Privacy Policy

BrainSTEM is committed to protecting the privacy and personal information of students, parents, schools, and partners.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy explains what information we collect, how we use it, and how we keep it safe.

We only collect information that is reasonably necessary to deliver our programs and services. This may include:

• Name and contact details
• Age or date of birth
• School or participation details
• Communication records

For educational programs, we may collect limited student-related information required for learning delivery.

Sensitive Information

In some cases, we may collect limited sensitive information (e.g. learning needs or wellbeing considerations) where necessary and with appropriate consent.

We may collect information through:

• Registration or consent forms
• Direct communication (email, phone, etc.)
• Participation in programs
• Schools or parents/guardiansv

Where information is provided by a third party, we take reasonable steps to ensure it is accurate.

We collect and use personal information to:

• Deliver and manage our programs
• Communicate with students, parents, and schools
• Ensure safety and wellbeing
• Meet legal and regulatory obligations
• Improve our services

We do not collect or use personal information for unrelated purposes.

Where required, we obtain consent before collecting or using personal information.

For participants under 18, consent is obtained from a parent or guardian.

You have the right to:

• Access your information
• Request corrections
• Withdraw consent at any time

We will take reasonable steps to action these requests promptly.

BrainSTEM may capture photographs, video, or testimonials during programs for purposes such as:

• Program updates and communication
• Educational materials
• Limited promotional use (e.g. website or brochures)

For minors:

• Parental or guardian consent is required
• Media use is optional
• Use is limited and appropriate

We do not:

• Use media in a way that includes sensitive personal information
• Sell or provide media to third parties for unrelated use
• Grant unrestricted or perpetual rights to third parties

Consent can be withdrawn at any time, and we will take reasonable steps to stop future use.

We do not sell or trade personal information.

We may share information with:

• Schools (for program delivery)
• Trusted service providers (e.g. IT systems)
• Regulators or authorities (where required by law)

All disclosures are limited to what is necessary and handled securely.

BrainSTEM uses digital tools to support learning. All platforms used:

• Are reviewed for age appropriateness
• Must comply with platform terms of service
• Are approved prior to use

Students are not required to create accounts that breach platform age requirements. Alternative arrangements are provided where needed.

Where AI tools are used:

• Personal or sensitive data is not used without approval
• Outputs are reviewed by humans
• Data exposure is minimised

AI is used to support learning, not replace human oversight.

Some service providers may store or process data outside Australia. Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place.

We take reasonable steps to protect personal information from misuse, loss, or unauthorised access. This includes:

• Secure systems (e.g. Microsoft 365 or approved platforms)
• Access controls and authentication
• Limiting access to authorised personnel

We follow a “collect only what we need” approach.

• We only collect necessary information
• We retain data only as long as required
• Data is securely deleted or de-identified when no longer needed

We apply enhanced protections where programs involve minors:

• Minimal data collection
• Parental involvement and consent
• Careful handling of all student information

Children’s data is treated as high-risk and highly protected.

If a data breach occurs, we will:

• Assess the risk
• Notify affected individuals where required
• Report to regulators where required

We act promptly and transparently in managing incidents.

You may:

• Request access to your personal information
• Request corrections
• Raise concerns about how your data is handled

If you are not satisfied, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

BrainSTEM maintains accountability for privacy and safety through designated roles, including:

• A Privacy Officer
• A Child Safety Officer

These roles oversee compliance, risk management, and continuous improvement.

For any privacy-related questions or requests, please contact:

BrainSTEM
Email: contact@brainstem.org.au

We may update this policy from time to time. The latest version will always be available on our website.