal profile, send messages, perform searches and queries, and transmit information through various channels, depending on the User Category you are registered within the Platform. Our Platform allows users to set up a user account and profile and navigate within it, and the information we gather from users enables us to provide features, personalise it for users, and improve our Platform.

Personal information

We also use the Personal Information you provide to respond to your requests for certain information and the Platform, customising your experience, and communicating with you about the Platform.

Your email address

Use of our Platform requires your email address and we may send you email communications. Web beacons may also be used in some of our emails to let us know which emails have been opened by recipients, which allows us to gauge the effectiveness of our customer communications.

Usage Information

Ed-admin uses aggregate data to figure out how often users use parts of the Platform so that we can make the Platform appealing and relevant to as many users as possible. As part of our use of information, we may provide aggregate, anonymized information to our partners about how our users use our site.

Advertising

We display ads for our own products and services on our Platform. Ed-admin may share the Personal Information with our advertising partners to promote Ed-admin or other products. Users may opt-out of the sharing of Personal Information with third parties by emailing us at ( put email address).

THIRD-PARTY SERVICES

We may engage third-party companies and individuals to facilitate our services, to assist us in analysing how our website and services are used, and to perform services related to administration of our service or website (e.g. maintenance, payments, hosting and database management services, website analytics and administration). These third parties may have access to your personal data so that they may perform these tasks on our behalf. They are obligated to comply with our requirements for confidentiality, and this Policy, and may not use your personal data for any purpose other than what they have received it for.

Other Types of Disclosures

We may also share your information where required under the following circumstances:

  1. Where permitted by applicable law and by contracts with our customers, we may disclose your information in the course of a corporate transaction such as a merger, acquisition, sale of assets, or financing, or pursuant to a bankruptcy, dissolution proceeding or reorganization.
  2. We may need to disclose your information to comply with legal or regulatory requirements and to respond to lawful requests, court orders, and legal processes. Where such disclosures relate to personal data we hold as a data processor on behalf of our customers, we will refer such requests to our customers where permissible.
  3. We may need to disclose your information to protect and defend the rights, property, or safety of Ed-admin, our customers, or third parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud or other misuses of our systems.

Privacy of children

We do not knowingly collect any information from children under the age of 16 unless and until the Ed-admin customer (school or school district) has provided authorization for a student under 16 to use the Ed-admin products and services and for us to collect personal information from such students.
Please contact us at info@ed-admin.com if you believe that we have inadvertently collected personal information from a child under 16 without proper consent. This will allow us to delete such information as soon as possible.

WHERE IS YOUR PERSONAL DATA STORED?

We are based in Australia and South Africa. If you are an EU resident or you reside within the EEA, you should note that your personal data will not be transferred outside the EU, but still, it might be accessed by our employees or contractors located in Australia or South Africa. In case we need to transfer data to third parties located outside the EEA we will always use standard contractual clauses or we may rely on other measures such as the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks.

How do we store your data?

Your Ed-admin account Personal Information is protected by a password for your privacy and security, as well as by numerous other technical, administrative, and physical security mechanisms. We also use coding practises that take steps to prevent attacks on our Platform from web browsers and malicious scripts by processing all actions through several permission verifications checks. You may help protect against unauthorized access to your account and Personal Information by selecting and protecting your password appropriately and limiting access to your computer and browser by signing off after you have finished accessing your account.
Ed-admin endeavours to keep your information private; however, we cannot guarantee security. Unauthorized entry or use, hardware or software failure, and other factors may compromise the security of user information.

ACCESS TO PERSONAL INFORMATION

Ed-admin supports an individual’s right to access their Personal Information. You may request that we provide you with all your Personal Information that we store.

PERSONAL DATA RETENTION

We will retain personal information that we have collected and processed for as long as needed to provide our service to our customers or as required or permitted under the applicable law. We may further retain and use this personal information as necessary to comply with our legal obligations; maintain accurate accounting, financial, and other operational records; resolve disputes, and enforce our agreements. We have established internal policies for the deletion of data from customer accounts following the termination of a customer’s subscription to the service.

WHAT RIGHTS DO YOU HAVE UNDER THE GDPR?

The General Data Protection Regulation grants EU residents numerous rights with respect to your personal data: the right of access, correction, erasure, restriction of processing, objection and data portability, request a copy of your personal data.
We will not require you to pay any fee to access your personal information or to exercise any of the other rights and yet we may charge a reasonable fee if your request/requests is/are clearly unfounded or excessive. Any questions or requests related to this Policy shall be addressed at info@privacy-officers.eu
If you want to submit a complaint, you can do this in your relevant data protection authority as you can find a list of all EU data protection authorities here:
https://ec.europa.eu/justice/article-29/structure/data-protection-authorities/index_en.htm

CONTACT INFORMATION OF OUR EU REPRESENTATIVE UNDER ACT. 27 OF THE GENERAL DATA PROTECTION REGULATION

Ed-admin Africa Pty Ltd
E-mail: megan.h@ed-admin.com