Collection Notices for Ember Education Pty Ltd

Version 1.0 — drafted by Moores. Policy number: [PLACEHOLDER: policy number]. Approved by board on: [PLACEHOLDER: board approval date]. Responsible person: [PLACEHOLDER: responsible person]. Scheduled review date: [PLACEHOLDER: scheduled review date].

Introduction

This Collection Notice explains the key information about how EMBER EDUCATION PTY LTD (“Ember”, “we”, “us” or “our”) collects, uses and discloses personal information in connection with Lantern, our AI-assisted report-writing platform for schools.

Lantern is designed for use by schools and their staff. In relation to students, Ember receives personal information from the school rather than directly from students or parents. Schools remain responsible for their direct relationships with students and families, including providing relevant privacy notices and obtaining any required consents.

This Collection Notice is intended to be provided at or before the time personal information is collected. It should be read together with Ember’s Privacy Policy, which contains further information about our privacy practices, including overseas disclosures, storage, retention, access and correction rights, and how privacy complaints may be made.

There are two notices:

  • Notice A: for parents, guardians and students, to be provided by schools in relation to student information processed through Lantern.
  • Notice B: for teachers and other school staff who use Lantern.

Notice A: for Parents, Guardians and Students

To be provided by the school at or before the point student information is first entered into Lantern.

EMBER EDUCATION PTY LTD provides Lantern, an AI-assisted report-writing platform used by schools to help teachers prepare student reports.

What information is collected?

Lantern may process information about students, including:

  • names and year levels;
  • teacher notes, observations and comments about students;
  • student report content; and
  • school reporting guidelines and templates.

Some of this information may constitute sensitive information under the Privacy Act 1988 (Cth).

Why is the information collected?

The information is used to:

  • assist teachers to prepare and edit student reports;
  • support school reporting processes; and
  • operate, support, maintain and secure the Lantern platform.

Lantern generates draft report content only. As with any AI-assisted technology, generated content may contain inaccuracies or may not fully reflect the intended context. Teachers review, edit and approve all report content before it is finalised.

Who is the information shared with?

Ember uses third-party technology providers to host and operate Lantern, including cloud hosting and AI service providers.

Student report content is intended to be hosted and processed within Australia, subject to Ember’s service-provider arrangements. Ember uses contractual and technical controls designed to protect student information and limit its use to providing the Lantern service.

Further information about Ember’s service providers is available in Ember’s Privacy Policy.

Consent

The school is responsible for providing any required privacy notices and obtaining any required parental, guardian or student consents in relation to the use of Lantern.

Questions about consent, including withdrawal of consent, should be directed to the school in the first instance.

What happens if the information is not provided?

If the relevant information is not provided, the school may be unable to use Lantern to assist with preparing student reports and may need to use alternative reporting processes.

Access and correction

Requests to access or correct a student’s information should generally be made through the school, which will liaise with Ember where required.

Further information

Further information about how Ember collects, uses, discloses and protects personal information is available in Ember’s Privacy Policy.

If you have questions about Ember’s handling of personal information, you may contact:

Privacy Officer
EMBER EDUCATION PTY LTD
privacy@embereducation.com.au

Notice B: How we collect personal information

To be provided to teachers and other school staff when they create an account or first use Lantern.

EMBER EDUCATION PTY LTD (“Ember”) collects personal information about you so that we can provide access to Lantern, our AI-assisted report-writing platform.

What information do we collect?

We may collect:

  • your name;
  • work email address;
  • position or role at your school;
  • login and authentication information;
  • account and usage information; and
  • information relating to your use of Lantern, including writing-style preferences used to assist with report drafting.

Why do we collect it?

We collect this information to:

  • create and manage your account;
  • authenticate users and provide access to Lantern;
  • generate AI-assisted draft report content;
  • provide customer support;
  • maintain, support and secure the platform; and
  • comply with legal and regulatory obligations.

As with any AI-assisted technology, generated content may contain inaccuracies or may not fully reflect the intended context. Teachers remain responsible for reviewing and approving content generated through Lantern before it is relied upon or communicated to others.

Who do we share it with?

We may share your information with service providers that help us operate Lantern, including:

  • cloud hosting providers;
  • authentication providers (such as Google or Microsoft, where single sign-on is used);
  • payment providers (where relevant); and
  • professional advisers and other service providers engaged by Ember.

Some service providers may process information outside Australia. Further information is available in Ember’s Privacy Policy.

What happens if you do not provide the information?

If you do not provide the information required to create and manage your account, we may be unable to provide you with access to Lantern.

Access and correction

You may request access to, or correction of, personal information we hold about you by contacting us using the details below.

Further information

Further information about how Ember collects, uses, discloses and protects personal information is available in our Privacy Policy.

If you have questions about our handling of personal information, please contact:

Privacy Officer
EMBER EDUCATION PTY LTD
privacy@embereducation.com.au