Privacy Policy

SMARTR is run by SMARTER YOU PTY LTD (ABN 65 691 640 892), Sydney, NSW (“we”, “us”). We mentor school students one-on-one online. Because we work with children, we hold ourselves to a high standard with their information. We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth).

1. What we collect

• About parents and guardians: name, email, phone, address, payment details (handled by our payment provider; we don’t store card numbers), what you tell us on calls and forms, and messages with us.
• About students: name, email, year level, school, subjects, goals, timetable, results and marked work, scorecard answers, session attendance, to-dos, mentor notes and session recaps, messages in the SMARTR Hub, and how they use the SMARTR app.
• Session recordings and transcripts: if you consent, we record and transcribe Google Meet sessions. See “Session recordings” below.
• Sensitive information: only if you choose to tell us and it helps us mentor your child, for example a learning difficulty or a health condition that affects study. We collect it only with your consent.
• About mentors and mentor applicants: see “Mentor applicants and mentors” below.
• Website and app data: basic technical data such as device type and pages visited. We don’t run advertising trackers inside the SMARTR Hub.

2. How we collect it

From you, from your child, from our mentors during sessions, and from the SMARTR Hub and app when you use them. If we get information about your child from someone else, such as their school results that you share, we treat it the same way.

3. Why we use it

• to deliver mentoring, track progress and report to you
• to keep students safe, including reviewing sessions and responding to concerns
• to check and improve the quality of our mentoring and to train mentors
• to manage enrolment, billing and our Grade Guarantee
• to meet our legal obligations, including child protection reporting.

We don’t sell personal information. We don’t use students’ information for advertising. We only send marketing to parents, and you can unsubscribe at any time.

4. Session recordings

With your written consent, and your child’s agreement, sessions are recorded and transcribed in Google Meet. Everyone in the session is told when recording starts. Recordings are used for safety, quality checks and handling complaints. Only our Head of Mentorship, the mentor’s supervisor, the mentor, and our director can view them. Video is deleted after 90 days unless we need to keep it because of a safety concern or complaint. Transcripts are kept while your child is enrolled and deleted 90 days after they leave. You can say no to recording, or change your mind at any time, and your child can still be mentored. We never use a recording in training materials without asking you separately for that specific clip.

5. How we use AI

We use AI tools from Anthropic (Claude) to help our mentors. AI may:

• draft a session summary from the transcript and the mentor’s notes. Your mentor always checks and approves it before you or your child see it
• read a photo of marked work to fill in the subject, task, mark and date, which the mentor confirms
• help a mentor search their own student’s notes, messages and history.

AI does not make decisions about your child. A person always reviews what it produces. We never send video or audio to AI tools, only text and photos of schoolwork. Photos of marked work are deleted once the mentor confirms the mark, unless you ask us to keep them. Our AI provider deletes the information within 30 days by default and does not use it to train its models.

The SMARTR app also includes AI study features that students use directly. These are clearly labelled as AI and have safety settings for young people.

6. Mentor applicants and mentors

If you apply to mentor with us, this is what we collect and what we do with it.

What we collect when you apply:

• your contact details
• your answers to our application questions, including the written answers
• your résumé and your LinkedIn profile, if you choose to give them
• the details of your Working With Children Check, if you have one
• your availability, including the earliest date you could start.

Why we collect it: to assess your application, to contact you about it and book your interview, and to verify your suitability to work with children.

Your Working With Children Check: we’ll verify it with the NSW Office of the Children’s Guardian, and with other states’ agencies where needed. The Office of the Children’s Guardian may tell us if your status changes.

Who sees it: your application is read by Reiley Dunlop and our Head of Mentorship. The service providers that help us run applications can also hold it, and they are listed next.

Service providers for applications:

• Supabase, which holds our database, in Sydney
• Resend, which sends our email
• a text message (SMS) service
• Cal.com, which books interviews
• Cloudflare Turnstile, which protects the application form from spam
• Telegram, which carries internal alerts to our team.

How long we keep it: if your application isn’t successful, we keep it for 12 months in case a suitable role opens up, then we delete it.

If we hire you: we also collect your date of birth, identity documents, referee reports, interview notes, bank and tax details, training and certification results, and session quality reviews. We use them to verify your suitability to work with children, to pay you, and to supervise and improve the quality of mentoring. Your sessions with students are recorded, and the recordings may be reviewed by your supervisor and the Head of Mentorship. We keep your Working With Children Check records for at least 7 years after you stop working with us, as the law requires.

7. Website cookies and advertising

We use cookies and advertising pixels (such as the Meta Pixel) on some of our pages to understand which ads and pages work, and to show relevant ads. You can control cookies in your browser settings and manage ad personalisation in your Meta/Google account settings. We don’t run advertising trackers on our mentor pages or inside the SMARTR Hub.

8. Who we share it with

• Our mentors and staff, only as much as their role needs.
• Service providers that help us run SMARTR: Google (sessions, email, storage), Vercel (website and Hub hosting), Supabase (database), Anthropic (AI features), Resend (email), Stripe (payments). They may only use the information to provide their service to us.
• Authorities, where the law requires or allows it, for example reporting a child at risk to the NSW Department of Communities and Justice or police.
• Anyone else, only with your consent.

9. Overseas

Some of our providers store or process information outside Australia, including in the United States. Before we use a provider, we check its privacy and security terms. We remain responsible for how your information is handled.

10. Keeping it secure

Company accounts only, with 2-step verification. Access limited by role. Recordings viewable in the Hub only, with no downloads, and every view logged. Data encrypted in transit. If there is a data breach that is likely to cause serious harm, we’ll tell you and, where required, the Office of the Australian Information Commissioner (OAIC).

11. How long we keep it

• Session video: 90 days
• Transcripts: while enrolled, plus 90 days
• Notes, recaps, results, messages: while enrolled, plus 2 years
• Consent records: 7 years after your child leaves
• Billing records: as tax law requires
• Records about a safety concern: as long as needed for child protection, which can be many years
• Unsuccessful mentor applications: 12 months
• Working With Children Check records for mentors we hire: at least 7 years after they stop working with us

12. Your rights

You can ask to see or correct the information we hold about you or your child, ask us to delete it (subject to legal limits), or withdraw consent for recording or AI features. Students can also ask. Email reiley@deltayou.com.au. We’ll respond within 30 days.

13. Questions and complaints

Contact our Privacy Officer, Reiley Dunlop, at reiley@deltayou.com.au. We’ll acknowledge your complaint within 1 school day and aim to resolve it within 30 days.