Privacy Policy

Introduction

This Privacy Policy governs the use of data collected by our website edflow.ai, our web application, and mobile applications (hereafter, collectively referred to as "EdFlow", or "the Service", or "Edflowai", or "Edflow Ai", or "the EdFlow Service"). This policy is applicable to users in Australia.

By using EdFlow, you are agreeing to this Privacy Policy. If you do not agree, please refrain from using EdFlow. You can contact us anytime with queries about this Privacy Policy at privacy@edflow.com.au

What is EdFlow?

EdFlow is a comprehensive educational technology platform that seamlessly integrates exam creation, marking, analytics, and student revision resources. EdFlow has both web and mobile interfaces. The EdFlow platform has 2 primary types of users - Teachers and Students. Below is a brief summary of what each type of user can use the platform for:

Teachers: Teachers use EdFlow for creating exams with our Smart Exam Builder, marking exams with our Instant Marking & Feedback system, analysing student performance with our Performance Analytics tools, and assigning topic-specific quizzes to students.

Students: Students use EdFlow to receive same-day exam results with AI-powered feedback, practice with our Adaptive Revision Hub, and get help from our Tutor Companion chatbot.

Data Collected by EdFlow

We only collect the data that we need for providing EdFlow services. It is our honest endeavour to minimise the data that we collect about our users.

We collect information from all individuals creating an account on EdFlow. This includes teachers, students, and school administrators. We also collect log data from all visitors to our website and from teachers and school administrators willingly leaving data for our marketing campaigns.

Below is a list of data that we collect from our different users:

1. "Profile": This includes personally identifiable information that we collect when you create an account. This may include First Name, Last Name, Email, and Phone Number of the user.
2. "Exam Data": This includes questions, answers, marking criteria, and other content related to assessments created through EdFlow.
3. "Scanned Exam Documents": Documents that are uploaded to Edflow, this may include physical exams or teacher notes.
4. "Analytics Data": Performance metrics and statistics generated from student assessments.
5. "Student Responses ": Answers provided by students to exam questions.
6. "Syllabus Data": Educational content related to subject syllabi.
7. "Chat Logs": Interactions between students and the AI Tutor Companion.
8. "Log Data": We collect log data such as your IP address, browser type, device type, operating system, and your mobile carrier. Additionally, we also use cookies to keep you logged into your system to improve your user experience.

Mobile Applications

When using our mobile application, EdFlow may access features such as the camera, album/gallery, and file system on your device to provide the desired services. For example, when you use the exam upload function to scan physical exams; when you use profile settings to upload profile photos; or when you download exam results and reports. If you do not turn on permissions, you will not be able to use the specific functions related to those permissions, but this will not affect your use of other services provided by the EdFlow App.

Why Do We Collect This Data?

We use the collected data only to provide services to you as laid out in the Privacy Policy and as authorised by your school. Below are the primary use cases for the collected data:

• Allow teachers to create, distribute, and mark exams
• Enable students to review their exam results and receive feedback
• Provide personalised study recommendations through our adaptive learning system
• Power the AI Tutor Companion with relevant syllabus and educational content
• Generate analytics and insights on student and class performance
• Send notifications about activities and updates on your account
• Analyse usage information to investigate, prevent, and detect activities on our service that we believe may violate the law or applicable regulations
• Provide customer support to users
• Derive insights from usage trends to develop new features or to improve existing ones

Where Do We Store the Data?

• Our data is hosted on secure cloud servers.
• All our data is stored in servers in Australia to ensure compliance with Australian regulations and to provide optimal service to our Australian users.

What is the Data NOT Collected For?

• We do not allow advertising or sharing data for advertising for any data collected through the EdFlow platform
• We never display ads, share data for the purpose of displaying ads, or allow data collection by advertisers or data brokers on the EdFlow platform
• We never sell data to anyone for any purposes
• We never allow profiling of our users for targeted online ads on the EdFlow platform

Data Retention

EdFlow will retain your information for 5 years or as long as necessary to fulfill the purposes outlined in this Privacy Policy. Data that EdFlow processes on behalf of its customers will be retained under EdFlow's Terms of Service, EdFlow's Data Processing Agreement, as mandated by law, and any other relevant agreements. Before deleting your data, EdFlow will send out a reminder to you.

When Does EdFlow Share Data with Third Parties?

We use a few third-party services in order to operate and improve EdFlow. All these services are contractually prohibited from using that information for any purpose other than to provide the EdFlow service.

In case of the sale, merger, bankruptcy, sale of assets, or reorganisation of our company, we may disclose or transfer your data. We will notify you of the same, and the terms of this Privacy Policy will apply to your data when transferred to the new entity.

Third-Party Analytics

In order to improve your experience with EdFlow, we collect and use aggregate data about usage patterns of how you use EdFlow - for example, how you interact with various features on a page, the buttons that you click, the time that you spend on a page, etc. This is done to streamline existing user experience and to provide you with a better experience of using EdFlow.

We use a small number of third-party services to collect and analyse this data (such as analytics tools). These services are contractually obligated only to use data about your usage of EdFlow to provide analytics services to us and are prohibited from sharing it or using it for other purposes.

EdFlow's Use of AI

This section explains how we collect, use, disclose, and protect your information when using EdFlow's AI services. Please read this section carefully to understand how we handle your data. Kindly note that this section is only applicable if your school has subscribed to using Edflow. By accessing or using Edflow's services, you agree to the practices described in this section:

Information Collection and Use

1. Pseudonymised Data: Edflow uses pseudonymised data collected from schools as context for AI models. This data does not contain personally identifiable information (PII) of any individual and is scrubbed of any identifiable details that could be used to trace back to specific individuals. EdFlow shares data about exam questions, student responses, and syllabus content with our AI systems.
2. AI Responses: The responses from our AI systems are generated based on patterns learned from the pseudonymised data and do not contain any specific information about individual users or any other identifiable parties.

Data Security

Edflow takes the security of data seriously. We implement industry-standard measures to protect the confidentiality and integrity of the data we collect and process. Access to the AI systems and the pseudonymised data is restricted to authorised personnel only, and we follow the principle of least privilege.

Data Retention

The pseudonymised data collected from schools may be retained for as long as necessary to maintain the effectiveness of the AI systems and the quality of the services.

Third-Party Disclosure

Edflow does not share any personally identifiable information (PII) with any third parties. Our AI systems operate solely on pseudonymised and non-identifiable data.

Compliance with Laws

Edflow complies with applicable data protection laws and regulations. We are committed to maintaining the privacy and security of the data we handle.

Updates to AI Policy

Edflow may update this policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will provide prominent notice of any material changes to this policy on our website or through other means.

Use of Cookies and Analytics

We use Cookies and other similar services (such as Local Storage) to keep you logged in to EdFlow, customise your EdFlow experience, understand how you use EdFlow, and improve our service. We do not use these technologies for advertising or marketing purposes, and we do not knowingly collect personal information from children under 13 without verifiable parental consent.

You can remove or disable cookies via your browser settings, in which case your experience with EdFlow will not be optimal.

Compliance with Australian Privacy Principles

EdFlow is committed to maintaining the highest standards of privacy protection and complying with the Australian Privacy Principles (APPs) set out in the Privacy Act 1988. We only gather and handle personal information when necessary for delivering our services, subject to your explicit consent. Your data is securely stored using industry-standard methods, and we are transparent about how we collect, use, and disclose it as outlined in our Privacy Policy.

Viewing, Editing, or Porting Your Information

Administrators can directly edit their information in their EdFlow profiles. Schools also have a right to use any other similar service and can place a request to get all of their data. We will do our best to comply with such requests.

Deleting EdFlow Account

You have the right to "forgetability," i.e., we will remove all your information from our systems if you so wish. If you would like to delete your EdFlow account or any content submitted to EdFlow, please send an email to privacy@edflow.com.au. We will notify you by email before deleting your account from our database. After receiving your request, we may still retain information for up to 90 days to provide customer support and prevent accidental deletion.

Changes to the Privacy Policy

We may from time to time make changes to this Privacy Policy to account for changes to our practices or applicable law. If we make changes to this Privacy Policy that we believe will materially affect your rights, we will notify you by email at least 30 days in advance about these changes. If you continue to use our service after you receive notice of changes to this Privacy Policy, we will assume that you have accepted these changes.

For previous versions of the Privacy Policy, please reach out to us at privacy@edflow.com.au

Last updated: May 25, 2025