iSmart Systems Pty Ltd Privacy Policy
1. General
1.1 This privacy policy governs how iSmart Systems Pty Ltd (ACN 658 736 559) (iSmart Systems, iSmart Learning, we, us) manages personal information. It applies to all personal information collected in connection with our suite of products, including iSmartEnrol, iSmartSign, iSmartSync, and iSmartMark (collectively, the iSmart Platform), as well as our website (www.ismartlearning.ai) and any mobile or web applications we provide (iSmart Applications).
1.2 Protecting your privacy and data security is fundamental to how we operate. We handle all personal information in compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
2. Purpose
2.1 The purpose of this policy is to explain how we collect, store, use, and disclose your personal information, and to outline your rights and our obligations under the Privacy Act.
2.2 “Personal information” refers to any data that can identify you, either directly or indirectly. Information that has been anonymised or de-identified to prevent personal identification is not considered personal information.
3. Changes to this Privacy Policy
3.1 We may update this Privacy Policy from time to time. The updated version will be posted on our website with the date of the latest revision clearly shown.
3.2 We encourage users to periodically review this policy to stay informed about how we manage personal information.
4. What Personal Information We Collect
4.1 We collect only the personal information necessary to operate our business functions and deliver the iSmart Platform and related services effectively.
4.2 This may include:
Your name, email address, organisation, and contact details when creating an account.
Information submitted through enquiries, support requests, or feedback forms.
Usage data related to system performance and integration activity (non-personal analytics data).
Data you explicitly authorise us or integrated systems (e.g. your RTO, CRM, or LMS) to access.
4.3 We do not collect or store sensitive personal information (e.g. government-issued IDs or payment card details) unless directly required for service delivery and consented to by you.
5. How We Collect Information
5.1 We collect personal information through:
Account creation on the iSmart Platform or product websites.
Communication with our team by phone, email, or web forms.
Integration connections authorised by you (e.g. between iSmartSync and your LMS or CRM).
Cookies and analytics tools (only where you have opted in).
5.2 Payment information is processed via secure, third-party gateways such as Stripe or Zoho Checkout. We do not access or store your payment card details.
6. Unsolicited Information
6.1 If we receive personal information that we have not requested and it is not required for our operations, we will destroy or de-identify it where lawful and reasonable to do so.
7. Providing Personal Information
7.1 You may interact with us anonymously or under a pseudonym where lawful and practical. However, to create or use an iSmart Platform account, we require identifying details such as your name and email address.
8. Purpose for Handling Your Personal Information
8.1 We use personal information to:
Deliver and support the iSmart Platform and related applications.
Communicate with users, including support, billing, and updates.
Administer and improve our products and integrations.
Comply with legal and regulatory obligations.
8.2 The lawful basis for processing may include:
Consent – when you agree to specific uses of your data.
Contractual necessity – when data is required to fulfil a service.
Legal obligation – when required by law or regulation.
9. Disclosure of Personal Information
9.1 We will not sell or trade your personal information. We may disclose it to:
Our employees, contractors, and related entities providing support services.
Service providers involved in hosting, analytics, development, or system support.
Government or regulatory authorities, if required by law.
9.2 All third parties are required to handle data securely and in compliance with the Privacy Act.
10. Data Security
10.1 Personal information is stored securely on cloud-based systems, servers, or encrypted databases managed by reputable providers (e.g. AWS, Microsoft Azure, or Zoho).
10.2 We apply industry-standard technical and organisational measures to prevent unauthorised access, disclosure, loss, or alteration of data.
10.3 Data is destroyed or anonymised once no longer required for legitimate business purposes.
11. Direct Marketing
11.1 With your consent, we may use your contact information to send updates, newsletters, or promotional materials related to iSmart products and services.
11.2 You may opt out at any time by clicking “unsubscribe” in emails or contacting us directly.
12. Cookies and Analytics
12.1 Our website may use cookies and analytics tools to improve functionality and user experience.
12.2 Cookies identify browsers, not individuals. You can manage cookie settings in your browser preferences.
12.3 We only track website activity where users have consented to cookie use.
13. Overseas Disclosures
13.1 Data may be stored or processed using cloud services located outside Australia, including in the United States, Europe, or Asia-Pacific.
13.2 When personal data is transferred internationally, we take reasonable steps to ensure comparable data protection standards apply.
14. Your Privacy Rights
14.1 You may have rights to:
Access and request correction of your personal information.
Request deletion or anonymisation of your data.
Withdraw consent for certain processing activities.
Request data portability (where applicable).
14.2 Requests can be made to our Privacy Officer (details below).
15. Accessing and Correcting Personal Information
15.1 You can contact our Privacy Officer to request access to or correction of your personal data.
15.2 We will respond within a reasonable time and may request verification of identity before processing such requests.
16. Data Retention
16.1 We retain personal information only as long as necessary to fulfil its purpose or meet legal requirements.
16.2 Data may be archived or de-identified for analytical and service improvement purposes.
17. Complaints and Contact Information
17.1 If you have a question or complaint about this Privacy Policy or how we handle your personal information, please contact:
iSmart Systems Pty Ltd
Address: 3/100 Campbell Street, Bowen Hills QLD 4006
Email: [email protected]
17.2 We take all complaints seriously and aim to resolve them promptly. You may also contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by phone at 1300 363 992.
This Privacy Policy was last updated on 28 October 2025.