Parties
Controller: The School (data controller of all student information)
Processor: Easy Clarity 4 Growth Pty Ltd (ABN 70 698 484 632, ACN 698 484 632), provider of the Easy Clarity 4 Growth platform
1. Definitions
- Personal Information has the meaning given in the Privacy Act 1988 (Cth)
- Sensitive Information has the meaning given in the Privacy Act 1988 (Cth), including health information and information about a person's disability
- Processing means any operation performed on Personal Information
- APPs means the Australian Privacy Principles in Schedule 1 of the Privacy Act 1988 (Cth)
2. Roles
The School is the data controller. Easy Clarity 4 Growth Pty Ltd is the data processor, acting only on the documented instructions of the School.
Easy Clarity 4 Growth Pty Ltd will not use Personal Information for its own purposes including marketing, profiling, model training, or product analytics.
3. Subject matter and duration
- Subject matter: processing of student, parent/carer, and staff data for the purpose of NCCD compliance recording, student support planning, and reporting
- Duration: for the term of the service agreement plus the retention period in Section 9
- Data subjects: students enrolled at the school, their parents/carers, and the school's teaching and support staff
4. Data residency
All Personal Information is processed and stored in Australia only (Google Cloud, Sydney region). No data is transferred outside Australia at any time, including for AI processing, backups, or support.
5. Sub-processors
| Sub-processor | Purpose | Location | Certification |
|---|
| Google Cloud Platform | Hosting, database, storage, backups | Sydney, Australia | ISO 27001, SOC 2 Type II, IRAP PROTECTED |
| Google Vertex AI | AI features (optional, names removed) | Sydney, Australia | Same as above; no training on customer data |
| Sentry (optional) | Error monitoring (anonymised) | EU (data de-identified before transmission) | SOC 2 Type II |
The School will be notified at least 30 days in advance of any new sub-processor.
6. Security measures
Encryption
- TLS 1.2+ for all data in transit
- AES-256 encryption at rest (Google Cloud default)
Access control
- Role-based access enforced server-side via Firestore security rules (verified by automated tests)
- Per-school OAuth 2.0 client with Google Workspace domain restriction
- Multi-factor authentication for all Easy Clarity 4 Growth Pty Ltd administrative access
Audit logging
- Every read, write, and delete on student records is logged with timestamp, user ID, action type, and target document
- Audit logs are append-only and retained for the life of the school
AI safeguards
- All student names, parent names, staff names, emails, phones, and DOBs are replaced with placeholders on the user's device before any AI request
- AI requests are routed through Vertex AI in Australia only
- Vertex AI does not use customer data for model training (Google's contractual commitment)
Backups
- Automated weekly Firestore export to Cloud Storage Coldline (Sydney)
- Encrypted at rest, same Australian region
Vulnerability management
7. Breach notification
In the event of a data breach, Easy Clarity 4 Growth Pty Ltd will:
- Notify the School within 24 hours of becoming aware
- Provide all available information about the nature, scope, and consequences
- Document the breach and remedial actions
- Cooperate with the School's notification obligations under the Privacy Act 1988 Notifiable Data Breaches scheme
8. Data subject rights
Easy Clarity 4 Growth Pty Ltd will assist the School in responding to access, correction, and deletion requests within 14 days. Built-in tools support single-student export (JSON + PDF), cohort export, permanent deletion, and audit log review.
9. Retention and deletion
- 30-year retention is the default (NCCD evidentiary requirements)
- Records can be archived (locked, read-only) when a student leaves
- On termination: data returned in machine-readable format OR deleted within 30 days, at the School's choice
10. Audit rights
The School may, on reasonable notice and not more than once per year:
- Review the most recent penetration test report
- Review Firestore security rules and test coverage
- Request an audit log summary for any student
- Engage an independent tester at the School's cost
11. Insurance
Easy Clarity 4 Growth Pty Ltd maintains:
- Professional Indemnity insurance (minimum A$1,000,000)
- Cyber Security insurance
- Public Liability insurance (minimum A$1,000,000)
12. Governing law
This DPA is governed by the laws of Victoria, Australia.
Signatures
Signed for the School:
Name: ____________________________
Title: ____________________________
Date: ____________________________
Signed for Easy Clarity 4 Growth Pty Ltd:
Name: ____________________________
Title: ____________________________
Date: ____________________________
This template is provided as a baseline. Both parties should review with legal counsel before signing.