"Our School Online Services" include our:
(b) Hosted Products
(c) On-Premise Products
But does not include:
(b) Third party products. These are third party products or services that you may choose to integrate with Our School Online product or services, such as third party Add-Ons or other software used by you. You should always review the policies of third party products and services to make sure you are comfortable with the ways in which they collect and use your information.
3. Definitions Add-On
A bundle of code, resources and configuration files that can be used with an Our School Online product to add new functionality or to change the behavior of that product’s existing features.
Our School Online Services: Our School Online’s Websites, Hosted Products, and On-Premise Products.
Content: Any information or data that you upload, submit, post, create, transmit, store or display in an Our School Online Service. On-Premise Products: Our School Online’s software products and mobile applications, including Add-Ons created by Our School Online, that are installed by customers on an infrastructure of their choice. On-Premise Products do not include Add-Ons created by third parties, even when they are accessed through Our School Online Services.
Personally Identifiable Information (PII): Information that may be used to readily identify or contact you as an individual person, such as: name, address, date of birth, email address, relationships or phone number. PII does not include information that has been anonymised such that it does not allow for the ready identification of specific individuals.
Websites: Our School Online's websites, including but not limited to online-school.com.au, and any related websites, sub-domains and pages.
5. The information provided to us
We collect the following information:
Content: We collect and store Content that you create, input, submit, post, upload, transmit, store or display in the process of using our Hosted Products or Websites. Such Content includes any PII or other sensitive information that you choose to include (“passively-collected PII”).
Other submissions: We collect other data that you submit as you participate in any interactive features of Our School Online Services, participate in surveys, contests, promotions, sweepstakes, activities or events, apply for jobs, request customer support, communicate with us via third party social media sites or otherwise communicate with us. For example, information regarding a problem you are experiencing with an Our School Online product could be submitted to our Support Services. Any information, including PII, that you submit to our Websites could be visible to the public unless submitted to a secure area in the Website.
6. Information we collect from your use of Our School Online Services
Web Logs: As is true with most websites and services delivered over the Internet, we gather certain information and store it in log files when you interact with our Websites and Hosted Products. This information includes internet protocol (IP) addresses as well as browser type, internet service provider, URLs of referring/exit pages, operating system, date/time stamp, information you search for, locale and language preferences, identification numbers associated with your Devices, your mobile carrier, and system configuration information. In the case of our SaaS Product, the URLs you accessed (and therefore included in our log files) includes but is not limited to elements of Content (such as search terms, class codes on homepage URLs, unique hash tokens) as necessary for the SaaS Product to perform the requested operations. Occasionally, we connect PII to information gathered in our log files as necessary to improve Our School Online Services for individual customers.
Analytics Information from Website and Hosted Products: We collect analytics information when you use our Websites, On-Premise and Hosted Products to help us improve our products and services. In the On-Premise and Hosted Products, this analytics information consists of the feature and function of the Our School Online Service being used, the domain name, the username and IP address of the individual who is using the feature or function (which will include PII if the PII was incorporated into the username), the sizes and original filenames of attachments, and additional information required to detail the operation of the function and which parts of the Our School Online Services are being affected. The analytics information we collect includes elements of Content related to the function the user is performing. As such, the analytics information we collect may include PII or sensitive business information that the user has included in Content that the user chose to upload, submit, post, create, transmit, store or display in an Our School Online Service.
Information Derived from Content: Analytics information also consists of data we collect as a result of running queries against Content across our user base for the purposes of generating Usage Data. "Usage Data" is aggregated data about a group or category of services, features or users that does not contain PII. For example, we may query Content to determine the most common features or homepage components are used within the system (e.g. what percentage of all instances use the resource booking system effectively) by searching across the Content, or we may query Content to determine which class pages use the course outline homepage component the most to establish the demographic of which year levels use this functionality the most. This is in order to better understand the composition of our user base. Though we may happen upon sensitive or PII as we compile Usage Data from Content across user instances, this is a byproduct of our efforts to understand broader patterns and trends. It is not a concerted effort by us to examine the Content of any particular customer.
Analytics Information from On-Premise Products: We collect analytics information when you use our On-Premise Products to help us improve our products and services. Our On-Premise Products contain a feature that sends information about the technical operation of the On-Premise Products on your systems ("System Information") to us. System Information includes but is not limited to information about
(a) the server environment in which the Self Hosted Product is operating, for example hardware specification (CPU type, RAM allocation, disk utilisation), version information on all software installed (OS type and version, PHP version and modules installed, database types and versions) and all software configuration (network configuration, database settings, web server settings), as well as
(b) user client information, for example: browser type and version, native client type and version, and client device specifications (e.g. screen resolution, OS version, device type, etc.). In addition, we collect analytics information from On-Premise Products that is a subset of the analytics information described above for Websites and Hosted Products. You can disable our collection of analytics information from On-Premise Products by submitting a support request or by blocking collection at the local network level.
7. Information we collect from other sources Information from third party services:
8. How we use Information we collect
General Uses: We use the information we collect about you (including PII to the extent applicable) for a variety of purposes, including to:
(a) Provide, operate, maintain, improve, and promote Our School Online Services;
(b) Enable you to access and use Our School Online Services, including uploading, downloading, collaborating on and sharing Content;
(c) Process and complete transactions, and send you related information, including purchase confirmations and invoices;
(d) Communicate with you, including responding to your comments, questions, and requests; providing customer service and support; providing you with information about services, features, surveys, newsletters, offers, promotions, contests and events; providing other news or information about us and our select partners; and sending you technical notices, updates, security alerts, and support and administrative messages. Generally, you have the ability to opt out of receiving any promotional communications as described below under “Your Choices”;
(e) Process and deliver contest or sweepstakes entries and rewards;
(f) Monitor and analyse trends, usage, and activities in connection with Our School Online Services and for marketing or advertising purposes;
(g) Investigate and prevent fraudulent transactions, unauthorised access to Our School Online Services, and other illegal activities;
(h) Personalise Our School Online Services, including by providing content, features, or advertisements that match your interests and preferences;
(i) Enable you to communicate, collaborate, and share Content with users you designate; and
(j) For other purposes about which we notify you. Notwithstanding the foregoing, we will not use PII appearing in our Analytics Logs or Web Logs for any purpose.
Compiling aggregate analytics information: Because our Hosted Products and On-Premise Products are highly configurable, we make extensive use of analytics information (including log and configuration data) to understand how our products are being configured and used, how they can be improved for the benefit of all of our users, and to develop new products and services. As such we generate Usage Data (as defined above) from the web logs and analytics logs described above, including the Content elements captured in such logs, as well as from the Content stored in the Websites and Hosted Products.
9. Information sharing and disclosure
We will not share or disclose any of your PII or Content with third parties except as described in this policy. We do not sell your PII or Content.
Your use: When you use Our School Online Services, Content you provide will be displayed back to you. Certain features of Our School Online Services allow you to make some of your Content public, in which case it will become readily accessible to anyone. We urge you to consider the sensitivity of any data you make public.
Collaboration: As a natural result of using Our School Online Services, you may create Content and grant permission to other Our School Online users to access it for the purposes of sharing and collaboration. Some of the collaboration features of Our School Online Services display your profile information, including PII included in your profile, to users with whom you have shared your Content. Where this information is sensitive, we urge you to use the various security and privacy features of the Our School Online Services to limit those who can access such information.
Access by your system administrator: You should be aware that the administrator(s) or any user granted super user access of your instance of Our School Online Services may be able to:
(a) access information in and about your Our School Online Services account;
(b) disclose, restrict, or access information that you have provided or that is made available to you when using your Our School Online Services account, including your Content; and
(c) control how your Our School Online Services account may be accessed or deleted.
Our School Online Community: Our Websites offer publicly accessible community services such as blogs, forums, bug trackers, and wikis. You should be aware that any Content you provide in these areas may be read, collected, and used by others who access them. Your posts may remain even after you cancel your account.
Service Providers, Business Partners and Others: We work with third party service providers to provide application development, hosting, maintenance, back-up, storage, virtual infrastructure, payment processing, analysis and other services for us. These third parties may have access to, or process your Information as part of providing those services for us.
(a) we believe that disclosure is reasonably necessary to comply with any applicable law, regulation, legal process or governmental request,
(b) to enforce our agreements, policies and terms of service,
(c) to protect the security or integrity of Our School Online’s products and services,
(d) to protect Our School Online, our customers or the public from harm or illegal activities, or
(e) to respond to an emergency which we believe in the good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person.
Business Transfers: We may share or transfer your information (including your PII) in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
Aggregated or Anonymised Data: We may also share aggregated or anonymised information that does not directly identify you with the third parties described above.
With Your Consent: We will share your PII with third parties when we have your consent to do so.
10. Information we do not share
We do not share PII about you with third parties for their marketing purposes (including direct marketing purposes) without your permission.
11. Your Choices
You may opt out of receiving promotional communications from Our School Online by using the unsubscribe link within each email, or emailing us to have your contact information removed from our promotional email list or registration database. Although opt-out requests are usually processed immediately, please allow ten (10) business days for a removal request to be processed. Even after you opt out from receiving promotional messages from us, you will continue to receive transactional messages from us regarding Our School Online’s Services. You may be able to opt out of receiving personalised advertisements from companies who are members of the Association for data-driven marketing & advertising (ADMA), the Network Advertising Initiative or who subscribe to the Digital Advertising Alliance’s Self-Regulatory Principles for Online Behavioral Advertising. For more information about this practice and to understand your options, please visit: and
12. Accessing and updating your information
You can request access to amend some of the information we keep about you by requesting this from us via email, firstname.lastname@example.org.
13. Compliance with privacy laws and regulations
You agree not to use the Our School Online Services in a manner that would violate laws protecting an individual’s privacy rights, health or financial data, including the Australian Privacy Act 1988 including the amended Australian Privacy Principles (APPs).
14. Australian Privacy Principles
Our School Online’s privacy procedures are in line with the Australian Privacy Principles.
15. International users
If you are visiting from the European Union or other regions with laws governing data collection and use, please note that you are agreeing to the transfer of your PII to Australia to us. By providing your PII, you consent to any transfer and processing in accordance with this Policy.
16. Access to your Information
You may request a copy of your PII associated with your Our School Online Services by contacting us using the contact details provided below. We will endeavor to provide you the requested information as soon as possible.
17. How to contact us