Privacy Policy & Terms of Service

Last Updated: 4th May 2025

Welcome to Teacher's Aide! This document explains how we collect, use, and protect your information (our Privacy Policy) and the rules for using our service (our Terms of Service).

Privacy Policy

Teacher's Aide ("we", "us", "our") is committed to protecting the privacy of our users ("you"), particularly educators working within the Australian school system. This policy outlines our practices regarding the collection, use, and disclosure of information when you use our Service and complies with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth).

1. Information We Collect

  • Account Information (If Applicable): If account creation is implemented, we may collect your name, email address, school association (optional), and password.
  • Input Data: Information you provide to the Service to generate content. This may include lesson plan details (subject, topic, objectives), text for summarization, meeting notes, assessment criteria, examples for question generation, student performance descriptions (for report comments), audio recordings (for meeting minutes), etc.
  • Usage Data: Information about how you interact with the Service, such as features used, time spent, IP address, browser type, device information, and error logs. This helps us improve the Service.
  • Cookies: We may use cookies and similar tracking technologies to enhance user experience and analyze usage.

2. How We Use Your Information

  • To Provide and Improve the Service: To operate the AI workflows, generate content based on your Input Data, personalize your experience, troubleshoot issues, and enhance features.
  • Communication: To send service-related notices, updates, or respond to your inquiries (if contact info provided).
  • Analytics: To understand usage patterns and improve our Service.
  • Compliance: To comply with legal obligations and enforce our terms.

3. Use of AI and Data Processing

Our Service utilizes third-party Artificial Intelligence (AI) models (e.g., provided by Google) to process your Input Data and generate output. When you use a feature:

  • Your Input Data is sent to the relevant AI service provider solely for the purpose of generating the requested output.
  • We do not use your Input Data to train our own models or the models of our third-party providers unless explicitly stated and agreed upon (which is not the case currently).
  • Audio data uploaded or recorded for transcription is processed for that purpose and typically deleted from the AI provider's systems shortly after processing, according to their policies. We store the resulting transcription and generated minutes as part of your user data associated with the Service.
  • Please review the privacy policies of our AI providers (e.g., Google Cloud) for more information on their data handling practices. We strive to use providers committed to data privacy and security.

4. Data Storage and Security

We implement reasonable technical and administrative security measures to protect your information from unauthorized access, use, or disclosure. Data may be stored on secure servers, potentially located outside Australia (e.g., Google Cloud). We take steps to ensure that any international storage complies with APP requirements for cross-border data flows.

However, no internet transmission or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

5. Data Sharing and Disclosure

We do not sell your personal information. We may share information:

  • With AI Service Providers: As described in Section 3, to provide the core functionality.
  • For Legal Reasons: If required by law, subpoena, or other legal process, or to protect our rights, property, or safety, or that of others.
  • With Your Consent: For any other purpose disclosed to you at the time we collect the information or pursuant to your consent.

6. User Responsibilities & Student Privacy

Important: You are responsible for the Input Data you provide to the Service. You must ensure you have the necessary rights and permissions to use this data, especially if it contains any personal information relating to students or third parties. You must comply with your school's, district's, and state/territory department's policies regarding student privacy and the use of third-party services. Do not input sensitive personal information about students (e.g., full names linked with sensitive details, medical information) unless you are certain it complies with all applicable policies and privacy laws, and you understand the data will be processed by AI systems.

The Service is intended for use by teachers and school staff, not directly by children under 18.

7. Your Rights (Access, Correction, Deletion)

Under the Australian Privacy Act, you have rights to access and correct the personal information we hold about you. You may also have the right to request the deletion of your information, subject to legal and operational requirements. Please contact us using the details below to make such requests.

8. Data Breach Notification

In the event of a data breach that is likely to result in serious harm, we will comply with the Notifiable Data Breaches (NDB) scheme under the Privacy Act 1988, including notifying affected individuals and the Office of the Australian Information Commissioner (OAIC).

9. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on this page and updating the "Last Updated" date.

Terms of Service

These Terms of Service ("Terms") govern your access to and use of the Teacher's Aide application and services ("Service"). Please read these Terms carefully.

1. Acceptance of Terms

By accessing or using the Service, you agree to be bound by these Terms and our Privacy Policy. If you do not agree, do not use the Service.

2. Use of the Service

  • Permitted Use: You may use the Service for its intended purposes of assisting with teaching-related tasks like lesson planning, generating assessments, creating feedback, preparing for meetings, and summarizing notes/audio.
  • Restrictions: You agree not to:
    • Use the Service for any illegal purpose or in violation of any laws (including privacy and copyright laws).
    • Input data you do not have the right to use.
    • Attempt to reverse engineer, decompile, or discover the source code of the Service or underlying AI models.
    • Use the Service to generate harmful, unethical, harassing, or discriminatory content.
    • Overload, disrupt, or attempt to gain unauthorized access to the Service or its systems.

3. Input Data and Generated Content

  • Your Data: You retain ownership of the Input Data you provide to the Service.
  • License to Us: You grant us a limited, non-exclusive, worldwide, royalty-free license to use, process, and transmit your Input Data solely for the purpose of providing and improving the Service, including processing by third-party AI providers.
  • Generated Content: The Service generates content based on your Input Data ("Generated Content").
  • Responsibility and Review: AI-generated content may contain inaccuracies, biases, or reflect patterns from its training data. You are solely responsible for reviewing, editing, and evaluating the appropriateness and accuracy of any Generated Content before using it. Generated Content is intended as a draft or suggestion and should not replace your professional judgment or fact-checking.
  • No Guarantee: We do not guarantee the accuracy, completeness, suitability, or originality of Generated Content.

4. Intellectual Property

The Service and its original content (excluding Input Data and Generated Content based directly on your unique input), features, and functionality are and will remain the exclusive property of Teacher's Aide and its licensors. The Service is protected by copyright, trademark, and other laws.

5. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.

6. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL TEACHER'S AIDE, ITS AFFILIATES, DIRECTORS, EMPLOYEES, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING WITHOUT LIMITATION, LOSS OF PROFITS, DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, RESULTING FROM (I) YOUR ACCESS TO OR USE OF OR INABILITY TO ACCESS OR USE THE SERVICE; (II) ANY CONDUCT OR CONTENT OF ANY THIRD PARTY ON THE SERVICE; (III) ANY CONTENT OBTAINED FROM THE SERVICE (INCLUDING GENERATED CONTENT); AND (IV) UNAUTHORIZED ACCESS, USE OR ALTERATION OF YOUR TRANSMISSIONS OR CONTENT, WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE) OR ANY OTHER LEGAL THEORY, WHETHER OR NOT WE HAVE BEEN INFORMED OF THE POSSIBILITY OF SUCH DAMAGE.

7. Indemnification

You agree to defend, indemnify and hold harmless Teacher's Aide and its licensee and licensors, and their employees, contractors, agents, officers and directors, from and against any and all claims, damages, obligations, losses, liabilities, costs or debt, and expenses (including but not limited to attorney's fees), resulting from or arising out of a) your use and access of the Service, or b) your Input Data, including any breach of privacy laws or school policies related to student data you provide.

8. Governing Law

These Terms shall be governed and construed in accordance with the laws of [State/Territory, e.g., New South Wales], Australia, without regard to its conflict of law provisions.

9. Changes to Terms

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. We will provide notice of significant changes by updating the "Last Updated" date.

10. Termination

We may terminate or suspend your access to the Service immediately, without prior notice or liability, for any reason whatsoever, including without limitation if you breach the Terms.

11. Contact Us

If you have any questions about this Privacy Policy or Terms of Service, please contact us at: [Your Contact Email Address]