Privacy Policy
Student and School LMS DataPrivacy Policy
Sports Tech College and STCLEARN.COM Learning Management System
Effective date
31 July 2026
Privacy contact
Student privacy at a glance
We collect only the information reasonably needed to provide and administer learning. We do not sell student data or use school-supplied student data to market to students. Where a school arranges access, we work with the school and use the data for delivering, supporting, securing and reporting on the agreed learning service.
1. Scope and who we are
This Privacy Policy explains how Sports Technology Institute Australia Pty Ltd (ABN 66 645 792 909), trading as Sports Tech College (Sports Tech College, we, us or our), collects, holds, uses and discloses personal information.
It applies to our websites, including www.sportstechcollege.com.au and STCLEARN.COM; our WordPress and LearnDash learning management system (LMS); mobile-accessible services; registration, enrolment and payment forms; surveys; competitions; events; online learning tools; communications by email, post, telephone or social media; and the services we provide to schools, organisations, educators, learners and other customers.
This single Policy covers school-arranged access, individual course registrations, parent or carer registrations for children, teachers and school administrators, adult learners, customers, event participants, job applicants, business contacts and ordinary website visitors.
Our registered contact address is 23 Unions Street, South Melbourne VIC 3205. Questions, requests or complaints may be sent to matt@sportstechcollege.com.
We manage personal information in accordance with applicable Australian privacy law, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply.
2. Information we collect
Depending on how you use our services, we may collect:
· identity and contact details, such as name, title, email address, telephone number, address and organisation;
· school-related details, such as school name, class, year level, teacher, group or enrolment information;
· account details, including username, user role, authentication and account-recovery information;
· learning records, including course enrolment, progress, lesson completion, quiz or assessment responses, results, certificates, submissions and engagement with course materials;
· transaction and billing details, noting that payment-card details are ordinarily handled by our payment provider rather than stored by us;
· professional information, such as role, responsibilities, experience, education, CV and areas of interest, where relevant to a course, event or employment opportunity;
· communications, support requests, survey answers, competition entries, event participation and content you choose to submit;
· marketing and newsletter preferences; and
· technical information such as IP address, device and browser type, log-in times, pages visited, links selected, security logs, cookies and analytics data.
We seek to collect only information that is reasonably necessary for our activities. Please do not provide sensitive information unless we request it and explain why it is needed.
3. Our LMS and student information
STCLEARN.COM is our online learning environment. Learners may use it to access courses, complete lessons and quizzes, submit work, track progress and receive certificates. The LMS may record activity needed to operate these functions.
Minimum information for access
Where named student accounts are required, we generally collect a student's first name, last name (where applicable) and email address for account creation and login. We may also hold a school, class or group association and the learning records generated through use of the LMS.
Where students do not require individual accounts, we may only collect the information of the teacher or administrator facilitating the class. Schools should not provide more student information than is needed for the agreed service.
Accounts using student identification numbers
Where agreed with a school, a student may access the LMS using a school-issued or randomly generated student identification number without providing Sports Tech College with their name or personal email address. Course participation, progress, quiz or assessment responses, results, completion records and certificates may be recorded against that identification number.
Although Sports Tech College may not know the student's name, an identification number and associated learning records may still be personal information where the school or another authorised party can connect the number to an identifiable student. Where practicable, the school retains the separate record connecting identification numbers with student names, Sports Tech College does not receive that record, and a randomly generated LMS code is used instead of an identifier used across the school's other systems. We do not attempt to identify students from those numbers.
Individuals registering directly
An individual who registers directly, rather than through a school, may be asked for information reasonably necessary to establish their account, process payment, provide the course, communicate important service information and record learning progress. This may include name, email address, account credentials, billing details and course records.
If a parent or carer creates an account for a child, we may collect the parent or carer's name, contact details and confirmation of their authority, together with the minimum student information needed to provide the course. We do not knowingly require children to provide unnecessary personal information as a condition of participation.
How LMS information is used
· creating and administering accounts and enrolments;
· delivering course content and recording learning progress;
· providing results, certificates and reports to the learner and, where applicable, their school, teacher, parent or authorised administrator;
· providing technical and customer support;
· maintaining service security, preventing misuse and troubleshooting;
· improving course delivery using aggregated or de-identified information where practicable; and
· meeting legal, regulatory, safeguarding and contractual obligations.
We do not sell student information. We do not use school-supplied student information to advertise or market products or services directly to students.
4. Schools and school-controlled data
When a school purchases or arranges access to the LMS, the school may provide information to us and may decide which learners are enrolled, which school personnel can administer access and which reports are required. In that setting, we handle school-supplied information only for the agreed educational and administrative purposes, the school's lawful instructions, and purposes reasonably necessary to operate, support and secure the service.
In relation to school data:
· the school is responsible for ensuring it has authority to provide the information and for giving any notices or obtaining any permissions required from students, parents or carers;
· we limit access to authorised personnel and service providers who need the information to perform their role;
· we do not claim ownership of a school's student data or use it for unrelated commercial purposes;
· we do not contact or market to students using school-supplied data;
· we provide available account, progress and reporting functionality to authorised school personnel; and
· at the end of the school agreement, we delete or de-identify school-supplied personal information when it is no longer required, subject to lawful retention requirements and limited backup cycles.
Schools should direct parent, carer or student requests to us where our assistance is needed. We may consult the school before responding where the school controls the relevant record or where doing so is necessary to verify authority and protect another person's privacy.
Nothing in this Policy prevents a school from applying its own privacy policy, notices or legal obligations to information it controls. Schools should provide students and families with a clear explanation of the school's use of the LMS and how to contact the school about school-controlled records.
5. Children and young people
Some learners may be under 18. We aim to handle children's information in a way that is fair, transparent, proportionate and appropriate to their age. We minimise collection, avoid using school-supplied student information for direct marketing, and limit disclosure to the people and providers needed to deliver and protect the service.
Where appropriate, schools, parents or carers should help younger learners understand this Policy. A parent, carer or authorised school representative may contact us about a child's information. We will take reasonable steps to verify the requester's identity and authority.
Where a child registers directly outside a school-arranged program, we may require involvement or authorisation from a parent or legal guardian when appropriate having regard to the child's age, capacity, the nature of the service and applicable law.
6. How we collect information
We may collect personal information:
· directly from you when you register, enrol, purchase, complete learning activities, contact us or attend an event;
· from a school, employer, parent, carer, colleague or corporate contact that registers or administers access on your behalf;
· automatically through the LMS, website, cookies, logs and analytics tools; and
· from service providers and publicly available sources where lawful and relevant.
If you do not provide required information, we may be unable to create an account, enrol you, process a transaction, provide a certificate, respond to a request or deliver the relevant service.
How we hold information
We primarily hold personal information electronically in our LMS, website databases, hosting environment, cloud-based business systems, email and secure backup systems. We may hold limited paper records where required for administration, contracts or events. Access is restricted according to role and business need. Information may be held by contracted technology providers on our behalf, subject to contractual, security and confidentiality controls appropriate to their function.
7. How we use and disclose information
We may use or disclose personal information to:
· provide, administer, personalise and support our courses, LMS, websites, events and services;
· communicate with learners, customers, schools and authorised representatives;
· process payments and prevent fraud;
· maintain security, investigate misuse and manage incidents;
· meet legal obligations, respond to lawful requests and establish or defend legal claims;
· operate and improve our organisation, including through aggregated or de-identified analysis; and
· send permitted marketing to adult customers and business contacts in accordance with Section 8.
We may disclose information to authorised school personnel; a learner's parent or carer where authorised or appropriate; contractors and professional advisers; and providers supporting hosting, learning technology, email, analytics, payments, security, support and business operations. These recipients receive only the access reasonably required for their function.
8. Marketing communications
We may send adult customers, prospective customers and business contacts information about Sports Tech College products, services and events where permitted by law. You may opt out at any time using the unsubscribe link or by emailing matt@sportstechcollege.com
We do not use personal information supplied by a school for a student's LMS access to market directly to that student. Opting out of marketing does not prevent essential service messages, such as account, course, security or transaction notices.
9. Payments, fraud prevention and automated checks
Third-party payment providers may validate payment details, process transactions and conduct fraud-prevention checks. They handle information under their own privacy terms. If a payment is declined or access is restricted because of an automated validation result, you may contact us for assistance, although you may also need to contact your bank or payment provider.
Where false or inaccurate information indicates fraud or unlawful conduct, information may be provided to payment providers, fraud-prevention bodies, professional advisers or law-enforcement agencies as permitted or required by law.
10. Cookies, analytics and links
Our websites and LMS may use essential cookies for login, security, preferences and course functionality, and may use analytics technologies to understand service performance. Where required, we will seek consent for non-essential cookies. Cookie choices may affect some features.
Our services may link to external websites or tools. We do not control their privacy practices and encourage users and schools to review their policies before providing personal information.
11. Overseas access and service providers
We are likely to disclose, or permit access to, some personal information by contracted technology and support providers located outside Australia. Based on our expected service configuration, those recipients are located in Australia. Provider locations can change, and additional countries must be added to this Policy if our service-provider review identifies them.
12. Security and data incidents
We use reasonable technical and organisational safeguards designed to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Measures may include role-based permissions, access controls, authentication safeguards, encryption in transit, secure password storage, logging, backups, updates and restrictions on contractor access.
No online service is completely risk-free. We maintain processes to assess and respond to suspected data incidents and will notify affected individuals and regulators where required by the Notifiable Data Breaches scheme or other applicable law.
13. Retention and deletion
We retain personal information only for as long as reasonably required for the purpose for which it was collected, to provide the service, maintain required business and financial records, resolve disputes and meet legal obligations.
School-supplied student data is deleted or de-identified after the applicable school contract or agreement ends and the information is no longer required, subject to lawful retention obligations, security records and limited backup cycles. Other business, transaction or contractual records may be retained for up to seven years where appropriate or legally required.
Deletion from active systems may not immediately remove information from secure backups. Backup copies are protected, are not used for ordinary business purposes and are overwritten or deleted through the applicable backup cycle.
14. Access, correction, deletion and complaints
You may ask to access or correct personal information we hold about you. You may also request deletion or raise a privacy concern. Some requests are subject to legal exceptions, recordkeeping requirements and the rights of other people.
Send requests to info@sportstechcollege.com. We may verify your identity and authority before responding. Please do not send a full identity document unless we specifically request an appropriate form of verification.
For a learner using a school-issued account or identification number, some access or correction requests may need to be made through the school because the school holds the identifying record or controls the relevant learning record. We will assist the school where reasonably required.
To make a complaint, explain the conduct you are concerned about and provide enough information for us to investigate. We will acknowledge the complaint, review relevant records, consult affected personnel or providers where necessary, and communicate the outcome and any corrective action. We aim to respond within 30 days, although complex matters may take longer; if so, we will provide an update. If you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au.
15. School LMS service commitments
The following provisions apply where they are incorporated into an agreement between Sports Tech College (Provider) and a school or other customer (Client). They supplement, and do not replace, the privacy obligations in this Policy or any signed agreement.
15.1 Responsibilities
· Provider: perform the agreed services professionally and in a timely manner.
· Client: provide the information, access, authority and cooperation reasonably required to complete the services, and avoid providing unnecessary personal information.
15.2 Confidentiality
Each party must keep the other party's proprietary, confidential and sensitive information confidential and must not disclose it to a third party without written consent, except to personnel or service providers who need it to perform the agreement and are subject to confidentiality obligations, or where disclosure is required by law.
15.3 Termination
Either party may terminate the applicable service agreement on seven days' written notice, unless the applicable order form or signed agreement states otherwise. Termination does not remove rights or obligations that accrued before termination, including confidentiality, payment and lawful record keeping obligations.
15.4 Liability
To the extent permitted by law, the Provider is not liable for delay, interruption or damage caused by events beyond its reasonable control. Nothing in this provision excludes, restricts or modifies a guarantee, right or remedy that cannot lawfully be excluded or limited.
15.5 Governing law
The applicable service agreement is governed by the laws of Victoria, Australia, unless the applicable order form or signed agreement states otherwise.
15.6 Entire agreement
The applicable signed agreement, order form and documents expressly incorporated into it constitute the entire agreement between the parties concerning the service and supersede prior discussions or representations about that subject matter.
15.7 School and Sports Tech College logos
Subject to the school's written approval, Sports Tech College may display the school's logo in an online catalogue or carousel identifying schools that use our content. Use is limited to factual, promotional display and does not transfer ownership or imply endorsement beyond the approved context. The school may similarly use the Sports Tech College logo for approved promotional purposes. Either party may withdraw permission by written notice, after which the other party must stop new use and remove digital display within a reasonable period.
15.8 School data
Sports Tech College does not sell school-supplied student data or use it to market directly to students. Where named logins are required, the minimum account information is generally an email address and first and last name, where applicable. A school may instead use a student identification number, or may operate through a teacher or administrator account without individual student logins. Student and school data is handled as described in Sections 3, 4 and 13 and is deleted or de-identified after the agreement ends when it is no longer required, subject to legal retention duties and backup cycles.
16. Changes to this Policy
We may update this Policy to reflect changes to our services, technology, providers or legal obligations. The current version will be published on our websites with its effective date. Where changes materially affect school or student information, we will take reasonable steps to notify the relevant school or account holder.
17. Contact us
Sports Technology Institute Australia Pty Ltd
Trading as Sports Tech College
ABN 66 645 792 909
23 Unions Street, South Melbourne VIC 3205
www.sportstechcollege.com.au | STCLEARN.COM
Email: matt@sportstechcollege.com