Your information in Academyship

#01A quick introduction

Academyship is an online platform that your Institution — whether a school, college, university or training organisation — uses to help run learning and Institution activities. This guide explains, in plain language, what information Academyship can hold about you, who can see it, and how it is looked after. Your Institution decides most of what happens with your records. For the complete details, see the Privacy Policy.

#02What information can be in Academyship about you?

Because every Institution sets things up differently, this is what may be held about you — not everything will apply to you:

• your name and contact details;
• your classes, courses and enrolment;
• attendance;
• your work, tasks and submissions;
• marks, results and certificates;
• support or adjustment information, where your Institution records it;
• messages and notices;
• files you or your Institution upload;
• activity in the portal (for example, when you sign in); and
• technical information kept to keep the service secure.

#03Who puts information in?

Information can be added by: staff at your Institution; you, when you use the platform; your parents or guardians, where your Institution turns that on; approved services your Institution connects; and Academyship's own system, which creates security and service records (for example, sign-in records).

#04Why is the information used?

Your information is used to support your learning and Institution activities, to help authorised staff support you, to communicate with you, to issue official education or Institution records such as results and certificates, to meet legal requirements, and to keep the service safe and secure. It is not used to show you unrelated advertising.

#05Who can see it?

Not everyone can see everything. Depending on how your Institution sets things up:

• you can see your own information where the platform allows;
• authorised teachers and staff can see information according to their role;
• parents or guardians can see information only where your Institution turns that on;
• approved service providers may handle information to help run the platform; and
• a limited number of Academyship staff can access information only when it is needed and authorised, for example to fix a problem or keep the service secure.

#06Where your information is kept

Academyship keeps platform information in the systems used to provide the service. Academyship hosts its core production platform and Customer Data in Sydney, Australia (ap-southeast-2). Limited processing outside Australia may occur through disclosed telecommunications delivery, Stripe-hosted payment services, Customer-selected Integrations or authorised access, subject to applicable privacy, contractual and security safeguards. Approved supporting providers may help with hosting, email or SMS, and authorised AI features, subject to their role and contractual protections. The current public information is in the Subprocessor Register.

Academyship does not sell your information, use it to show you advertising, or use Customer Personal Data to train general-purpose AI models. Academyship does not create a public student profile as part of ordinary platform use.

#07AI features

AI Features are available from Academyship’s launch on 12 September 2026. Your Institution can turn them off, limit them to particular staff roles and control how authorised staff use them. The verified production features help authorised staff search their permitted Institution information, prepare summaries, drafts, reports and document analysis, and review recommendations or action previews. Academyship does not represent a student-facing AI function in that inventory. A person must check the result and approve any action — AI does not make important decisions about you on its own, and it can sometimes be wrong. AI works only within your Institution's tenant and the staff member's permissions. If you have a question or think an AI result is wrong, ask your Institution; it can correct the record and seek support. You can also read our Responsible AI statement.

Razi voice typing

If you use Razi voice typing, your browser or device turns your speech into text. Academyship receives the text entered into the field, but does not receive or store your raw voice recording through Razi. The text is handled like text you type into that field yourself. Your browser, operating system or device provider may handle speech under its own privacy terms and settings. Check the words before you save or use them: availability and accuracy depend on your browser, device, language, permissions and network conditions, and voice typing can make mistakes. Razi does not make decisions about you or take actions on its own. Your Institution can control whether it is available where the relevant setting exists.

#08Photos, files, device information and location

You or your Institution may upload photos and files. Academyship does not track your ordinary, precise location as you move around. Your Institution is responsible for any consent needed to collect information like photos. If you are unsure about a photo or file, ask an educator or authorised Institution staff member before uploading it.

#09How is your information protected?

Academyship protects information using individual accounts and passwords, permissions that limit who can see what, separation from another Institution’s information, and encryption. No online service can promise it is 100% safe, but keeping your information secure is very important to us, and you can help by keeping your password private.

#10How long is information kept?

Your Institution and the law decide how long official education or Institution records are kept — some records must be kept for a long time. Academyship follows the Institution's instructions and its agreement for keeping, exporting and deleting information. When information is deleted, copies in backup systems are not kept forever and expire over time according to Academyship’s documented backup lifecycle. This means you may not always be able to have an official record deleted straight away, because your Institution or the law may require it to be kept.

#11Can you see or fix your information?

If you think information about you is wrong, or you want to see it, the best first step is to ask your Institution, because it controls most of your records. For information that Academyship controls, you can contact privacy@academyship.com.au. We may need to check who you are before we act, and there are some things we may not be able to change where your Institution or the law requires the record to stay.

#12Parents, guardians and adult learners

Whether a parent or guardian can see your information is decided by your Institution — parents do not automatically see everything. If you are an adult learner, you have your own privacy rights. Not every student is a child, so the rules that apply can depend on your age and your Institution's setup.

#13Cookies and technical records

Academyship uses some necessary technical records — for example, to keep you signed in and to keep the service secure. These are explained in simple terms in our Cookie Policy.

#14If something worries you

If something about your information worries you, first tell your Institution or contact Academyship at privacy@academyship.com.au; you can make a complaint at complaints@academyship.com.au. You may also contact the OAIC or a relevant state or territory privacy regulator. If you or someone else is in danger right now, call 000. Please do not share anything harmful — describe it instead so an adult can help.

#15Full legal information and accessibility

For the complete details, see our full documents. If you need this guide in another format, ask at accessibility@academyship.com.au.

Privacy Policy Child Safety Student Guide to Acceptable Use Cookie Policy Accessibility

#16Changes and version history

We update this guide when our student-information practices or features change. We will carry out a further review after the final Australian Children's Online Privacy Code is registered, and we will not claim to align with that Code until we have reviewed the final registered Code and made any changes needed.