This policy is written to support school review and parent communication. It does not replace Department of Education, school, privacy, information security, consent or risk review processes.

Privacy Policy

Last updated: 16 June 2026

AI Helper Tool is an AI support tool for creating and using structured learning routines. It includes a teacher version for building activities and a no-login staff version for getting study support through the LEARN process.

1. No student login required

The staff version is designed to work without student accounts. Users are not asked to create a profile, enter a password, or maintain a personal dashboard. The staff version should not be used to collect unnecessary identifying information.

2. What information may be processed

AI Helper Tool may process information that a user chooses to enter or upload, including:

• Learning goals, success criteria, task instructions, rubrics, teacher notes, revision notes, concept lists, exam practice or draft responses.
• Teacher-created activity content, including activity titles, generated HTML, public activity links, edit codes and QLearn embed code.
• Optional staff sign-in information, such as MSID or access code, login attempt details, session token and technical request details.
• Feedback form information, such as name, email, school, role, subject area, ratings and comments.
• Browser-based local information where a signed-in staff user chooses to use My Activities.

3. Student privacy expectations

Users and teachers should avoid entering unnecessary personal or sensitive information. Use non-identifying examples where possible, such as “a Year 12 student” or “Student A”. Do not enter student passwords, addresses, medical information, behaviour records, private family details or other sensitive personal information.

4. Use of AI

When AI features are used, the information entered may be sent to the configured AI provider so a response can be generated. The AI Helper uses AI to suggest learning strategies, prompts and next steps; it does not replace teacher judgement, assessment decisions or school policy.

5. Files and uploads

File upload in the staff version is optional. Users may instead paste task information or simply type what they need help with. Uploaded or pasted information should relate to the learning task and should not include unnecessary personal information.

6. Public activity links and embeds

Teacher-created activity links and QLearn embeds may be accessible to anyone with the link. Teachers should check content before sharing and should avoid placing personal or sensitive information in generated activities.

7. Security and limitations

Reasonable steps should be taken to keep the service secure, but no online service can guarantee complete security. Schools should conduct their own review before using AI Helper Tool with users.

8. Contact and review

Schools should direct questions through their normal approval and review processes. This policy should be reviewed whenever AI Helper Tool’s features, hosting, AI provider or school use changes.