Overview

To carry out some development and support work, TrackOne Studio needs access to your school’s database. Wherever possible we work with your data in place, connecting to a development database in your own environment over a VPN you provide, so the data never leaves your control.

Occasionally we may ask to take a copy of the specific database(s) required, to a secure location, so we can complete the work you have requested. This article explains exactly how such a copy is authorised, protected, used, and destroyed.

Your data remains yours

  • You own the data. TrackOne Studio acknowledges that the school owns its data at all times. Taking a copy does not change that.
  • Purpose-limited. The copy is used only for the specific purpose agreed with you, and for nothing else.
  • Strict confidence. All information in the database is held in the strictest confidence.

How the copy is kept secure

  • Secure storage. The database is installed in a secure location, with only authorised TrackOne staff able to access it.
  • Least privilege. Access is restricted to the staff who need it to carry out the agreed work.
  • Minimal copies. Only the database(s) required for the purpose are copied, no more than the work needs.

Destruction when the work is done

The copy does not linger. All copies of the database, and any of your data in our possession, are destroyed immediately at the earliest of:

  • when the data is no longer required for the defined purpose;
  • at the end of the authorised duration of access; or
  • upon your request, at any time.

Using your data for development and analytics projects

Some projects, such as building new analytics or reporting capabilities, involve looking across school data to identify useful trends. Where this applies, the following additional commitments sit on top of everything above:

  • Only the data the work needs. We take the least data required, and direct identifiers such as names and addresses are excluded from the outset. Where the useful data is still being identified, there is no fixed extract until it has been agreed with you.
  • Nothing leaves Australia. Your data, including any de-identified data, is not transferred to, or accessed from, outside Australia.
  • Findings are shared only as aggregate trends. Any insights that inform work across multiple schools are aggregate trends and patterns, never identifiable student or family data.
  • Destroyed at project end, or sooner. In addition to the triggers above, the copy is destroyed when the project is complete, or immediately if you withdraw your permission.

The same commitments in our agreements

These protections are not one-off promises. The same terms are written into our standard agreements, which treat your data as Confidential Information:

  • It is not disclosed to any third party and is shared internally only with staff who need it, each bound by the same confidentiality obligations.
  • It is not copied beyond what is necessary to deliver the service.
  • It is returned or destroyed on request, or when our agreement ends, with written certification that this has been done.
  • For schools on our managed hosting, data is stored and processed in Australia on secure infrastructure with encrypted storage, firewalls and anti-malware.
  • Our agreements are governed by the laws of Queensland and Australia.

Our wider data protection commitments

Beyond this specific arrangement, TrackOne Studio and TASS maintain company-wide protections, set out in full in our Data Protection and Privacy Policy:

  • ISO 27001 certified. We maintain an Information Security Management System certified against ISO 27001, and where data is hosted in the cloud it is held in Australian data centres that also comply with ISO 27001.
  • Australian Privacy Principles. We handle personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles.
  • Your data stays in Australia. Your data is stored and processed within Australia, and we will not copy it outside Australia without your prior written consent.
  • Secure by design. We protect personal information using secure databases, password-controlled access, anti-virus, firewalls and data-transfer encryption.
  • Breach notification. We will promptly notify you if any unauthorised person obtains, or attempts to obtain, personal information.

Need more detail?

You can view our full Data Protection and Privacy Policy at any time from within the Learning Analytics Suite, under Data Manager > Policies. You may also wish to review our Remote Access Requirements, or the Cloud Hosting Services Master Agreement provided to you upon install or migration to the cloud.