Privacy Policy | Teacher's Buddy

Overview

Teacher's Buddy is committed to protecting your privacy. This policy explains what personal information we collect and hold, how we collect, use, disclose and protect it, and how to contact us about access, correction or complaints.

This policy covers the Teacher's Buddy platform, including the Workspace and PD Hub mobile apps. AI processing is part of the Service described in our Terms of Service.

Who We Are

Teacher's Buddy is operated by Teachers Buddy Pty Ltd (ABN 69 686 840 424), an Australian company. In this policy, “Teacher's Buddy”, “we”, “us” and “our” refer to Teachers Buddy Pty Ltd.

We handle personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and the Notifiable Data Breaches scheme where they apply, together with applicable contractual and other legal obligations.

Personal Information We Collect and Hold

Account and identity information: name, email address, profile image, role, authentication records, session information, OAuth account identifiers and related tokens where you connect Google or Microsoft.
School and organisation information: organisation name, country/region, team membership, workspace configuration, school settings and billing identifiers.
Teaching content: prompts, workspace context, curriculum and learner-group information, generated resources, comments, exported or stored materials, and files or URLs you upload.
Coaching and recording content: coaching messages, relevant profile and professional-development context, coach notes, microphone audio for voice features you start, uploaded meeting recordings, transcripts, speaker labels, summaries and action items.
Uploaded resource data: uploaded files, extracted text, metadata and search indexes. If a teacher uploads documents containing student personal information, we process it on the school's behalf; students do not have accounts and do not provide information directly to Teacher's Buddy.
Usage, diagnostic and security data: tools used, product events, device/browser metadata, IP address, logs, error events and anti-abuse signals.
Billing information: customer and subscription identifiers, billing contacts, tax details and payment status. Card numbers are handled by Stripe and are not stored by Teacher's Buddy.

How We Collect and Hold Information

Directly from users and school administrators when they create accounts, configure workspaces, enter prompts, generate content, upload resources, contact support or manage billing.
Automatically when the Service is used, including logs, security events, analytics events and session information.
From connected services where a user authorises an integration, such as Google Drive or Microsoft OneDrive imports.
In managed cloud systems and sub-processors listed on our Sub-Processors page, with encryption in transit and at rest where supported by those providers.

Purposes of Collection, Use and Disclosure

To provide, operate, secure, support and improve the Service.
To generate teaching resources and process prompts, uploads and workspace context as requested by users.
To authenticate users, manage organisations, enforce access controls, prevent abuse and investigate security issues.
To communicate about accounts, support requests, service notices, billing and material policy or terms updates.
To process payments, meet legal obligations, maintain records and resolve disputes.
To analyse aggregate product usage and reliability so we can improve the platform.

Recipients and Disclosures

We disclose personal information only as needed to provide, secure, support and improve the Service, including to hosting, storage, AI processing, authentication/integration, payment, email, analytics, logging and support sub-processors. We may also disclose information where required by law or with the relevant school or user's direction. We do not sell personal information.

We require third-party processors that receive your information to provide the same or an equivalent level of protection as described in this privacy policy. They process your information only for the agreed services and under our data-protection agreements.

Advertising and Marketing

Users are not exposed to third-party advertising or marketing offers inside the Service. Teacher's Buddy does not share personal information, prompts, user content or usage data with third parties for advertising purposes, and we do not use Google Analytics Advertising Features.

AI and Your Data

When you use an AI feature, Teacher's Buddy processes the information you submit, relevant context you provide, and the resulting output to deliver that feature. Prompts and outputs may contain personal data if you include it or if it is generated from the context you provide.

Your personal data, prompts and generated content are not used by Teacher's Buddy to train or fine-tune foundation models. We use third-party AI providers, including Anthropic, Amazon Web Services, Google, Microsoft/Azure, OpenAI and OpenRouter where enabled, to process prompts, user instructions and relevant context for service delivery only. Provider availability depends on the feature and environment. This processing is subject to our provider settings, data processing terms and provider commitments that restrict model-training use.

Do not submit sensitive personal information, confidential business information, credentials, payment details, or other restricted data to AI features unless you are explicitly authorised to do so and the information is necessary for your use of the Service.

Workspace, PD Hub and Voice Features

Workspace creation and voice features process your instructions, selected workspace context, attachments and audio to generate resources or transcribe speech. Uploaded meeting recordings can be processed by Amazon Web Services for transcription and AI-assisted analysis; other creation features use the AI providers listed above, depending on the feature and configuration.

PD Hub coaching can process your messages, attachments, microphone audio and relevant profile, professional-development and coach-note context using OpenAI or ElevenLabs for live voice, depending on the configured service. Learning and content features may also use Anthropic, Google or providers reached through OpenRouter. The Sub-Processors page describes the services and categories of information involved.

Teacher's Buddy stores generated outputs, uploaded recordings, transcripts, coaching notes and learning records in your account where the feature provides them. Provider handling and retention depend on the applicable service configuration and processing terms; see our Data Retention Policy. Stopping a session or requesting withdrawal does not recall information already sent or automatically cancel server processing already underway.

Device microphone permission and permission from meeting participants are separate from your account agreement. Obtain any required participant permission before recording or uploading a meeting, and only include information you are authorised to share. You can edit or remove coach notes, use available content-deletion controls or request account deletion.

Your Choices and AI Processing

Workspace mobile asks for permission before sending data for AI processing. The disclosure identifies the information involved and the AI providers. You can decline and continue browsing, or review and withdraw permission in Account → AI processing & privacy. The choice applies to new requests from the current account on this device and does not recall data already sent or cancel processing already underway.

You control whether to initiate further AI processing by choosing whether to use an AI feature. You can stop future AI processing by not using AI features, remove content you have uploaded where the Service provides a deletion control, disconnect authorised Google or Microsoft integrations, or request deletion of your content or account. AI processing is necessary to provide a requested AI feature, so that feature cannot be delivered without processing the information required for the request.

Where consent is the applicable legal basis for processing, you may withdraw that consent at any time by emailing privacy@teachersbuddy.com. Withdrawal does not affect processing that was lawful before consent was withdrawn. Where a school controls the relevant information, we may coordinate the request with the school's authorised administrator.

Overseas Disclosure

Teacher's Buddy is based in Australia. Our primary product database for school content is hosted in Australia (Sydney), but supporting systems and sub-processors may process or store information in other countries and regions, including the United States, Australia, global edge locations and provider-operated regions. See our Sub-Processors page for current locations where practicable.

If Required Information Is Not Provided

If required account, organisation, billing or teaching-context information is not provided, we may be unable to create or administer your account, provide requested features, process billing, generate resources, provide support, meet legal obligations or maintain appropriate security controls.

Data Storage and Security

Your data is encrypted in transit and at rest by our hosting and storage providers. We use managed cloud infrastructure, role-based access controls, logging, rate limiting and security review processes to protect confidentiality, integrity and availability.

Security and Anti-Abuse

We use Cloudflare Turnstile to help protect Teacher's Buddy from bots, spam, and abuse. Turnstile may process limited technical signals, such as IP address, browser and user-agent information, TLS fingerprint, site key, and page origin, to distinguish legitimate visitors from automated traffic. Cloudflare describes this processing in its Turnstile Privacy Policy.

Access, Correction, Deletion and Restriction

You may request access to, correction of, deletion of, or restriction of further processing of your personal information by emailing privacy@teachersbuddy.com. We may need to verify your identity and, for school-managed accounts or school content, coordinate with the relevant school administrator where the school is the data controller.

Data Breaches

Suspected privacy or security incidents can be reported to security@teachersbuddy.com or privacy@teachersbuddy.com. We assess reported incidents, take reasonable containment and remedial steps, and document notification decisions.

Where the Notifiable Data Breaches scheme applies and we have reasonable grounds to believe an eligible data breach has occurred, we will notify affected individuals and the Office of the Australian Information Commissioner as soon as practicable. For a suspected eligible data breach, we will take reasonable steps to complete the required assessment within 30 days.

Privacy Complaints

If you have a privacy complaint, email privacy@teachersbuddy.com with details of the issue and the outcome you are seeking. We will acknowledge and investigate the complaint, work with relevant schools or sub-processors where needed, and normally respond within 30 days. If we need more time, we will explain why and provide an updated timeframe.

If you are not satisfied with our response, you may be able to complain to the Office of the Australian Information Commissioner. The OAIC can provide information about whether it can consider your complaint. Other regulators or complaint bodies may also be available depending on your location and relationship with the relevant school.

Policy Updates

We may update this Privacy Policy from time to time. We will notify users or school administrators of material updates through a reasonable channel such as email, in-app notice, an administrator notice or an equivalent service communication.

Contact

For privacy requests, complaints or questions, email privacy@teachersbuddy.com. Legal questions may be sent to legal@teachersbuddy.com.