Privacy Policy

This Privacy Policy explains how RinZin IT ("we", "us", "our") handles personal information in connection with the Trainer & Assessor application (the "Service"). We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). By using the Service you agree to this Policy, which forms part of our Terms & Conditions.

1. Information we collect

• Account information — your name, email, phone (optional), password (stored hashed), and the RTO you work at.
• Content you upload — assessment materials, marking guides, student submissions and related documents you choose to process, which may contain personal information of students and other individuals.
• Usage and billing — records of your activity, AI usage, storage, subscription and wallet transactions. Card payments are processed by Stripe; we do not store full card numbers.
• Technical data — session and security information needed to operate the Service.

2. Student and third-party personal information

The Service is designed to let a trainer or assessor process assessment evidence that may contain other people's personal information (for example, a student's submission). You are responsible for ensuring you are authorised to upload that information and that it is collected and used in line with your RTO's privacy obligations and any consents or collection notices that apply. You should not upload sensitive information beyond what is necessary for the assessment task.

3. De-identification before AI processing

Before content is sent to our AI provider for processing, the Service de-identifies direct personal identifiers (such as names and email addresses) that it detects, replacing them with placeholders, and re-identifies the results for you afterwards. This reduces the personal information exposed during AI processing. Automated de-identification is not guaranteed to remove every identifier, which is why you should only upload what is necessary.

4. How we use information

• To provide, operate and secure the Service and produce the AI-assisted outputs you request.
• To manage your account, subscription, wallet and support.
• To maintain audit and usage records, prevent misuse, and meet our legal obligations.

We do not sell your personal information, and we do not use your uploaded content for advertising.

5. Disclosure to service providers

We disclose information to trusted providers only as needed to run the Service:

• AI processing — de-identified content is sent to our AI provider (Anthropic) to generate outputs. It is processed to return your result and, under our provider arrangements, is not used to train their models.
• Payments — Stripe processes subscription and top-up payments.
• Hosting and infrastructure — providers that host and operate the application.

6. Overseas disclosure

Your account records and uploaded content are stored in Australia. Some processing — in particular AI processing — may occur on servers located outside Australia; where that happens, only de-identified content is transmitted for that step. By using the Service you consent to this handling. We take reasonable steps to ensure overseas recipients handle information consistently with the APPs.

7. Storage, residency and security

We use reasonable technical and organisational measures to protect information, including per-account data isolation (row-level security), access controls, encryption in transit, and hashed passwords. No system is perfectly secure; you also play a part by keeping your credentials safe.

8. Retention

We retain your account and records for as long as your account is active and as needed for the purposes above or to meet legal, audit and record-keeping obligations. You can delete content and, on request, close your account; some records may be retained where the law requires.

9. Access and correction

You may request access to, or correction of, the personal information we hold about you, consistent with APP 12 and APP 13, by contacting us. We will respond within a reasonable time and may need to verify your identity.

10. Cookies and sessions

We use essential cookies to keep you signed in and to secure the Service. We do not use them for third-party advertising.

11. Complaints

If you have a privacy concern, contact us first and we will try to resolve it. You may also complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

12. Changes to this Policy

We may update this Policy and will post the updated version here with a revised "last updated" date.

13. Contact

Privacy enquiries can be sent to privacy@rinzinit.com.au.

This Policy is general in nature and is not legal advice for your circumstances.