This guide explains your information in simple words. Your Institution controls most of your records, and the full Privacy Policy is the complete legal version. If you or someone else is in danger right now, call 000.
#01A quick introduction
Academyship is an online platform that your Institution — whether a school, college, university or training organisation — uses to help run learning and Institution activities. This guide explains, in plain language, what information Academyship can hold about you, who can see it, and how it is looked after. Your Institution decides most of what happens with your records. For the complete details, see the Privacy Policy.
This guide is information only. It is not a contract, and reading it does not mean you have agreed or given permission to anything. If your permission is needed for something — for example, an optional feature or a form — it should be asked for separately and clearly.
#02What information can be in Academyship about you?
Because every Institution sets things up differently, this is what may be held about you — not everything will apply to you:
- your name and contact details;
- your classes, courses and enrolment;
- attendance;
- your work, tasks and submissions;
- marks, results and certificates;
- support or adjustment information, where your Institution records it;
- messages and notices;
- files you or your Institution upload;
- activity in the portal (for example, when you sign in); and
- technical information kept to keep the service secure.
Examples from particular features
If your Institution uses the features below, this is the kind of information they can hold and who may usually see it. Your Institution decides the exact settings, so the people listed are examples — not a promise that each of them can see it, and not a promise that a parent or guardian can see everything.
| Feature | What it can include | Who may usually see it |
|---|---|---|
| Library | Items you borrow or reserve, due and return dates, reminders, fines and payments, and any ratings or reviews you write. | You, and library and other authorised staff. A parent or guardian only where your Institution allows it for your account. What you borrow can say a lot about you, so it is personal information, not anonymous data. Check who will be able to read a review before you post it. |
| Canteen | Orders and any special instructions, meal plans, your card number, wallet balance, top-ups, transfers and spending limits, and dietary or allergy restrictions. | You, and canteen and other authorised staff who need it to prepare, serve or deliver food or to manage payments. A parent or guardian where your Institution has linked them for canteen purposes. Dietary details can reveal health or religious information, so they should be seen only by people who need them. |
| Behaviour, wellbeing and support | Records of incidents, points and rewards, notes, goals, support plans and interventions, and files added as evidence. | Authorised staff, according to their role. Some notices may be sent to you or to a parent or guardian, including automatic notices your Institution sets up — for example, when a certain number of points or incidents is reached. Not every parent or guardian sees every record, and some records may be restricted. A record can contain someone's account or opinion of what happened, which is not the same as a proven fact (see Section 11). |
| Bookings and events | Appointments or places you book, details entered on a booking form (such as a name, email address or phone number), waitlist places, event sign-ups and replies, comments you post on an event, reminders and meeting links. | Staff who run the booking or event, and a parent or guardian connected to the booking. Depending on how an event is set up, other people invited to it may see the comments you post there. |
| Homework and group work | Work you hand in, marks or grades, feedback, and who marked it and when. For group work, shared group feedback, plus any separate mark, change or note your Institution records just for you. | You, and the staff who teach or assess you. Feedback given to a whole group may be seen by everyone in that group. A separate mark, change or note for you is kept apart from the shared group feedback; who else can see it depends on how your Institution sets up the task. A parent or guardian only where your Institution allows it. |
| Signed forms | The document, your answers, your signature (drawn or typed), your name and contact details, when you signed and from which device or internet address, and a record of each step. | The person or Institution that sent the form, and anyone they share the completed copy with. Ask the sender if you need a copy. A signed form is kept as a record of what happened, so a mistake is normally fixed with a new or updated form rather than by changing the signed one. If you are under 18, some forms may need a parent's or guardian's signature as well as, or instead of, yours. |
| Certificates and cards | Certificates, letters, and student or ID cards. These can include your name, photo, course, dates and other details your Institution chooses to include. | You and authorised staff at your Institution, and anyone you or your Institution give a copy to. If your Institution turns on certificate verification, people who have the verification link or code can check limited details (see Section 5). |
#03Who puts information in?
Information can be added by: staff at your Institution; you, when you use the platform; your parents or guardians, where your Institution turns that on; approved services your Institution connects; and Academyship's own system, which creates security and service records (for example, sign-in records).
#04Why is the information used?
Your information is used to support your learning and Institution activities, to help authorised staff support you, to communicate with you, to issue official education or Institution records such as results and certificates, to meet legal requirements, and to keep the service safe and secure. It is not used to show you unrelated advertising.
#05Who can see it?
Not everyone can see everything. Depending on how your Institution sets things up:
- you can see your own information where the platform allows;
- authorised teachers and staff can see information according to their role;
- parents or guardians can see information only where your Institution turns that on;
- approved service providers may handle information to help run the platform; and
- a limited number of Academyship staff can access information only when it is needed and authorised, for example to fix a problem or keep the service secure.
Certificate verification links
If your Institution turns on certificate verification, a certificate can come with a verification link or code. Anyone who has that link or code — for example, an employer you send your certificate to — can use it without signing in. They can see limited details: your name, the certificate number and type, the course, the issue date, the Institution that issued it, and whether the certificate is still current. The link does not let them into your account. This is not a public profile, and people cannot search for you by name. Because anyone with the link or code can use it, share it only with people you want to check your certificate. If any of those details are wrong, ask your Institution to correct or reissue the certificate.
Adding bookings and events to your own calendar
Some booking and event pages let you add an appointment or event to Google Calendar, Outlook, Yahoo or another calendar app, or download a calendar file. This only happens if you (or someone using your account) choose to do it. When you do, the details you add — such as the title, time, place, meeting link and description — are sent to that calendar service, or saved on your device, and are then handled under that service's own rules. Adding an event this way does not give Academyship access to your calendar account. The copy in your calendar may not update if the booking or event changes, and removing it from Academyship does not remove it from your calendar.
#06Where your information is kept
Academyship keeps platform information in the systems used to provide the service. Academyship hosts its core production platform and Customer Data in Sydney, Australia (ap-southeast-2). Limited processing outside Australia may occur through disclosed telecommunications delivery, Stripe-hosted payment services, Customer-selected Integrations or authorised access, subject to applicable privacy, contractual and security safeguards. Approved supporting providers may help with hosting, email or SMS, and authorised AI features, subject to their role and contractual protections. The current public information is in the Subprocessor Register. A calendar service you choose to add an event to is not one of Academyship's providers: that copy is handled under the calendar service's own rules and may be stored outside Australia (see Section 5).
Academyship does not sell your information, use it to show you advertising, or use Customer Personal Data to train general-purpose AI models. Academyship does not create a public student profile as part of ordinary platform use.
#07AI features
Your Institution can turn AI Features off, limit them to particular staff roles and control how authorised staff use them. The AI features Academyship currently makes available help authorised staff search their permitted Institution information, prepare summaries, drafts, reports and document analysis, and review recommendations or action previews. That list does not include a student-facing AI function. A person must check the result and approve any action — AI does not make important decisions about you on its own, and it can sometimes be wrong. Where AI suggests a change — for example, a fix to a certificate template — the change is not made unless a person confirms it, and confirming it can mean certificates are produced again. AI works only within your Institution's tenant and the staff member's permissions. If you have a question or think an AI result is wrong, ask your Institution; it can correct the record and seek support. You can also read our Responsible AI statement.
Razi voice typing
If you use Razi voice typing, your browser or device turns your speech into text. Academyship receives the text entered into the field, but does not receive or store your raw voice recording through Razi. The text is handled like text you type into that field yourself. Your browser, operating system or device provider may handle speech under its own privacy terms and settings. Check the words before you save or use them: availability and accuracy depend on your browser, device, language, permissions and network conditions, and voice typing can make mistakes. Razi does not make decisions about you or take actions on its own. Your Institution can control whether it is available where the relevant setting exists.
#08Photos, files, device information and location
You or your Institution may upload photos and files. Academyship does not track your ordinary, precise location as you move around. Your Institution is responsible for any consent needed to collect information like photos. If you are unsure about a photo or file, ask an educator or authorised Institution staff member before uploading it.
#09How is your information protected?
Academyship protects information using individual accounts and passwords, permissions that limit who can see what, separation from another Institution’s information, and encryption. No online service can promise it is 100% safe, but keeping your information secure is very important to us, and you can help by keeping your password private.
#10How long is information kept?
Your Institution and the law decide how long official education or Institution records are kept — some records must be kept for a long time. Academyship follows the Institution's instructions and its agreement for keeping, exporting and deleting information. When information is deleted, copies in backup systems are not kept forever and expire over time according to Academyship’s documented backup lifecycle. This means you may not always be able to have an official record deleted straight away, because your Institution or the law may require it to be kept.
Copies outside Academyship
Some information leaves Academyship as a copy — for example, a certificate or report that is downloaded or printed, a document or form emailed to you or to a parent or guardian, an email or SMS notice, or an event added to an outside calendar. Academyship does not control those copies. They can stay on a device, in an email inbox or in another service even after the original is changed or removed in Academyship. Think before you download, forward or print information, especially on a shared device.
#11Can you see or fix your information?
If you think information about you is wrong, or you want to see it, the best first step is to ask your Institution, because it controls most of your records. For information that Academyship controls, you can contact privacy@academyship.com.au. We may need to check who you are before we act, and there are some things we may not be able to change where your Institution or the law requires the record to stay.
If you think a record about you is wrong or unfair — for example, a behaviour record, a mark, a certificate, or a dietary or allergy detail — you can ask your Institution to check and correct it. If it is not changed, you can ask for a note of your view to be kept with it. If your concern is about how your Institution handles your information, or your Institution does not help, you can contact Academyship directly at privacy@academyship.com.au.
#12Parents, guardians and adult learners
Whether a parent or guardian can see your information is decided by your Institution — parents do not automatically see everything. If you are an adult learner, you have your own privacy rights. Not every student is a child, so the rules that apply can depend on your age and your Institution's setup.
A parent or guardian linked to your account sees only what your Institution has allowed for that link. Being a parent or other family member, or having a matching email address, does not on its own give someone access — and this matters especially if you are an adult learner. Court orders, custody arrangements and safety concerns can limit what a parent or guardian may see, and your Institution is responsible for applying them. If you think someone can see information they should not, tell your Institution or contact privacy@academyship.com.au.
#13Cookies and technical records
Academyship uses some necessary technical records — for example, to keep you signed in and to keep the service secure. These are explained in simple terms in our Cookie Policy.
#14If something worries you
If something about your information worries you, you can tell your Institution or contact Academyship directly at privacy@academyship.com.au. You do not have to go to your Institution first, and you do not need an adult to contact us for you, although a trusted adult can help if you would like. If your worry is about your Institution or someone there, you can come straight to Academyship. For a safety worry, email safety@academyship.com.au. You can make a complaint at complaints@academyship.com.au. You may also contact the OAIC or a relevant state or territory privacy regulator. If you or someone else is in danger right now, call 000. Please do not share anything harmful — describe it instead so it can be dealt with safely.
#15Full legal information and accessibility
For the complete details, see our full documents. If you need this guide in another format, ask at accessibility@academyship.com.au.
#16Changes and version history
We update this guide when our student-information practices or features change. We will carry out a further review after the final Australian Children's Online Privacy Code is registered, and we will not claim to align with that Code until we have reviewed the final registered Code and made any changes needed.
| Version | Date | Summary of changes |
|---|---|---|
| 1.1 | 9 October 2026 | Stated that this guide is not a contract and is not a way of giving permission. Added examples of information held by library, canteen, behaviour and wellbeing, bookings and events, homework and group work, signed forms and certificates, and who may usually see each. Explained certificate verification links, adding events to an outside calendar, and copies that remain outside Academyship. Expanded the parent, guardian and adult-learner section, correction routes and direct ways to raise a concern. Removed launch-date and "verified" wording from the AI section and explained that AI-suggested changes need a person's confirmation. Corrected a table-of-contents label. |
| 1.0 | 12 September 2026 | Initial publication of the plain-language Student Privacy Guide, based on the Privacy Policy. |