Privacy Policy

Last updated: 9 July 2025

Cognito Tuition Pty Ltd (ABN 29 641 368 005) ("Cognito Tuition", "Cognito", "we", "our", "us") is committed to protecting the privacy of students, parents, prospective employees and visitors. This Policy explains how we collect, use, disclose and safeguard your personal information, and how you can exercise your rights.

1 Who to contact

Email: admin@cognitotuition.com
Post: Level 1 / 24 Thomas St, Chatswood NSW 2067‍

2 What personal information we collect

The types of personal information we collect depend on how you interact with us and may include:

• Name, contact details, and school information for students and enquirers, including parent or guardian names, year level, subject interests, school.
• Billing information and relationship details from parents and guardians.
• Resumes, qualifications, references, Working-With-Children Checks, superannuation and tax information for job applicants, volunteers, and employees.
• Payroll, HR records, emergency contacts, and performance data for employees and contractors.
• Video, audio, and images recorded by CCTV cameras on our premises.
• Technical data such as IP addresses, browser types, cookies, website analytics, and marketing preferences.
• Data collected via third-party advertising tools, including Meta Pixel, which may track interactions with our ads on platforms like Instagram and Facebook.
• Academic performance information, including how well students are doing at school and their results and progress within Cognito Tuition programs, such as internal assessments and exams.
• Information collected and stored via our online learning platform, Cognito Online, including attendance, Cognito exam results, student progress, and personal account details shown back to the student.
• Additional information such as feedback, survey responses, and entries to competitions or promotional offers.

We do not knowingly collect sensitive information (e.g. health data) unless it is reasonably necessary and you have consented or we are legally required to do so.

3 How we collect personal information

• Web enquiry and enrolment forms
• Telephone, email, SMS, chat or in‑person conversations
• Job application portals and recruitment agencies
• CCTV cameras operating in reception, corridors and classrooms
• Attendance and learning‑management systems such as Cognito Online
• Academic reports or verbal/written updates from students, parents or schools
• Publicly available sources (e.g. school rankings) where relevant
• Automatically via cookies, pixels and similar technologies on our website, including Meta Pixel and Google Analytics

Where reasonable, we collect information directly from you. If you give us someone else’s personal information, you must have their permission to do so.

4 Why we collect & use personal information

We only collect personal information that is reasonably necessary to:

1. Assess enquiries and recommend suitable classes or tutors;
2. Enrol students, administer lessons, track progress and communicate outcomes;
3. Process payments, issue invoices and manage accounts;
4. Maintain a safe learning environment, including CCTV monitoring;
5. Recruit, onboard and manage employees, tutors and volunteers;
6. Resolve queries, complaints or legal matters;
7. Send educational resources, event invitations and marketing you have opted to receive;
8. Improve our services, curriculum, technology and premises;
9. Measure the effectiveness of our advertising campaigns and tailor online marketing through platforms such as Meta (Instagram and Facebook);
10. Monitor student performance in both school and Cognito Tuition programs to personalise instruction and support academic progress;
11. Provide students and parents with access to learning progress, attendance records and exam results through Cognito Online.

We will not use your information for any unrelated purpose unless you consent or we are authorised by law.

5 Disclosure of personal information

We may disclose personal information to:

• Tutors and academic staff – for lesson preparation and student support;
• Service providers – e.g. IT hosting, email, SMS gateways, payment processors, payroll and HR platforms. All are contractually required to protect your privacy;
• Regulators and law‑enforcement agencies – where required or authorised by law;
• Prospective purchasers or investors – in the event of a business restructure, subject to confidentiality;
• Emergency contacts or medical personnel – if necessary to protect health or safety.

We do not sell or rent personal information for marketing lists.

6 Overseas disclosure

Some service providers store or process data in United States. Where this occurs, we take reasonable steps to ensure the recipient does not breach the APPs and remains subject to strict contractual obligations.

7 Data security

We use technical, administrative and physical safeguards to protect personal information against loss, misuse and unauthorised access, including but not limited to:

• SSL encryption of website traffic;
• Role‑based access controls and multi‑factor authentication;
• CCTV footage retained for a maximum of 30 days unless required for investigation;
• Secure destruction or de‑identification when data is no longer required.

8 Access & correction

You may request access to, or correction of, the personal information we hold about you by contacting us.

9 Links to other websites

Our website may contain links to third‑party sites we do not operate. We are not responsible for their privacy practices. We encourage you to review the privacy policies of any external sites you visit.

10 Questions & complaints

If you have a question or wish to make a privacy complaint, please contact us using the details above. Provide as much information as possible so we can investigate effectively. If you have any concerns about any aspect of our privacy practices, you may refer the matter to the Office of the Australian Information Commissioner (OAIC).

11 Changes to this policy

We may update this Policy from time to time. The latest version will always be available at www.cognitotuition.com/legal/privacy-policy and is effective from the date of publication. Your continued use of our services constitutes acceptance of the updated Policy.