Policies & Compliance
Issued by Progressify Limited
Published: August 2026
This Privacy Policy applies to Progressify's (We, Us, Our) SchoolTalk website and SchoolTalk web application (together, the Site) and should be read in conjunction with the Site's Terms of Use also noted on the Site. By viewing and using this Site you will be deemed to agree to this Privacy Policy. If you do not agree to this Privacy Policy, please stop using the Site. All capitalised terms that are used but not defined in this Privacy Policy will have the meaning given to them in the Terms of Use.
Introduction
This Privacy Policy governs how Progressify Limited ("Progressify", "we", "us") collects, uses, and protects personal information through the SchoolTalk website and web application (together, "the Service"). It should be read alongside the SchoolTalk Terms of Service, Terms of Use, and Code of Conduct.
By using the Service, you agree to this Privacy Policy. If you do not agree, please do not use the Service. You can contact us at any time with questions about this policy at support@progressify.io .
Definitions
School — the educational institution that has subscribed to SchoolTalk and enrolled its students, teachers, and parents as Authorised Users.
Learner — a student who has been given access to the Service by their School.
Authorised Users — the School, its Administrators, teachers, Learners, and parents/caregivers given access to the Service.
School Data — content and data provided or generated by Authorised Users through use of the Service, including progress records, learning plans, assessments, and comments.
AI Features — SchoolTalk features that use an artificial intelligence service to process School Data, including the AI Progress Summary feature.
Data Controller — the entity that decides why and how personal information is used. In most cases, this is the School.
Data Processor — Progressify, acting on the documented instructions of the School, stores and manages personal information to provide the Service.
What is SchoolTalk?
SchoolTalk is a Teaching Management System that helps schools track and report on learner progress and plan curriculum, making learning visible to teachers, learners, and parents. SchoolTalk has four types of users:
Teachers — use SchoolTalk to record progress and evidence of learning, plan learning, and share progress and achievement through reporting.
Learners — use SchoolTalk to view their own learning goals and progress, attach evidence of their progress in learning, and view lesson plans created by their teacher.
Parents and caregivers — use SchoolTalk to view their child's progress, progress and achievement reports, and their child's learning for the day.
Administrators — manage the School's account, Authorised Users, and configuration.
Certifications and Compliance
SchoolTalk is assessed under the ST4S (Safer Technologies for Schools) certification programme, covering privacy and security practices for New Zealand schools.
This policy is issued consistent with our obligations under the New Zealand Privacy Act 2020, and, for our Australian schools, with reference to the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). A detailed breakdown of how we approach each of the 13 APPs is available at [insert link to Australian Privacy Principles page].
[Note: add a corresponding ISO 27001 clause here once certification is formally achieved — do not reference it as held until certified.]
Data We Collect
Data received from Schools and platform users
We collect only the information necessary to provide and support SchoolTalk. This includes data relating to teachers, students, parents, and school administrators, as provided by the School. The School determines what data is shared with us and how it is used; we do not access, use, or share this data for any purpose other than to deliver the Service, comply with legal obligations, or act on the School's documented instructions.
Profile information: name, email, year level, class/group, role, pupil ID
Learning records: progressions, learning plans, assessments, and comments entered by teachers or Learners
Authentication and access credentials (hashed and encrypted)
System usage data and application logs necessary for support and security
Data collected through our website and forms
When you visit schooltalk.app or request a demo, we may collect your name, email address, role, and school name, along with technical information such as IP address, browser type, and pages visited through cookies and analytics tools.
Why We Collect This Data
We use the data described above only for the following purposes:
To provide access to SchoolTalk's core functionality, including progress tracking, evidence of learning, lesson plan visibility, and progress and achievement reporting for teachers, Learners, and parents.
To create and manage user accounts and school configurations, acting on the School's instructions.
To provide technical support to Authorised Users.
To maintain the security, integrity, and availability of the Service, including fraud prevention and system monitoring.
To generate AI Progress Summaries, where the School has consented (see the AI section below).
To respond to demo requests, enquiries, and other direct requests made through our website.
To comply with legal obligations, enforce our Terms, or respond to valid requests from courts or regulators.
Where We Store Data
SchoolTalk's hosting infrastructure (Microsoft Azure) is located in Australian data centres (Southeast and Eastern Australia regions), including backups and disaster recovery. Progress summaries are generated using Azure OpenAI, provisioned in the same Eastern Australia region. Because it uses a global deployment, an individual request may be processed outside Australia — but no personal information is sent to the service, only curriculum area names and achievement bands. Where personal information is transferred outside the region in which it was originally stored, we apply appropriate safeguards consistent with applicable law.
Where personal information is transferred outside the region in which it was originally stored, we apply appropriate safeguards consistent with applicable law.
What We Don't Do With Your Data
We do not sell or rent personal information to any third party.
We do not run advertising on the Service and do not share data with advertisers or data brokers.
We do not use School Data to train or improve any AI model beyond generating the specific AI Progress Summary for the relevant School, and even then, only anonymised data is used (see below).
We do not use educational data for profiling or algorithmic decision-making about individual learners.
How Consent Is Managed
Schools are responsible for deciding why and how personal information is processed through SchoolTalk, and for ensuring they have a valid basis under applicable law — including any parental or guardian consent required — before providing that information to us. Progressify does not determine the lawful basis for processing personal information and does not collect consents directly from parents or Learners; we act on the School's documented instructions as a data processor.
Where you interact with us directly — for example, by requesting a demo or subscribing to updates — we collect only what's needed for that purpose and you may withdraw consent to further contact at any time by emailing support@progressify.io.
AI-Generated Progress Summaries
SchoolTalk's Progress Summary page includes an AI-generated narrative summary for each learner, per tracked subject, available in English or Te Reo Māori. This feature is only enabled for a School after that School has received written notice and provided consent.
What data is sent to the AI service
Only anonymised academic data is sent to generate a summary:
Sent to the AI service
Year level (e.g. "Year 4")
Subject name and progress relative to curriculum level
Sub-area scores within a subject
Current and recently achieved learning goals
Recent assessment scores and progress bands
Anonymised teacher/learner comment evidence (no names)
Sent to the AI service
Learner name
Student ID or school-assigned identifier
Date of birth
School name or school identifier
Any other information capable of identifying a learner
Because no personal identifiers are included in any request sent to the AI service, no individual learner can reasonably be identified from that data.
Which AI service is used
SchoolTalk uses Microsoft Azure OpenAI Service (the GPT-5 nano). Microsoft contractually commits that customer data submitted to Azure OpenAI is not used to train or improve Microsoft's foundation models.
Human oversight
AI-generated content supports, but does not replace, teachers' and school leaders' professional judgement. It does not evaluate or make judgements about individual learners and does not make predictions about future performance.
Withdrawing consent
A School may withdraw consent to AI Features, or request they be disabled, at any time by contacting support@progressify.io. Full details of this feature are set out in Progressify's AI Policy
Your Rights Over Your Data
Depending on where you're located, you may have rights to be informed about how your personal information is used, to access it, to request correction of inaccurate information, and to request deletion, subject to any School or legal requirements to retain it.
If you are a parent, Learner, or teacher whose data was provided to us by a School, requests to access, correct, or delete that data should generally be directed to your School in the first instance, since the School controls that data. We will support the School in responding to such requests. If you contact us directly, we will do our best to help and coordinate with your School as needed.
Data Retention
We retain School Data for as long as the School's subscription to SchoolTalk remains active, in order to provide the Service.
Following the end of a School's subscription, we retain School Data for 30 days to allow for account reactivation, data export, or transition to another provider, after which it is securely deleted in accordance with our deletion practices below.
Deletion follows industry best practice, meaning that when personal information is deleted, it is permanently and irretrievably removed from our active systems using secure deletion methods, such that it cannot be reconstructed or accessed through normal means. Backup copies containing School Data persist for up to 30 days following deletion from active systems, after which they are automatically overwritten or purged as part of our routine backup cycle.
This approach is intended to ensure personal information is not kept longer than necessary, consistent with our obligations under Information Privacy Principle 9 of the Privacy Act 2020 (New Zealand) and Australian Privacy Principle 11.2 of the Privacy Act 1988 (Cth), which requires that personal information be destroyed or de-identified once it is no longer needed for any purpose for which it may be used or disclosed.
Third-Party Service Providers
To provide and maintain SchoolTalk, we engage a limited number of trusted sub-processors who process personal information on our behalf, under contractual obligations to protect it and use it only as instructed:
Cookies and Tracking
We use cookies to keep you logged in, understand how visitors use our website, and improve the Service. Cookies used on our marketing website may include analytics tools; we do not use tracking cookies for advertising purposes. You can manage cookies through your browser settings, though disabling them may affect your experience using the Service.
Privacy Complaints
How to make a complaint
If you believe your privacy has been breached, or that Progressify has not handled personal information in accordance with this policy or applicable law, contact us at support@progressify.io with sufficient detail to allow us to investigate.
How we handle complaints
Acknowledge receipt within five business days.
Investigate the matter promptly, including relevant systems and access logs.
Take appropriate remedial action.
Notify impacted parties, including affected individuals and relevant Schools where applicable.
Provide a written response within twenty business days, or advise if more time is needed.
Where a privacy breach is likely to cause serious harm, we will comply with our notification obligations under the Privacy Act 2020 (New Zealand) and, where applicable, the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth) for Australian schools.
Escalating a complaint
New Zealand — Office of the Privacy Commissioner, privacy.org.nz, 0800 803 909.
Australia — Office of the Australian Information Commissioner (OAIC), oaic.gov.au, 1300 363 992.
We encourage you to contact us directly first so we can attempt to resolve your concerns promptly.
Changes to This Policy
We may update this Privacy Policy from time to time. The current version will always be available within the Service, showing the date it was last updated. Where we make a material change — such as adding a new section, or a change that affects how personal information is collected, used, disclosed, or stored — authenticated users will be notified at their next sign-in and asked to review and accept the update before continuing to use the Service. Minor or administrative updates may be made without requiring re-acceptance.
Contact Us
[Progressify to insert a named privacy contact/role, consistent with the Privacy & Security Hub — e.g. "Privacy Officer, [Name], privacy@schooltalk.app"]
For general questions about how our services work, contact info@progressify.io