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WriteWiseCoach
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Privacy Policy

Effective: 8/3/2026

1. About this policy

WriteWiseCoach is operated by AI Innovation Global Pty Ltd (“WriteWiseCoach”, “we”, “us” or “our”).

WriteWiseCoach provides writing practice, feedback and progress-reporting tools for students, parents and carers, teachers, schools and administrators.

We are committed to handling personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and other privacy laws that apply to us. We use the APPs as our baseline for protecting personal information, including information about children and young people.

This policy explains:

  • what personal information we collect and hold;
  • how and why we collect, use and disclose it;
  • how artificial intelligence is used;
  • how students, parents, carers and other users may exercise their privacy rights; and
  • how to contact us or make a privacy complaint.

This policy should be read with our Child Safety Policy, AI Transparency Notice, Terms of Use, our Subprocessors list, and any privacy collection notice shown when information is collected.

2. Personal information we collect

The information we collect depends on how WriteWiseCoach is used.

Account and profile information

This may include:

  • name and email address;
  • account role, such as student, parent, carer, teacher or administrator;
  • school, class, year level and teacher details;
  • student, parent or carer account relationships;
  • account credentials and authentication information;
  • consent choices and records; and
  • subscription or billing information, where applicable.

Writing and learning information

This may include:

  • writing drafts, prompts and submitted responses;
  • AI-generated feedback and writing reports;
  • teacher comments, scores and other feedback;
  • learning goals, progress measures and usage history;
  • corrections, revisions and previous versions of work; and
  • reports made available to authorised students, parents, carers, teachers or school administrators.

A student’s writing may sometimes contain personal or sensitive information about the student or another person. Users should avoid including unnecessary names, contact details, health information or other sensitive details in writing submissions.

Technical, usage and safety information

This may include:

  • IP address, browser and device information;
  • login times and account activity;
  • pages, functions and features used;
  • diagnostic, performance and error information;
  • security, moderation and safety events;
  • audit records, including the action, actor and timestamp; and
  • cookie or similar technology data.

Communications

We may collect information contained in:

  • support requests;
  • privacy inquiries and complaints;
  • survey responses;
  • communications with schools, parents, carers or teachers; and
  • reports concerning safety, misuse or inappropriate content.

3. How we collect personal information

We may collect personal information:

  • directly from a student, parent, carer, teacher or administrator;
  • from a school or other organisation that creates or manages an account;
  • automatically when a person uses our website or service;
  • from authorised integrations or service providers; or
  • from another person where they are authorised to provide the information.

For school-managed accounts, the school may provide student and teacher account information and may control which users can access particular records. We rely on the school to obtain any parental consent required by applicable law or the school’s own policies before providing student information to us.

Users may interact with us anonymously or using a pseudonym where practical. However, some information is required to create an account, link a student with an authorised adult or school, maintain security, or provide personalised feedback. Certain features may not be available if required information is not provided.

4. Why we collect and use personal information

We collect, hold and use personal information to:

  • create and administer accounts;
  • provide writing exercises, AI-assisted feedback and progress reporting;
  • allow authorised teachers, parents, carers and administrators to support students;
  • personalise learning activities and feedback;
  • prepare requested reports and optional digest communications;
  • provide customer and technical support;
  • authenticate users and protect accounts;
  • detect, investigate and respond to misuse, safety risks and security incidents;
  • maintain service reliability and improve our products;
  • produce aggregated or de-identified analytics;
  • comply with legal, regulatory, contractual and safeguarding obligations; and
  • establish, exercise or defend legal claims.

We do not sell student personal information.

We do not use student personal information for targeted or behavioural advertising.

5. How artificial intelligence processes writing

WriteWiseCoach uses third-party artificial intelligence services to analyse writing and generate educational feedback.

Before text is submitted to an AI provider, our systems are designed to remove configured direct identifiers held in the student’s account — such as the student’s account name and school identifier — from the text that is sent. The AI provider is ordinarily given only the text and the minimum contextual information needed to generate the requested feedback.

Because students submit free-form writing, automated filtering cannot guarantee that every personal detail within a draft will be detected or removed. Students should not include unnecessary identifying or sensitive information in their writing.

Information used to associate the returned feedback with the correct account is handled within our access-controlled systems and is not intentionally provided to the AI model.

We require our AI providers, through applicable contracts and account settings, not to use submitted student content to train or improve general-purpose AI models. Our AI providers may retain submitted content for up to 30 days for purposes such as service delivery, security and abuse prevention.

WriteWiseCoach does not use student writing to train its own general-purpose AI model unless separate, express and informed consent has been obtained for that specific purpose.

AI-generated feedback is advisory. It may contain errors and should be considered by the student and, where relevant, an authorised teacher, parent or carer. WriteWiseCoach does not use AI output by itself to make final decisions about a student’s enrolment, discipline, eligibility, formal academic grade or access to education. Students can request human review of any AI-generated feedback through their teacher or by contacting us.

Further information is available in our AI Transparency Notice.

6. Children, young people and consent

We design WriteWiseCoach for use by children and young people with appropriate involvement from students, parents, carers and schools.

A child’s capacity to make their own privacy decisions depends on whether they understand the nature and consequences of the proposed handling of their information. We may seek consent from:

  • the student, where the student has sufficient capacity;
  • a parent, guardian or authorised carer where the student does not have sufficient capacity; or
  • an authorised school or teacher where the school is permitted to arrange the relevant use.

As far as practical, we involve the student in privacy decisions affecting them and provide information in language appropriate to their age.

Where consent is used, it is requested separately for relevant activities, which may include:

  • AI-assisted writing assessment;
  • storage of writing and progress information;
  • optional parent or carer digests; and
  • any optional research or model-development activity.

Consent may be withdrawn through the account settings or by contacting us. Withdrawal applies to future processing based on that consent as soon as reasonably practicable. It does not invalidate processing that occurred before withdrawal and does not require us to delete information that we remain legally or operationally required to retain.

Withdrawing consent may make the related feature unavailable.

7. Who can access or receive personal information

We may disclose personal information to:

  • the student to whom the information relates;
  • an authorised parent, guardian or carer;
  • authorised teachers and school administrators;
  • organisations that subscribe to or administer WriteWiseCoach;
  • hosting, storage, authentication, email, support, analytics and security providers;
  • our AI service providers;
  • professional advisers, auditors and insurers;
  • regulators, courts, law-enforcement agencies or other parties where required or authorised by law; and
  • a purchaser or successor in connection with a proposed or completed business restructure, and only where the recipient agrees to be bound by protections substantially equivalent to this policy.

Access by parents, carers, teachers and schools depends on the account type, the permissions configured for the account, the student’s capacity and applicable law.

Service providers may only handle information for authorised purposes and are subject to contractual, confidentiality and security requirements appropriate to their role. A current list is available on our Subprocessors page.

8. Overseas processing and data location

Our primary production database is Neon PostgreSQL, hosted in Sydney, Australia (ap-southeast-2).

Operational logs, error monitoring and backups may be processed in other regions by our infrastructure providers.

AI-submitted text may be processed by our AI providers in the United States (OpenAI, AWS Bedrock via Portkey, and Groq, depending on the provider configured for the deployment).

Other service providers process personal information in Australia and the United States, including our application host (Vercel — global edge, United States primary), our transactional email provider (Resend — United States), and our optional error monitoring provider (Sentry — United States).

WriteWiseCoach does not currently store user-uploaded files.

A current list of relevant service providers and processing locations is available on our Subprocessors page.

Before disclosing personal information to an overseas recipient, we take reasonable steps appropriate to the circumstances to ensure that the recipient protects the information consistently with applicable Australian privacy requirements.

9. Security

We use reasonable technical and organisational safeguards designed to protect personal information against loss, misuse, interference and unauthorised access, modification or disclosure.

These measures include, where appropriate:

  • role-based access controls;
  • authentication and account-security controls;
  • encryption during transmission and storage;
  • audit logging and monitoring;
  • restricted staff and contractor access;
  • secure software-development practices;
  • backups and recovery processes;
  • staff confidentiality and privacy training; and
  • incident detection and response procedures.

No online service or storage system can be guaranteed to be completely secure. Users should protect their passwords and tell us promptly if they believe an account has been compromised.

10. Retention and deletion

We keep personal information only for as long as it is reasonably needed for the purposes described in this policy, including service delivery, school or customer agreements, security, dispute resolution and legal obligations.

Our standard retention periods are:

  • account and profile information: retained while the account is active, and up to 12 months after account closure;
  • writing drafts and AI feedback: retained while the account is active; deleted within 90 days after account closure or on a verified user or school request, subject to any legal or safeguarding obligation to retain;
  • deleted-content backups: up to 30 days from the point of deletion, after which backups age out of the recovery window;
  • consent records: up to 7 years, to evidence the legal basis for past processing;
  • security and audit records: up to 2 years, to support security, accountability and incident investigation.

When personal information is no longer required, we take reasonable steps to delete it or permanently de-identify it.

Some limited records may be retained after content is deleted, including records of consent, access requests, deletion actions, safety incidents and audit events. These records will contain only the information reasonably necessary for security, accountability or legal compliance.

11. Access, correction and deletion requests

A person may ask us to:

  • provide access to personal information we hold about them;
  • correct information that is inaccurate, out of date, incomplete, irrelevant or misleading;
  • delete or de-identify information that is no longer required; or
  • provide information about how their personal information has been handled.

A parent, guardian or carer may make a request concerning a student where they have the legal authority to do so. Depending on the student’s age, capacity and circumstances, we may also consult the student or require the request to be made by the student.

For school-managed accounts, we may coordinate the request with the school where the school controls or needs to verify the relevant records.

We may need to verify the identity and authority of the person making the request. We will generally respond within 30 days. We do not charge for access requests in most cases; if a request would require significant work, we will discuss any reasonable fee before proceeding.

Access or deletion may be refused or limited where an exception under applicable law applies, where disclosure would unreasonably affect another person’s privacy, or where the information must be retained for security, legal or contractual purposes. If we refuse a request, we will explain the reason where required and describe the available complaint options.

Requests may be sent to info@aiglobe.com.au.

12. Emails and weekly digests

Service and security communications may be necessary to operate an account.

Optional weekly digests or similar communications are sent only where the relevant preference or consent has been recorded. They may be stopped using the unsubscribe or preference controls provided in the communication or account settings.

13. Data breaches

We maintain procedures for responding to suspected privacy and security incidents, and will act without undue delay to investigate, contain and remediate incidents.

Where a data breach is likely to result in serious harm and notification is required under the Notifiable Data Breaches scheme, we will notify affected individuals and the Office of the Australian Information Commissioner. A notification may include information about what occurred, the kinds of information affected and recommended protective steps.

14. Privacy complaints

Privacy inquiries or complaints may be sent to our Privacy Officer using the contact details below.

Please include enough information for us to understand and investigate the concern. We will acknowledge the complaint, investigate it fairly and aim to provide a written response within 30 days.

If a person is not satisfied with our response, or we have not responded within a reasonable period, they may make a complaint to the Office of the Australian Information Commissioner (oaic.gov.au).

15. Changes to this policy

We may update this policy when our service, technology, providers or legal obligations change.

The latest version will be published on our website with its effective date. We will provide additional notice where a change materially affects how we handle student personal information or an existing consent choice.

16. Contact us

Privacy Officer
AI Innovation Global Pty Ltd (trading as WriteWiseCoach)
Email: info@aiglobe.com.au
Postal address: [Australian postal address — to be added]