Privacy Policy

1.1Guardian Systems Pty Ltd (ACN 698 277 986) trading as Excursion SafeCheck (we, us, our) recognises the importance of protecting the privacy and the rights of individuals, particularly children, school staff, administrators, parents and guardians, in relation to their personal information.

1.2This Privacy Policy sets out our commitment to protecting the privacy of your personal information and how it is collected from users of our application platform, including all related services, products, our website and tools (together the “Application”).

1.3We respect your rights to privacy under the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles, and we manage the collection and disclosure of your personal information in accordance with these requirements.

1.4We also uphold your rights to privacy if you are based in the European Union, in accordance with the General Data Protection Regulation (EU) (GDPR). Your rights under the GDPR are listed in clause 13.

1.5You are under no obligation to provide personal information to us. However, refusing or failing to provide the required personal information may prevent you or your associated school from accessing the Application or may affect your use of it or any products and services offered on it.

2.1When used in this Privacy Policy, the term “personal information” has the meaning given to it under the Privacy Act and GDPR.

2.2In general terms, it is any information that can be used to personally identify you. This may include your name, address, telephone number, email address and profession or occupation.

2.3If the information we collect personally identifies you, or you are reasonably identifiable from it, the information will be considered personal information.

2.4We may also collect some information that is not personal information because it does not identify you or anyone else. For example, we may collect anonymous answers to surveys or aggregated information about how users operate on our Application.

2.5Your personal information will not be shared, sold, rented or disclosed other than as described in this Privacy Policy or as permitted by applicable law.

3.1By accessing, downloading, registering for, or continuing to use our Application, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, disclosure, and handling of your personal information as described in it. Your continued use of the Application following the publication of this Privacy Policy, or any updates to it, will be deemed to constitute your consent to this Privacy Policy to the fullest extent permitted by applicable law.

3.2Where we request your consent through an affirmative action, including by selecting or clicking an "I Accept the Privacy Policy" button, checkbox, or similar mechanism, you acknowledge and agree that such action constitutes your express consent to this Privacy Policy and your agreement to be bound by its terms.

3.3For all areas of the Application where consent is given it is just as easily able to be withdrawn in accordance with clause 15 of this Privacy Policy.

4.1To effectively operate our mobile application and website platforms and to facilitate real-time student check-ins during school excursions, we may collect the following personal information from you:

• a.names;
• b.email addresses;
• c.telephone numbers;
• d.business management information;
• e.billing, mailing, business and/or residential address;
• f.business or company numbers and names;
• g.banking, credit card, or other online payment details to process purchases;
• h.emergency contact details, including next of kin;
• i.associated research information, including your IP addresses and certain device information (for example, device type, OS version and browser version);
• j.assigned teacher and administrator credentials, information and contact details;
• k.parent and guardian details where required;
• l.geolocation data associated with excursion checkpoint activity;
• m.app usage;
• n.school administrative information; and
• o.student name and excursion/attendance/checkpoint records.

4.2We collect personal information about you so that we can deliver a secure, reliable, and efficient excursion monitoring service for educational institutions and to provide best possible quality of customer service. We collect, hold, use and disclose your personal information for the following purposes:

• a.to register, verify, and maintain authorised school, teacher, and administrator user accounts on our mobile application and website;
• b.to enable real-time student attendance monitoring, digital attendance verification at excursion checkpoints, and accurate check-in recording during off-site school activities;
• c.to capture and transmit device geolocation data during active excursion sessions to assist supervising staff in recording check-in sites;
• d.to perform administrative, record-keeping, safety auditing, and legal compliance functions required of educational software providers;
• e.to optimize, maintain, update, and troubleshoot our mobile application, website, servers, and digital infrastructure;
• f.to provide our products and/or services to you;
• g.to allow us to conduct our business functions;
• h.to conduct internal record keeping;
• i.to identify and understand user needs;
• j.to enable us to process your personal data;
• k.to personalise and customise your experiences on our Application;
• l.to send communications requested by you;
• m.to answer enquiries and provide information or advise about existing and new products and/or services;
• n.to conduct market research, business development and marketing activities (including direct marketing);
• o.to send you promotional information about our products and services and about third parties that we think you may find interesting;
• p.to comply with any law, rule, regulation, lawful and binding determination, decision or direction of a regulator, or in cooperation with any governmental authority;
• q.to contact you; and
• r.for our internal administrative, marketing and planning requirements.

5.1If you make payment for our products and/or services offered on our Application (such as a subscription fee), we (or our third party service provider) will collect, store and use all information necessary to complete the transaction, including your payment card information, bank account information and/or other billing information. We use this information to send to our third party payment gateways when you make payment for the Services.

6.1We collect your personal information directly from you or your educational institution unless it is unreasonable or impracticable to do so. When collecting personal information from you, we may collect in ways including:

• a.when you make an enquiry about our products and/or services;
• b.when you fill in any of our online forms, including when downloading free publications or making online bookings;
• c.through your access and direct use of our Application, including direct inputs made by teachers, staff or administrators;
• d.during conversations between you and our representatives or through any other means or platforms, including social media;
• e.when you ask to be placed on one of our subscription/mailing lists;
• f.when you become a client or customer of ours or otherwise use our products and/or services;
• g.when you use or access our social media pages, which may be collected through use of web analytics tools, ‘cookies’ or other similar tracking technologies that allow us to track and analyse your products and/or services usage;
• h.when you visit any links shared via our social media posts, emails or other landing pages; and
• i.via face to face interviews.

7.1If you do not provide us with the personal information described above, some or all of the following may happen:

• a.We may not be able to provide our products or services to you, either to the same standard or at all;
• b.We may not be able to provide you with information about products and/or services that you may want, including information about special promotions; or
• c.We may be unable to tailor the content of our Application to your preferences and your experience of our Application may not be as enjoyable or useful.

Application User Tracking Experience

8.1We may use diagnostic software, mobile telemetry tools, cookies and digital analytics technologies across our Application to review platform performance, enhance system security, and continuously improve user experience.

8.2For the mobile application, the admin portal or backend will have visible access to active and planned excursion data which is viewable for technical and product support. This will be restricted to authorised personnel and only where reasonably necessary for purposes such as technical support, security, maintenance or service delivery.

8.3When accessing our website, the website server makes a record of the visit and logs the following information for statistical and administrative purposes:

• a.the user’s server address – to consider the users who use the website regularly and tailor the website to their interests and requirements;
• b.the date and time of the visit to the website – this is important for identifying the website’s busy times and ensuring maintenance on the website is conducted outside these periods;
• c.pages accessed and documents downloaded – this indicates to us which pages or documents are most important to users and also helps identify important information that may be difficult to find;
• d.duration of the visit – this indicates to us how interesting and informative our website is to users;
• e.the type of browser used – this is important for browser specific coding; and
• f.in order to optimise our website and better understand it’s usage, we collect the visiting domain name or IP address, computer operating system, browser type and screen resolution.

8.4We may use advertising products, such as Remarketing with Facebook, Google Analytics and Google Analytics Demographics and Interest Reporting. Google Analytics would be used for the purpose to collect data about our website traffic via Google Advertising cookies and anonymous identifiers.

8.5If data is collected via these Google products, they will not be linked to any personally identifiable information you submit while on our website. If you wish to opt out of the Google Analytics data collection, you may do so on Google’s Site at tools.google.com/dlpage/gaoptout.

Cookies

8.6When you access our website, we may send a “cookie” (which is a small summary file containing a unique ID number) to your computer. This enables us to recognise your computer and greet you each time you visit our website without bothering you with a request to register. It also enables us to keep track of products and/or services you view so that, if you consent, we can send you news about those products and/or services.

8.7We also use cookies to measure traffic patterns, to determine which areas of our website have been visited and to measure transaction patterns in the aggregate.

8.8We use this to research our users’ habits so that we can improve our online services. Our cookies do not collect personal information. If you do not wish to receive cookies, you can set your browser so that your computer does not accept them. We may log IP addresses (that is, the electronic addresses of computers connected to the Internet) to analyse trends, administer the website, track users’ movements, and gather broad demographic information.

8.9The website may contain content and sharing tools embedded from various social networks, such as Facebook. These suppliers may use and place cookies on your device. We do not have access to, and cannot control, these cookies or the personal data and information that they may collect. You therefore need to check the websites of these suppliers to get further information on how they manage cookies and what information their cookies collect.

Mobile Application and Transmission Security

8.10As our website is linked to the Internet, and the Internet is inherently insecure, we cannot provide any assurance regarding the security of transmission of information you communicate to us online.

8.11We also cannot guarantee that the information you supply will not be intercepted while being transmitted over the Internet. Accordingly, any personal information or other information which you transmit to us online is transmitted at your own risk.

8.12Our mobile application relies on field communications transmitted over mobile telecommunications networks and public internet infrastructure. While we enforce industry-standard cryptographic protocols (including end-to-end transport layer security), data transmission over wireless internet during remote excursions carries inherent network risks that cannot be totally eliminated.

8.13Consequently, any data transmitted wirelessly via our mobile application during field excursions is transmitted at your own risk prior to receipt by our infrastructure. Once data reaches our cloud servers, we enforce strict firewall defenses, access controls, and administrative protections to safeguard data security.

External Links and Third-Party Integrations

8.14Our Application may provide links to websites outside of our Application, as well as to third party websites. These linked sites are not under our control, and we cannot accept responsibility for the conduct of any companies, businesses, affiliates, advertisers and sponsors, linked to our Application.

8.15Before disclosing your personal information on any other website or to any third party, we advise you to examine the terms and conditions of using that website and its privacy policy. Third party websites are responsible for informing you about their own privacy practices.

9.1We may disclose your personal information to:

• a.Participating educational institutions and staff, such as authorized school administrators, teachers and excursion supervisors assigned to a specific event;
• b.Our directors, employees, agents, contractors or service providers, including, without limitation, consultants web hosting providers, IT systems administrators, mailing houses, couriers, payment processors, data entry service providers, electronic network administrators, debt collectors, and professional advisors such as accountants, solicitors, business advisors, for the purposes of operating our Application or our business, fulfilling requests by you, and to otherwise provide products and/or services to you;
• c.suppliers and other third parties with whom we have commercial relationships, for business, marketing, and related purposes, which may include overseas parties;
• d.credit reporting agencies and courts, tribunals, regulatory authorities where customers fail to pay for goods or services provided by us to them, and other law enforcement officers as required by Law; and
• e.any other organisation for any authorised purpose with your express consent.

9.2We only disclose this information if the third party has agreed to comply with the standards in our Privacy Policy.

9.3If there is any change or potential change to the control of our business pursuant to the sale, assignment or transfer of the business, or business assets, its assets and/or liabilities, we reserve the right to sell, assign and/or transfer our user databases, together with any personal information and non-personal information contained in those databases to the extent permitted by law. In that event, your personal information may be disclosed to a potential purchaser, assignee or transferee, however any disclosures will only be made in good faith and where confidentiality is maintained.

10.1We may send you direct marketing communications and information about our products and/or services that we consider may be of interest to you. These communications may be sent in various forms, including mail, SMS and email, in accordance with applicable marketing laws, such as the Spam Act 2003 (Cth).

10.2If you indicate a preference for a method of communication, we will endeavor to use that method whenever practical to do so.

10.3In addition, at any time you may opt-out of receiving marketing communications from us by contacting us at info@excursionsafecheck.com.au or by using opt-out facilities provided in the marketing communications and we will then ensure that your name is removed from our subscription/mailing list.

10.4We do not provide any personal information relating to student, parent, guardian or excursion-related information to other organisations for the purposes of direct marketing.

11.1We take reasonable steps to ensure your personal information is protected from misuse and loss and from unauthorised access, modification or disclosure.

11.2We strive to ensure the security, integrity and privacy of personal information that you submit to us through our Application. Unfortunately, no data transmission over the Internet can be guaranteed to be totally secure.

11.3We endeavour to take all reasonable steps to protect the personal information you may transmit to us or from our online products and services. Once we do receive your transmission, we will also make our best efforts to ensure its security on our systems.

11.4In addition, our employees and the contractors who provide products and/or services related to our information systems are obliged to respect the confidentiality of any personal information held by Us.

11.5We may hold your information in either electronic or hard copy form. Personal information is destroyed or de-identified when no longer needed or when we are no longer required by Law to retain it (whichever is the latter).

11.6Should a data breach involving personal information occur:

• a.We will take positive steps to address the breach in a timely manner and take remedial action such that the data breach does not result in serious harm.
• b.We will undertake reasonable and expeditious assessment to determine if it is an ‘eligible data breach’, that is a breach likely to result in serious harm to any individual affected.

11.7In compliance with Privacy Amendment (Notifiable Data Breaches) Act 2017 (Cth), we agree that if we become aware of reasonable grounds to believe an eligible data breach has occurred, we will promptly notify the Office of the Australian Information Commissioner, the Australian Data and Insights Association and the affected individuals at likely risk of serious harm.

12.1We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

12.2To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

12.3By Law, we must keep basic information about our customers (including contact, identity, financial and transaction data) for five years for Australian tax law purposes.

12.4In some circumstances, you can ask us to delete your data; see your legal rights below for further information.

12.5Data, including excursion records, audit records, and other information stored in the Application will be retained for 30 days following termination or expiry of your annual subscription. If your subscription is not renewed within the 30-day period, such data may be permanently deleted and will not be recoverable.

12.6In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

13.1If the General Data Protection Regulation applies to you because you are in the European Union, you have rights under data protection laws in relation to your personal data:

• a.The right to be informed – that’s an obligation on us to inform you how we use your personal data;
• b.The right of access – that’s a right to make what’s known as a ‘data subject access request’ for copy of the personal data we hold about you;
• c.The right to rectification – that’s a right to make us correct personal data about you that may be incomplete or inaccurate;
• d.The right to erasure – that’s also known as the ‘right to be forgotten’ where in certain circumstances you can ask us to delete the personal data we have about you (unless there’s an overriding legal reason we need to keep it);
• e.The right to restrict processing – that’s a right for you in certain circumstances to ask us to suspend processing personal data;
• f.The right to data portability – that’s a right for you to ask us for a copy of your personal data in a common format (for example, a .csv file);
• g.The right to object – that’s a right for you to object to us processing your personal data (for example, if you object to us processing your data for direct marketing); and
• h.Rights in relation to automated decision making and profiling – that’s a right you have for us to be transparent about any profiling we do, or any automated decision making.

13.2These rights are subject to certain rules around when you can exercise them.

13.3If you wish to exercise any of the rights set out above, please contact us at info@excursionsafecheck.com.au.

14.1You may request access to any personal information we hold about you at any time by contacting us info@excursionsafecheck.com.au.

14.2Where we hold information that you are entitled to access, we will try to provide you with suitable means of accessing it (for example, by mailing or emailing it to you).

14.3We may charge you a reasonable fee to cover our administrative and other reasonable costs in providing the information to you.

14.4We will not charge for simply making the request and will not charge for making any corrections to your personal information.

14.5There may be instances where we cannot grant you access to the personal information we hold. For example, we may need to refuse access if granting access would interfere with the privacy of others or if it would result in a breach of confidentiality. If that happens, we will give you written reasons for any refusal.

14.6If you believe that personal information we hold about you is incorrect, incomplete or inaccurate, then you may request us to amend it. We will consider if the information requires correction. If we do not agree that there are grounds for correction, then we will add a note to the personal information stating that you disagree with it.

15.1You may withdraw your consent to this Privacy Policy at any point. If you wish to withdraw your consent to our collection and retention of your data, please contact our Data Protection Officer at info@excursionsafecheck.com.au and we can arrange for your data to be deleted, destroyed or returned to the extent we are permitted by law. However, this may affect your use of this Application or any products and services offered on it.

15.2You may choose to restrict the collection or use of your personal information. If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by contacting us at the email address listed in this Privacy Policy.

15.3To unsubscribe from our e-mail database, or opt out of any communications, please contact us at the email address listed at the start of the Privacy Policy, with “Unsubscribe” in the subject line of the e-mail.

15.4If you were to terminate your use of our products and/or services on our Application (for whatever reason), the personal information associated with it may no longer be accessible to you. There may continue to be residual copies of such content due to ongoing data back-up and archiving. Personal information will be stored in accordance with clause 12 of this Privacy Policy.

16.1If you believe that your privacy has been breached, please contact us using the contact information below and provide details of the incident so that we can investigate it.

16.2We will treat your complaint confidentially, investigate your complaint and aim to ensure that we contact you and your complaint is resolved within a reasonable time (and in any event within the time required by the Privacy Act and/or the GDPR, if applicable).

17.1If you have any questions about this Privacy Policy, any concerns or a complaint regarding the treatment of your privacy or a possible breach of your privacy, please contact us at info@excursionsafecheck.com.au.

17.2We will treat your requests or complaints confidentially.

17.3Our representative will contact you within a reasonable time after receipt of your complaint to discuss your concerns and outline options regarding how they may be resolved.

17.4We will aim to ensure that your complaint is resolved in timely and appropriate manner.

18.1All personal information held by us will be governed by our most recent Privacy Policy, posted on our website, where the Privacy Policy will be located.

18.2Any changes to this Privacy Policy may be advised to you by updating this page on our website. We encourage you to check this page from time to time for any changes.