Privacy Policy

SchoolReport (“we”, “us”) is an Australian service that turns a child’s school reports into a multi-year trajectory, coaching insights and, if you choose, an anonymous year-level comparison. We are a complement to your school’s systems (such as Compass), not a replacement, and we are not affiliated with or endorsed by any school.

We collect only what we need to provide the service:

• Your account details: email address and, if you provide it, your name and mobile number.
• Your child’s first name, year level, and school. You may optionally provide a birth year to help us apply age-appropriate settings.
• The report you upload (PDF or photos) and, from it, the extracted grades and teacher comments.
• Your choices: the consents you grant or withdraw, and your billing and referral activity.
• Technical logs that identify records by token or ID only — never by a child’s name or the content of a comment.

We ask you to upload only your own child’s report, and only where you are the parent or legal guardian and are authorised to do so.

The heart of our privacy design is separation. We keep your data in three stores that are isolated from each other, so that the sensitive parts and the comparison parts can never be joined by anyone who should not join them:

• Family-private store: everything that identifies your family — your account, your child’s name (encrypted), reports, confirmed grades and redacted comments. This is only ever used to show your own dashboard to you.
• Anonymous comparison store: if and only if you opt in, we store a random token plus school, year level, subject and grade. It contains no names and no free text. Even if this store were breached, it would reveal only anonymous tokens.
• Token keystore: the map between the random token and your child. It is held separately, and the systems that calculate comparisons never have access to it.

Your child’s name is encrypted where it is stored and never leaves the family-private store. Teacher comments are redacted at the point we read them: another child’s name, teacher names, class codes, dates, clubs and awards are stripped, and any comment that appears to be about the wrong child is dropped.

We use an AI model to read your uploaded report and to generate coaching insights. Reading a report is never the final word: you must review and confirm the extracted grid before anything is charted or shared. There is no automated decision that affects you without a human — you — in the loop.

AI processing runs on Anthropic’s Claude API, which is hosted in the United States. A report you upload therefore leaves Australia to be read. Anthropic does not use data sent through its commercial API to train its models, and we never permit your data to be used to train third-party models. How long Anthropic stores what we send it is governed by Anthropic’s own commercial terms and data-processing addendum — that retention period is not set by us, and we do not claim it is short.

We will update this policy and our collection notice before changing where that processing runs.

Comparing your child to their year level is entirely optional, off by default, and never a condition of using the service. When you turn it on, we add only anonymous, tokenised grade observations to the comparison store. We show results as broad bands (for example, “above the median”), never an exact rank, and only when enough other children are in the same cohort that no individual can be identified (a minimum cohort size applies, with the child themselves excluded from their own comparison). When you turn it off, we delete that child’s comparison observations immediately.

We keep the original uploaded file only until you confirm the grid — then it is permanently deleted, and only the structured grades and redacted comments remain. You are in control of the rest:

• Export: download everything we hold about your family as a JSON file at any time.
• Delete a child: we erase that child’s family-private records, remove them from every anonymous cohort, and retire their comparison token so it can never be reused.
• Delete your account: we erase all your children’s data as above. We keep the row that anchors your payment records so we can meet financial and tax record-keeping obligations, but we remove your personal details from it — your email is replaced with a non-identifying placeholder and your name and phone number are cleared. Your sessions are ended immediately.

Financial records (payments and referral settlements) are retained for the minimum period required by law, with personal identifiers removed as described above.

We maintain a data breach response plan. If a breach of personal information occurs that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme. Our three-store separation is designed so that a breach limited to the anonymous comparison store would not, by itself, be likely to result in serious harm.

You can access, correct, export or delete your data from your account at any time. You may also ask us to do any of these for you, and you can raise a privacy concern or complaint. If you are not satisfied with our response, you may contact the OAIC.

Contact: privacy@schoolreportvic.ai.

This service is for parents and guardians, not for children to use directly. For older students (around 15 and above) we ask you to confirm your child is aware of and assents to you using the service for them. We never use children’s data for advertising, and we never sell it.