Scope
This Privacy Policy applies to all users of the Platform, including students, teachers, and school administrators (“Users”). It governs data collected from authorised users in Australia and, where relevant, in international jurisdictions where Excelar operates.
Information We Collect
We collect only the information necessary to deliver our services effectively. This may include:
- Name, school email address, and role (student/teacher/admin)
- Gender and date of birth
- Class and subject enrolment details
- Learner profile survey data (completed directly by students from Year 3 and above)
- Sensitive information entered by schools, such as learning diagnoses and associated adjustments (e.g. dyslexia, ADHD, autism spectrum disorder). This information is provided solely by schools and is not generated or verified by Excelar.
- Interaction history with the Platform (logins, navigation, task completion)
- Feedback and assessment inputs
- Device information (e.g. browser type, operating system, device settings)
- IP addresses and related metadata (log data, timestamps, usage analytics)
- Cookie identifiers and session data (see Section 5)
How We Collect Information
Information is collected:
- When Users are onboarded via their school’s authorised administrator
- When students complete Excelar surveys and their responses are uploaded into the Platform
- When Users interact with the Platform (inputs, submissions, navigation, usage)
All access is via secure, school-issued credentials. Users are authenticated and authorised by their school.
Use of Information
We use the collected information to:
- Deliver personalised learning experiences
- Generate learner profile outputs and differentiated lesson plans
- Enable teacher dashboards, group planning, and tracking
- Provide reporting tools aligned with school systems
- Improve and enhance the Platform through analytics and product development
- Ensure platform functionality, security, and compliance
We may also use anonymised and aggregated data for research, reporting, and product improvement. Such data cannot be used to identify individuals.
We do not use personal information for marketing, behavioural tracking, or profiling unrelated to education.
Where schools record sensitive information such as learning diagnoses or adjustments, Excelar processes this data only for the purpose of making it securely available to authorised staff within the Platform. Excelar does not generate, alter, or verify individual diagnoses or adjustments.
Cookies and Tracking
Excelar uses cookies and similar technologies to:
- Authenticate Users and maintain secure sessions
- Enable core platform functionality
- Collect usage analytics to improve the Platform
Users may adjust their browser settings to refuse or manage cookies, but disabling cookies may affect Platform functionality.
Data Storage and Security
- Excelar hosts all data on Amazon Web Services (AWS), using encryption in transit and at rest. Data is primarily stored in Australia but may also be processed or backed up in other AWS regions, including but not limited to the United States, Singapore, and the United Kingdom. AWS provides internationally recognised safeguards (ISO 27001, SOC 2, Standard Contractual Clauses) to ensure equivalent privacy protection.
- Access is restricted to authorised personnel only, with role-based permissions and audit logging.
- Excelar retains personal data only for the duration of the school’s contract and up to 24 months after termination, unless a longer period is required by law. After this, data is securely deleted or anonymised.
Disclosure of Information
We do not sell, rent, or trade personal information.
Disclosure occurs only:
- To the User’s school or authorised school representatives
- To contracted service providers strictly necessary to support the Platform (e.g. cloud hosting, data storage)
- As required by law (e.g. legal obligation, court order)
We will update this Policy to identify any third-party providers once finalised.
Children's Data
- Excelar processes data from students in Year 3 and above via surveys distributed directly by Excelar.
- Students do not create accounts or use the Platform independently; access and oversight remain with schools.
- Excelar does not provide direct parental access to student data. Where parents or guardians request access or correction, the request must be submitted through the school. The school may then forward the request to Excelar, which considers such requests on a case-by-case basis.
International Transfers
While Excelar’s primary operations and data storage are located in Australia, Customer Data may be transferred, processed, or backed up in other AWS regions. Where this occurs, Excelar relies on contractual safeguards including Standard Contractual Clauses or equivalent mechanisms to ensure protection of personal and sensitive information. The School is responsible for informing parents/guardians that such transfers may occur.
Restrictions on Sharing and Use
Users must not:
- Share or distribute Excelar-generated content outside the Platform
- Send screenshots or excerpts to unauthorised parties (e.g. parents, other schools)
- Access another User’s data or impersonate another User
Breaches may result in suspension or termination of access.
Access and Correction
Requests to access or correct data must be submitted via the student’s school. Excelar will work with the school to assess and respond to requests on a case-by-case basis.
Complaints
Complaints about privacy practices may be directed to Excelar’s Privacy Officer at support@excelar.com.au.
Complaints will first be addressed internally. If unresolved, the matter may be referred to independent mediation. If mediation does not resolve the issue, individuals retain the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).
Policy Updates
Excelar may update this Privacy Policy from time to time. Material changes will be communicated directly to contracted schools prior to implementation. Updated versions will be posted on the Platform.
Contact Us
Privacy Officer
Excelar Pty Ltd
Email: support@excelar.com.au
Excelar Pty Ltd. All rights reserved. Excelar and the Excelar logo are registered trademarks of Excelar Pty Ltd.
