Privacy & Data Use Notice

Last updated 11 June 2026

This notice explains how the Unimates learning platform handles your personal information. It is designed to meet our obligations under the Privacy Act 1988 (Cth)and the Australian Privacy Principles (APPs), and supports the provider’s obligations under the Higher Education Standards Framework (HESF 2021), Domain 6.3 (Information Management).

What we collect

  • Account details: name, email, role and institution.
  • Learning interactions: your chat messages, questions, answers, quiz responses and generated study materials.
  • Progress and analytics: activity events, mastery estimates and engagement signals.
  • Technical data needed to operate the service (e.g. session and device information).

Why we collect it

  • To provide AI tutoring, feedback and generated learning materials.
  • To track and support your progress against intended learning outcomes.
  • To give your authorised educators insight into engagement and academic integrity.
  • To maintain, secure and improve the service.

Who we share it with

Your learning text is processed by our AI provider (OpenAI) to generate responses. Before text is sent, we minimise directly-identifying information (such as email addresses, phone numbers and identifier numbers). We do not sell your data or use it for advertising. Access within the institution is limited to you and your authorised educators and administrators.

Where it is stored

Records are held in a managed database and object store. Where configured, data is processed and stored in an Australian region (for example, ap-southeast-2). Some AI processing may occur outside Australia under our provider agreements; we minimise personal information before any such transfer.

Your rights

  • Request access to the personal information we hold about you.
  • Request correction or deletion of your information.
  • Withdraw consent to optional AI processing (this may limit some features).
  • Make a complaint about how your information is handled.

To exercise any of these, contact your institution’s privacy officer or course coordinator.

Automated decisions & AI accuracy

AI-generated content can be wrong. Mastery estimates and feedback are decision-support signals for you and your educators, not final grades. Summative grading decisions are made by your educators. See the AI Use policy for what AI may and may not be used for.