Your privacy is critically important to us. At Edufolios we have a few fundamental principles:

  • We are thoughtful about the personal information we ask you to provide and the personal information that we collect about you through the operation of our services.
  • We store personal information for only as long as we have a reason to keep it.
  • We aim to make it as simple as possible for you to control what information on your Edufolios is shared publicly (or kept private), indexed by search engines, and permanently deleted.
  • We aim for full transparency on how we gather, use, and share your personal information.

Below is our Privacy Policy, which incorporates and clarifies these principles.

Who We Are and What This Policy Covers

Hi there! We are the team behind Edufolios. We help you to collate, create and reflect on your teaching practice so that you can reduce your admin and grow your super teacher skills. Our mission is to provide educators with space to think and reflect then connect those amazing thoughts. That way we can all benefit from each other’s experience, share knowledge and grow to be the best we can be.

This Privacy Policy applies to information that we collect about you when you use our website Edufolios.org. Throughout this Privacy Policy we’ll refer to our website as “Services.”
Below we explain how we collect, use, and share information about you, along with the choices that you have with respect to that information. Because we are passionate advocates (and users of Creative Commons Licensing), we’re very happy to say that the below Privacy Policy was adapted from those found at Automattic.com.

Information We Collect

We only collect information about you if we have a reason to do so–for example, to provide our Services, to communicate with you, or to make our Services better.

We collect information in three ways: if and when you provide information to us, automatically through operating our Services, and from outside sources. Let’s go over the information that we collect.

Information You Provide to Us

It’s probably no surprise that we collect information that you provide to us. The amount and type of information depends on the context and how we use the information. Here are some examples:

  • Basic Account Information: We ask for basic information from you in order to set up your account. For example, we require individuals who sign up for a Edufolios.org account to provide a username, school or organisation name and email address–and that’s it. You may provide us with more information–like your name–but we don’t require that information to create a Edufolios.org account.
  • More Information: We ask for more details such as the school/organisation you’re working with and how you heard about Edufolios. You may provide us with more information–like which career stage you’re working towards–but we don’t require that information to create a Edufolios.org account.
  • Billing Address and Payment Information: When you sign up for a subscription to Edufolios.org you will provide additional information that is required to process the transaction and your payment, such as your name, credit card and contact information.
  • Content Information: Depending on the Services you use, you may also provide us with information about you in draft and published content (such as for your portfolio). For example, if you write an evidence post or page that includes biographic information about you, we will have that information, and so will anyone with access to the Internet if you choose to publish that content publicly. This might be obvious to you…but it’s not to everyone!
  • Communications With Us (Hi There!): You may also provide us information when you respond to surveys, communicate with us about a support question, or fill out a form at Edufolios.org.
  • Communications With Other Edufolios Users: You may from time to time, comment on other Edufolios whilst logged into our Services. At this time, we will collect the comment you make and the time and date it was made.
  • Public Profile Information: If you have an account with us, we collect the information that you provide for your public profile. For example, if you have a Edufolios.org account, your username is part of that public profile, along with any other information you put into your public profile, such as a photo or “Biographical Info”. Your public profile information is just that–public–so please keep that in mind when deciding what information you would like to include.

Information We Collect Automatically

We also collect some information automatically:

  • Log Information: Like most online service providers, we collect information that web browsers, mobile devices, and servers typically make available, such as the browser type, IP address, unique device identifiers, language preference, referring site, the date and time of access, operating system, and mobile network information. We collect log information when you use our Services–for example, when you access, create or make changes to Edufolios.
  • Usage Information: We collect information about your usage of our Services. We also collect information about what happens when you use our Services (e.g., page views, searches at Edufolios.org, features enabled for your portfolio). We use this information to, for example, provide our Services to you, as well as get insights on how people use our Services, so we can make our Services better.
  • Location Information: We may determine the approximate location of your device from your IP address. We collect and use this information to, for example, calculate how many people visit our Services from certain geographic regions.
  • Information from Cookies & Other Technologies: A cookie is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. Pixel tags (also called web beacons) are small blocks of code placed on websites and emails. Edufolios uses cookies and other technologies like pixel tags to help us identify and track visitors, usage, and access preferences for our Services, as well as track and understand email campaign effectiveness and to deliver targeted ads.

Information We Collect from Other Sources

We may also get information about you from other sources. For example, if you create or log into your Edufolios.org account through another service (like Office 365) or if you connect your Edufolio to a social media service (like Twitter), we will receive information from that service (such your list of recent status updates) via the authorization procedures used by that service. The information we receive depends on which services you authorize and any options that are available.

How And Why We Use Information

Purposes for Using Information

We use information about you as mentioned above and for the purposes listed below:

  • To provide our Services–for example, to set up and maintain your account, host your Edufolio, backup and restore your Edufolio, or charge you for any of our paid Services;
  • To further develop and improve our Services–for example by adding new features that we think our users will enjoy or will help them to create and manage their Edufolio more efficiently;
  • To monitor and analyze trends and better understand how users interact with our Services, which helps us improve our Services and make them easier to use;
  • To measure, gauge, and improve the effectiveness of our advertising, and better understand user retention and attrition–for example, we may analyze how many individuals purchased a plan after receiving a marketing message or the features used by those who continue to use our Services after a certain length of time;
  • To monitor and prevent any problems with our Services, protect the security of our Services, detect and prevent fraudulent transactions and other illegal activities, fight spam, and protect the rights and property of Edufolios and others, which may result in us declining a transaction or the use of our Services;
  • To communicate with you, for example through an email, about offers and promotions offered by Edufolios and others we think will be of interest to you, solicit your feedback, or keep you up to date on Edufolios and our products; and
  • To personalize your experience using our Services, provide content recommendations, target our marketing messages to groups of our users (for example, those who have a particular plan with us or have been our user for a certain length of time), and serve relevant advertisements.

Legal Bases for Collecting and Using Information

A note here for those in the European Union about our legal grounds for processing information about you under EU data protection laws, which is that our use of your information is based on the grounds that:

  1. The use is necessary in order to fulfil our commitments to you under our Terms of Service or other agreements with you or is necessary to administer your account–for example, in order to enable access to our Services on your device or charge you for a paid plan; or
  2. The use is necessary for compliance with a legal obligation; or
  3. The use is necessary in order to protect your vital interests or those of another person; or
  4. We have a legitimate interest in using your information–for example, to provide and update our Services, to improve our Services so that we can offer you an even better user experience, to safeguard our Services, to communicate with you, to measure, gauge, and improve the effectiveness of our advertising, and better understand user retention and attrition, to monitor and prevent any problems with our Services, and to personalize your experience; or
  5. You have given us your consent–for example before we place certain cookies on your device and access and analyse them later on.

Sharing Information

How We Share Information

We do not sell our users’ private personal information.

We share information about you in the limited circumstances spelled out below and with appropriate safeguards on your privacy:

  • Subsidiaries, Employees, and Independent Contractors:We may disclose information about you to our subsidiaries, our employees, and individuals who are our independent contractors that need to know the information in order to help us provide our Services or to process the information on our behalf. We require our subsidiaries, employees, and independent contractors to follow this Privacy Policy for personal information that we share with them.
  • Third Party Vendors:We may share information about you with third party vendors who need to know information about you in order to provide their services to us, or to provide their services to you or your site. This group includes vendors that help us provide our Services to you (like payment providers that process your credit and debit card information, fraud prevention services that allow us to analyse fraudulent payment transactions, postal and email delivery services that help us stay in touch with you, customer chat and email support services that help us communicate with you), those that assist us with our marketing efforts (e.g. by providing tools for identifying a specific marketing target group or improving our marketing campaigns), and those that help us understand and enhance our Services (like analytics providers). We require vendors to agree to privacy commitments in order to share information with them.
  • Legal Requests:We may disclose information about you in response to a subpoena, court order, or other governmental request.
  • To Protect Rights, Property, and Others:We may disclose information about you when we believe in good faith that disclosure is reasonably necessary to protect the property or rights of Edufolios, third parties, or the public at large. For example, if we have a good faith belief that there is an imminent danger of death or serious physical injury, we may disclose information related to the emergency without delay.
  • Business Transfers:In connection with any merger, sale of company assets, or acquisition of all or a portion of our business by another company, or in the unlikely event that Edufolios goes out of business or enters bankruptcy, user information would likely be one of the assets that is transferred or acquired by a third party. If any of these events were to happen, this Privacy Policy would continue to apply to your information and the party receiving your information may continue to use your information, but only consistent with this Privacy Policy.
  • With Your Consent:We may share and disclose information with your consent or at your direction. For example, we may share your information with third parties with which you authorize us to do so, such as the social media services that you connect to your site, or the organization you belong to.
  • Aggregated or De-Identified Information:We may share information that has been aggregated or reasonably de-identified, so that the information could not reasonably be used to identify you. For instance, we may publish aggregate statistics about the use of our Services and we may share a hashed version of your email address to facilitate customized ad campaigns on other platforms.
  • Other Edufolio Owners:If you have a Edufolios.org account and leave a comment on an Edufolio that uses our Services, your name, IP address and the email address associated with your Edufolios.org account may be shared with the administrator(s) of the Edufolio where you left the comment.
  • Published Support Requests:And if you send us a request (for example, via a support email or one of our feedback mechanisms), we reserve the right to publish that request in order to help us clarify or respond to your request or to help us support other users.

Information Shared Publicly

Information that you choose to make public is–you guessed it–disclosed publicly.

That means, of course, that information like your public profile, evidence posts, other content that you choose to make public on your Edufolio, and your comments on other Edufolios, are all available to others–and we hope you get a lot of views!

Public information may also be indexed by search engines or used by third parties.

Please keep all of this in mind when deciding what you would like to share.

How Long We Keep Information

We generally discard information about you when we no longer need the information for the purposes for which we collect and use it–which are described in the section above on How and Why We Use Information–and we are not legally required to continue to keep it.

For example, we keep the web server logs that record information about a visitor to our Services, such as the visitor’s IP address, browser type, and operating system, for approximately 30 days. We retain the logs for this period of time in order to, among other things, analyze traffic to our Services and investigate issues if something goes wrong on one of our websites.

As another example, when you delete a post, page, or comment from your Edufolios.org site, it stays in your Trash folder for seven days just in case you change your mind and would like restore that content–because starting again from scratch is no fun, at all. After the seven days are up, the deleted content may remain on our backups and caches until purged.

Furthermore, unless otherwise explicitly requested not to, Edufolios will retain all content from your Edufolio on our servers indefinitely. This is so you are able to pause your subscription with us (for example in times of financial hardship) then regain access to the content in your Edufolio once your subscription is reactivated with us.

Security

While no online service is 100% secure, we work very hard to protect information about you against unauthorized access, use, alteration, or destruction, and take reasonable measures to do so, such as monitoring our Services for potential vulnerabilities and attacks.

To enhance the security of your account, we encourage you to access our services through a provider that supports Two-Step Authentication, for example Microsoft’s Office 365.

Choices

You have several choices available when it comes to information about you:

  • Limit the Information that You Provide:If you have an account with us, you can choose not to provide the optional account information, profile information, and transaction and billing information (where alternative billing arrangements are agreed). Please keep in mind that if you do not provide this information, certain features of our Services may not be accessible.
  • Opt-Out of Electronic Communications:You may opt out of receiving promotional messages from us. Just follow the instructions in those messages. If you opt out of promotional messages, we may still send you other messages, like those about your account and legal notices.
  • Set Your Browser to Reject Cookies:At this time, Edufolios does not respond to “do not track” signals across all of our Services. However, you can usually choose to set your browser to remove or reject browser cookies before using our Services, with the drawback that certain features of our Services may not function properly without the aid of cookies.
  • Close Your Account:While we’d be very sad to see you go, if you no longer want to use our Services 🙁 🙁 🙁 :(, you can cancel your Edufolios.org subscription and close your account. Please keep in mind that we may continue to retain your information after closing your account, as described in How Long We Keep Information above–for example, when that information is reasonably needed to comply with (or demonstrate our compliance with) legal obligations such as law enforcement requests, or reasonably needed for our legitimate business interests.

Your Rights

If you are located in certain countries, including those that fall under the scope of the European General Data Protection Regulation (AKA the “GDPR”), data protection laws give you rights with respect to your personal data, subject to any exemptions provided by the law, including the rights to:

  • Request access to your personal data;
  • Request correction or deletion of your personal data;
  • Object to our use and processing of your personal data;
  • Request that we limit our use and processing of your personal data; and
  • Request portability of your personal data.

You can usually access, correct, or delete your personal data using your account settings and tools that we offer, but if you aren’t able to do that, or you would like to contact us about one of the other rights, scroll down to How to Reach Us to, well, find out how to reach us.

EU individuals also have the right to make a complaint to a government supervisory authority.

Controllers and Responsible Company

Edufolios Pty Ltd is an Australian registered company (ACN: 618 899 120) and is the controller for the information used within the Edufolios Services. These services are offered and operated under our Terms of Service.

Processors

Edufolios utilises a number of secure data processors to deliver our Services and process the information detailed in the How and Why We Use Information section above. Each of these processors has signed up to the EU-US Privacy Shield.

Company Jurisdiction Compliance Services Provided
Stripe Inc. San Francisco, USA Privacy Shield Policy Payment Processing
AutopilotHQ Inc. San Francisco, USA Privacy Shield Notice Messaging, Site Usage Analytics
Google LLC Mountain View, USA Privacy & Terms Site Analytics, Advertising
Facebook Inc. Menlo Park, USA Privacy Shield Social Media, Advertising, Site Usage Analytics
Microsoft Corporation Redmond, USA Privacy Statement Authentication & Single Sign-On
Twilio Inc. San Francisco, USA Privacy Shield Statement Messaging

How to Reach Us

If you have a question about this Privacy Policy, or you would like to contact us about any of the rights mentioned in the Your Rights section above, please contact us.

Other Things You Should Know (Keep Reading!)

Transferring Information

Because Edufolios’s Services are offered worldwide, the information about you that we process when you use the Services in the EU may be used, stored, and/or accessed by individuals operating outside the European Economic Area (EEA) who work for us, or third party data processors. This is required for the purposes listed in the How and Why We Use Information section above. When providing information about you to entities outside the EEA, we will take appropriate measures to ensure that the recipient protects your personal information adequately in accordance with this Privacy Policy as required by applicable law. These measures include:

  • In the case of US based entities, entering into European Commission approved standard contractual arrangements with them, or ensuring they have signed up to the EU-US Privacy Shield; or
  • In the case of entities based in other countries outside the EEA, entering into European Commission approved standard contractual arrangements with them.

You can ask us for more information about the steps we take to protect your personal information when transferring it from the EU.

Privacy Policy Changes

Although most changes are likely to be minor, Edufolios may change its Privacy Policy from time to time. Edufolios encourages visitors to frequently check this page for any changes to its Privacy Policy. If we make changes, we will notify you by revising the change log below, and, in some cases, we may provide additional notice (such as adding a statement to our homepage or the Edufolios.org Blog, or sending you a notification through email or your dashboard). Your further use of the Services after a change to our Privacy Policy will be subject to the updated policy.

That’s it! Thanks for reading

Change log:

  • May 24, 2018: Updated to reflect the EU’s GDPR legislation changes.
  • March 25, 2016:First publication of our Privacy Policy.

 

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