Privacy Policy

Operator and privacy contact

KaN Learn Hub is operated by Tara Whiteside. Sole trader trading as KaN Learn Hub. ABN 92 376 321 837.

For privacy questions or requests, email support@kanlearnhub.com.au. You can also use the Contact & Privacy Complaints page.

Information collected

Account information: name, email address, authentication information, account identifiers and preferences. Authentication is provided through the application platform and, if chosen, a sign-in provider.

Learner information: details you choose to record, such as preferred name, year level, learning setting, interests, strengths, goals, observations and learning notes.

Learning content: records, work samples, photographs, uploaded reports and other documents; plans, summaries, reports and other outputs saved through features you use.

Optional sensitive information: details about disability, diagnoses, health, psychological or developmental matters, accessibility or support needs, and related documents. Sensitive information can also appear in free text or files even if no field asks for it.

Account administration: legal acceptance and permission records, privacy or support requests, correspondence and relevant security information.

Billing information: membership status, billing identifiers, subscription dates and payment or invoice information returned by Stripe. Full payment-card details are entered through Stripe rather than stored in KaN’s application records.

Technical and usage information: information needed to operate, troubleshoot and secure the service, and usage information such as feature activity, AI request counts, outcomes and estimated usage costs. Platform providers may also collect device, browser, network or log information when providing their services.

Where information comes from

We collect information when you register, enter learner information, upload files, use features, change settings or contact us. An authorised parent, carer, educator or professional may provide information about a learner.

We receive information from service providers where needed for their function, such as authentication, payment status or an external email-account connection. If someone provides your information and you have a concern, you can contact us directly.

Why information is used

To provide accounts, learning records, activities, resources, planning, reports, summaries, the Learning Garden and membership features.

To generate requested AI outputs using relevant information and applicable settings, as explained below and on the AI & Automated Analysis page.

To process subscriptions, communicate about the service, respond to requests, investigate problems, manage security and misuse, and meet legal or recordkeeping obligations.

To understand feature usage and operating costs and improve the service. KaN does not sell private learner information or commercially publish a learner’s work without a separate lawful basis and the necessary permission.

Information you can choose not to provide

Some account and payment information is needed to create an account or start a subscription. If it is not provided, we may be unable to supply that feature.

Diagnoses, medical reports and optional support-needs details are not required to use KaN. You can leave them out and still use general learning features. Providing less context may limit personalisation or the detail available for a particular report.

Only include information relevant to the feature. Remove unnecessary names, photographs, addresses or information about other people from documents where practical before uploading.

Sensitive information and authority

Only provide another person’s sensitive information when you have appropriate authority and any consent required for its collection and intended use. A professional role or possession of a report does not by itself establish permission for every use.

We treat health and other sensitive information with particular care and handle it subject to applicable law. The learner’s own capacity and rights matter; an adult’s authority is not unlimited merely because the learner is under 18.

Agreeing to the Terms or acknowledging this policy is not a general permission to use sensitive information for unrelated purposes. Collection, one-off analysis, ongoing AI context and sharing can involve different choices.

AI use and selected documents

When you request AI-assisted ideas, worksheets, plans, analysis, summaries or reports, the relevant prompt and learning context are processed through Base44’s AI services and their providers. Relevant context may include learner details and recorded evidence selected or used for that feature.

The optional learner-context setting controls use of the support-needs and accessibility information recorded in that profile for personalised AI outputs. When enabled, that information can include diagnoses or health details you have entered.

Uploading a document to the learner document area does not by itself request AI analysis. If you choose an action such as analysing a work sample or using a document to update the learning picture, the selected file may be sent in full for that analysis. The file may contain sensitive information; an instruction to omit diagnoses from an output does not mean those details were removed before the file was processed.

Permission for a document to be used as ongoing KaN context is a separate choice from requesting one-off analysis. Check the action and relevant settings before proceeding.

Changing a permission affects future use governed by that setting. It does not undo analysis already performed or automatically remove outputs already saved. You can ask to correct or delete information and outputs where appropriate.

Who may access information

Your account provides access to your learner information through the service’s access controls. Learner profiles are not public directories or publicly searchable profiles.

The operator and service providers may need access for hosting, processing requested features, support, troubleshooting, security, legal requirements or responding to a request. Account privacy does not mean the operator and necessary service providers have no technical access.

We may disclose relevant information to a recipient you choose, an adviser where necessary for a dispute or legal obligation, or an authority where disclosure is required or permitted by law. We consider the scope and lawful basis for the disclosure.

Service providers

Base44 supplies the application platform, database, hosting, file services and integrations used for AI and communications. Providers engaged through that platform may process the information needed for those functions.

Stripe processes subscriptions and payments. An optional connected Google or Microsoft account processes email you choose to send. A sign-in provider processes authentication where you choose that sign-in option.

These providers have their own privacy and data-processing terms. Our responsibility for choosing and using providers remains subject to applicable law. Contact us if you need more information about the provider arrangements relevant to your information.

Provider information: Base44 Data Processing Agreement — https://base44.com/dpa ; Base44 security information — https://base44.com/security ; Stripe Privacy Policy — https://stripe.com/privacy . These references supplement this policy and do not replace KaN’s own responsibilities.

External email connections and sharing

Connecting an external email account is optional. The provider’s authorisation screen explains the requested permissions. The connection supplies information needed to identify the account and to send the content you choose through that service.

Review the content and recipient before sending. Sensitive information may be present in free text or an uploaded or generated report even where a sharing feature is designed to omit certain fields.

You can disconnect a connection from KaN and manage permissions through the external provider. Disconnecting does not recall emails already sent or delete copies held by recipients.

Instagram sharing uses a downloadable share-card image. KaN does not connect an Instagram account or automatically publish the image. Review it before posting because a publicly shared image may be copied by others.

Overseas information handling

KaN Learn Hub uses cloud services for hosting, storage, payments and AI processing. Information may be processed outside Australia, including in the United States, by those providers and their service providers. Base44's published security information describes United States storage as its default, with other regions available for some arrangements. Other processing locations depend on the relevant provider and service. Overseas processing does not remove KaN's applicable privacy obligations. Contact the privacy contact above for details relevant to your information.

Overseas processing is subject to applicable privacy requirements. Acknowledging this policy does not waive protections or responsibilities that apply to an overseas disclosure.

Security and incidents

We use access controls and take reasonable technical and organisational steps to protect information. Uploaded private files are accessed through controlled file-access features. Users should protect login credentials and check sharing choices.

No online system can guarantee absolute security. This does not remove our obligations. If we become aware of an incident, we assess it, take appropriate containment and response steps, and make notifications required by applicable law, including to affected people and regulators where required.

Access and correction

You can view or change information through the account features available to you, or contact us to request access or correction. A learner or other person whose information is held may also make a request directly.

We may verify identity or authority before releasing or changing information. We respond within applicable legal timeframes or otherwise a reasonable period, and explain any lawful refusal and available complaint options.

Retention and deletion

Cancellation of a membership does not automatically delete the account or learner information. Account deletion, individual record deletion and subscription cancellation are separate actions.

We retain information for service needs and applicable legal, billing, security or dispute purposes, and consider deletion or de-identification when those purposes end. Files, backups, provider records and copies shared outside KaN may require separate handling from deletion of an app record.

The Data Retention & Account Deletion page explains the process and limits. Contact us for help with a deletion request or to confirm what has been removed and what must be retained.

Marketing and account messages

Marketing is optional and is separate from agreeing to these Terms or using the service. You can withdraw a marketing preference or ask us to stop marketing messages at any time.

Necessary messages about authentication, security, billing, privacy requests or the operation of your account are separate from marketing. Opting out of marketing does not stop those service messages.

Questions and complaints

Contact us through Account Settings → Legal & Privacy, the Contact & Privacy Complaints page or the privacy email above. Email remains available if you cannot sign in or do not accept an updated agreement.

We will consider the concern and respond. You may contact OAIC for matters within its jurisdiction, the Victorian Health Complaints Commissioner about health-information privacy in Victoria, or another relevant complaints body. Your available legal rights are not restricted by this process.

Changes to this policy

This policy identifies its version and effective date. We bring material changes to your attention and seek a separate consent where the proposed handling requires it. A new policy does not retrospectively authorise a use that lacked the necessary lawful basis.