Privacy policy.

01About this policy

Educatta Tutoring Pty Ltd (ABN to be issued; "Educatta", "we", "our", "us") is committed to protecting the privacy of the families and tutors who use our services. This policy explains what personal information we collect, why we collect it, how we use and store it, and the rights you have under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This policy applies to our website at educatta.com, our two centres in Perth (Bentley and Canning Vale), our online classes across Western Australia, and any communications we send to enrolled families.

02What we collect

The personal information we collect depends on how you interact with us. Typical categories include:

• Identity and contact details: parent and student names, email addresses, phone numbers, residential suburb.
• Student academic information: school, year level, subjects, current marks, target ATAR, any learning needs you choose to share with your tutor.
• Booking and enrolment data: chosen centre, class times, term enrolments, attendance records.
• Payment information: billing name, billing address, and payment method. We do not store full credit card numbers; payments are processed by third-party payment providers.
• Marketing preferences: whether you have opted in to receive class reminders and the occasional update from Educatta.
• Tutor application information: if you apply to tutor with us via tutor-signup.html: ATAR results, university enrolment, working-with-children-check status, employment history, and the qualifications you submit.
• Technical data: IP address, browser type, pages visited and referral source. See section 6 for details.

03How we collect it

We collect personal information directly from you through:

• Forms on our website (free trial booking, tutor application, waitlist sign-ups).
• Phone, email, or in-person enquiries with our team.
• Enrolment paperwork at the start of a term.
• Class participation and progress notes recorded by your tutor.
• Cookies and similar tracking technology when you use our website (see section 6).

Where reasonable, we will tell you why we are collecting the information and how it will be used at the point of collection.

04How we use your information

We use personal information only for the purposes for which it was collected, including:

• Booking and running tutoring classes, including assigning students to centres, tutors and class times.
• Communicating with parents and students about classes, term planning, mock-exam results and payment matters.
• Processing payments and issuing invoices and refunds (including under our 100% money-back guarantee).
• Sending class reminders, term newsletters and the occasional update, where you have opted in.
• Improving our website, course materials and services through analytics and parent surveys.
• Recruiting, screening and managing tutors who join our team.
• Meeting our legal, taxation and regulatory obligations.

05Who we share it with

We do not sell or rent personal information. We share it only with carefully chosen service providers who help us run Educatta, and only to the extent needed for them to provide their service. Current providers include:

• Airtable: our internal student and class database.
• GoHighLevel: parent communications, SMS and email reminders.
• Stripe (or equivalent payment processor): secure card payments and direct debits.
• Google Workspace and Google Analytics 4: email hosting, document storage and aggregated website analytics.
• Google Meet and similar platforms: live online tutoring sessions.
• Zapier and Make: automation between the above tools.

Each of these providers maintains its own privacy practices and security standards. We require service providers to keep your information confidential and to use it only for the agreed purpose.

We will also disclose information where we are legally required to (for example, to comply with a valid subpoena, court order, or request from a regulator) or where there is a serious threat to the life or health of a person.

06Photographs, video & recordings

We capture photographs, audio recordings and video of classes, centre activities and online sessions. By enrolling a student at Educatta, the parent or adult student consents to this collection and to its use for the following purposes:

• Tutor training and quality assurance, used internally by our Head of Education and Learning Advisors to improve teaching and to calibrate standards across centres.
• Safeguarding and compliance, including CCTV at our centres and class recordings retained for a limited period as part of our Child Safe Policy and our obligations under the Working with Children (Criminal Record Checking) Act 2004 (WA) and the Children and Community Services Act 2004 (WA).
• Marketing and advertising, including use on our website, social media accounts, printed materials, paid advertising, school visits and events. This may include identifiable images of a student.

Training and compliance footage is held within Educatta only. Marketing material is published only on Educatta-owned channels and is not sold or licensed to third parties.

You may opt out of marketing and advertising use at any time, in whole or in part, by emailing learn@educatta.com from the parent's registered email address. We action opt-out requests within 14 days. Opting out does not affect the safeguarding and compliance use described above, which is necessary for child safety and our legal obligations. The full opt-out terms appear in section 06 of our Terms & Conditions.

07Cookies & analytics

Our website uses small data files called cookies to help the site function correctly and to understand how visitors use it. We use:

• Essential cookies for things like remembering whether you have completed a form.
• Google Analytics 4 to measure aggregated, anonymised website traffic. GA4 collects information such as pages visited, time on page, device type and approximate location. It does not collect identifiable personal information without your consent.
• UTM tracking on form submissions so we can understand which referral sources (search engines, social media, partner sites) bring families to Educatta.

You can disable cookies in your browser settings. Some parts of the site may not function as intended without them.

08How we protect it

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

• Restricting internal access on a need-to-know basis.
• Requiring strong passwords and two-factor authentication on staff accounts.
• Using reputable cloud providers with industry-standard encryption in transit and at rest.
• Reviewing our access controls and provider list at least annually.

No system is perfectly secure. If we ever suffer a data breach that is likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme.

09Your rights

Under Australian privacy law you have the right to:

• Access the personal information we hold about you.
• Correct information that is inaccurate, out of date or incomplete.
• Withdraw consent for marketing communications at any time, by clicking unsubscribe in any email or by emailing us.
• Request deletion of personal information that we are no longer required by law or contract to keep.
• Lodge a complaint if you believe we have breached this policy or your privacy rights (see section 11).

To exercise any of these rights, email learn@educatta.com with your name, the specific request, and enough information for us to identify the relevant records. We will respond within 30 days.

10Students under 18

Most Educatta students are minors. We collect student information through the enrolling parent or legal guardian, and our marketing communications go to the parent rather than the student. Students do not need to create accounts on our website.

Where a student is 16 or older and asks to manage their own account or communications directly, we may engage with them with parental consent on file.

11Overseas storage

Some of our service providers (Airtable, GoHighLevel, Google, Stripe) store data on servers located outside Australia, primarily in the United States. By providing your personal information you consent to it being transferred to and stored in these jurisdictions, where it is protected by the providers' own security and contractual safeguards. We choose providers who maintain standards equivalent to or stronger than the APPs.

12Complaints

If you believe we have not handled your personal information correctly, please contact us first at learn@educatta.com. We take complaints seriously and will investigate within 14 days, then respond in writing.

If you are not satisfied with our response, you can refer the matter to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or 1300 363 992.

13Changes to this policy

We may update this policy from time to time to reflect changes in our practices, technology or legal obligations. The version number and effective date at the top of the page always reflects the current version. Material changes affecting enrolled families will be notified by email at least 14 days before they take effect.

14Contact us

For any privacy question or to exercise the rights described in this policy:

Educatta Tutoring Pty Ltd
3/85 Manning Road, Bentley WA 6102
Email: learn@educatta.com
Phone: (08) 6157 1525