Privacy Policy

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KD Academy (referred to as “KD Academy”, “we”, “us” or “our”) provides online tutoring and educational support for students in Years 5 to 7, including mathematics, science and English services.

We respect the privacy of students, parents, guardians, tutors and website visitors. This Privacy Policy explains how we collect, use, store and disclose personal information when you visit our website, enquire about our services, book or attend tutoring, use a student dashboard or communicate with us.

We aim to handle personal information consistently with the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply. We also apply additional care when handling information about children and young people.

The business responsible for personal information under this policy is:

KD Academy
Legal business name: [insert legal business name]
ABN: 13116321008
Email: support@kd-academy.com.au
Telephone: 0435 726 241

The information we collect depends on how a person interacts with KD Academy. It may include:

• a parent’s or guardian’s name, email address, telephone number and billing details;
• a student’s first name or preferred name, age or year level, subjects, learning goals and availability;
• booking information, attendance records, lesson notes and communications;
• information about academic progress, quiz results, submitted work, tutor feedback and learning plans;
• account and dashboard information, such as usernames and account activity;
• payment and transaction details, although complete card information is generally processed by our payment provider rather than stored by us;
• information voluntarily supplied in enquiry forms, emails, messages, surveys or feedback;
• technical information such as IP address, device and browser type, website activity, cookie identifiers and diagnostic data; and
• any other information reasonably necessary to provide tutoring or administer our business.

We ask students and parents not to provide unnecessary sensitive information. If information about health, disability, learning support needs or other sensitive matters is required to safely and appropriately provide tutoring, we will seek consent where required and limit its use to that purpose.

Our services are designed for school-aged students. Wherever reasonably practicable, enrolment, payment and consent should be completed by a parent or legal guardian.

We consider whether a young person has sufficient understanding and maturity to make a privacy decision. Where a student does not have the capacity to provide valid consent, we will seek consent from a parent or guardian.

We seek to collect only the minimum information reasonably necessary to provide educational services. Students must not submit their home address, personal phone number, private passwords, identity documents or other unnecessary identifying information through tutoring tools or AI features.

A parent or guardian may contact us to ask about, access, correct or request deletion of their child’s information, subject to legal, safeguarding and recordkeeping requirements.

We may collect personal information:

• directly from a parent, guardian or student;
• through our website, contact forms, booking forms, student dashboard or tutoring tools;
• during online tutoring sessions and related communications;
• from tutors, contractors or service providers involved in delivering our services;
• from referral partners, where the individual has agreed to the referral; and
• automatically through cookies, logs and similar website technologies.

If someone provides us with another person’s information, they must have permission to do so and ensure that person is aware of this policy.

We may use personal information to:

• respond to enquiries and arrange trial or paid tutoring sessions;
• assess a student’s year level, learning needs and goals;
• deliver, personalise and improve tutoring and educational resources;
• manage bookings, attendance, accounts, dashboards and payments;
• communicate with parents, guardians and students about lessons or progress;
• provide progress reports, quizzes, feedback and learning recommendations;
• operate, secure, troubleshoot and improve our website and systems;
• prevent misuse, fraud, unsafe conduct or breaches of our terms;
• obtain feedback and conduct internal business analysis;
• send service messages and, with permission or as otherwise allowed by law, marketing communications;
• meet legal, insurance, accounting, safeguarding and regulatory obligations; and
• establish, exercise or defend legal claims.

Where required, individuals may unsubscribe from marketing emails by using the unsubscribe link or contacting us. Essential service communications, such as booking or account notices, may still be sent.

KD Academy may offer a restricted educational AI learning tool. The tool is intended to provide age-appropriate educational assistance and is not a replacement for a qualified teacher, counsellor or professional adviser.

Where the AI tool runs locally on an authorised device, prompts and responses are intended to remain on that device unless they are deliberately exported, backed up or included in progress records. If KD Academy later introduces any cloud-based AI service, we will review this policy and provide appropriate notice before student information is sent to that service.

Students should not enter full names, addresses, school names, contact details, passwords, medical information or other unnecessary personal information into an AI tool. AI conversations may be retained locally or within an authorised student record for safety, quality assurance, progress review and troubleshooting. Parents or guardians should supervise use in accordance with the applicable service instructions.

Our website may use essential cookies to operate forms, bookings, logins and security features. With appropriate consent where required, we may also use analytics or advertising technologies to understand website use and measure the effectiveness of our advertising.

These technologies may collect technical information such as an IP address, browser type, device identifiers, pages visited and interactions with advertisements. You can control cookies through your browser and any cookie-consent controls offered on our website. Disabling essential cookies may affect website functionality.

Website owner action: List the services actually used, such as Google Analytics, Meta Pixel, a booking platform or an embedded video provider, before publishing this policy.

We may disclose relevant personal information to:

• authorised KD Academy tutors, employees and contractors;
• website hosting, email, booking, video-conferencing, learning-management, data-storage, IT support and payment providers;
• professional advisers such as accountants, insurers and legal advisers;
• government, regulatory, law-enforcement or child-safety bodies where required or authorised by law, or where disclosure is reasonably necessary to address a serious safety concern; and
• another entity involved in a proposed or completed sale or restructuring of the business, subject to appropriate confidentiality and privacy protections.

We do not sell students’ or parents’ personal information. We do not disclose student information for another organisation’s independent advertising purposes unless clear notice and valid consent have been provided.

Some technology providers may store or process information outside Australia. The countries involved depend on the providers KD Academy actually uses and their infrastructure.

Before publishing this policy, KD Academy will identify material providers and, where practicable, the countries in which personal information may be stored or accessed. We will take reasonable steps to select reputable providers and apply appropriate privacy and security safeguards.

Website owner action: Insert known overseas countries or state that no overseas disclosure occurs, after checking every hosting, email, video, payment, analytics and dashboard provider.

We take reasonable administrative, technical and physical measures to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Measures may include access controls, strong passwords, multi-factor authentication, software updates, encryption where appropriate, staff confidentiality requirements and secure backups.

No website, transmission or storage system can be guaranteed to be completely secure. If a suspected data breach occurs, we will investigate it and take appropriate containment and response steps. Where the Notifiable Data Breaches scheme applies, we will notify affected individuals and the Office of the Australian Information Commissioner when legally required.

We retain personal information only for as long as reasonably required to provide our services, manage our business, resolve disputes and meet legal, taxation, insurance, safeguarding and recordkeeping obligations.

When information is no longer required, we will take reasonable steps to securely delete it or de-identify it. Backup copies may remain for a limited period until they are overwritten through normal backup processes.

Website owner action: Adopt and insert practical retention periods—for example, enquiry records, inactive student accounts, lesson notes, payment records and AI chat records—after obtaining professional advice about applicable obligations.

An individual, parent or guardian may contact us to request access to personal information we hold about them or their child, or to request a correction if it is inaccurate, out of date, incomplete, irrelevant or misleading.

We may need to verify the requester’s identity and authority before providing access or making a change. In some circumstances, the law may permit or require us to refuse access. If so, we will explain our decision where legally permitted.

Privacy questions, concerns or complaints should be sent to:

Privacy Officer — KD Academy
Email: [insert privacy email]
Postal address: [insert postal address]

Please describe the concern and provide enough information for us to investigate it. We aim to acknowledge a complaint promptly and provide a substantive response within 30 days where reasonably practicable.

If you are not satisfied with our response and the Privacy Act 1988 applies to the matter, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au.

Our website may link to third-party websites or services. KD Academy is not responsible for the privacy practices of third parties, and users should review their privacy policies before providing information.

We may update this Privacy Policy when our services, technology or legal obligations change. The current version will be posted on our website with its effective date. If a change materially affects how we handle existing student information, we will provide additional notice or seek consent where required.

For questions about this Privacy Policy or KD Academy’s handling of personal information, contact:

KD Academy
Email: support@kd-academy.com.au
Telephone: 0435726241