WiseChat Privacy Policy
Effective date: 18 September 2026 App: WiseChat (Android package and iOS bundle com.wiseminds.wisechat) Provider: Wise Minds Canberra ("Wise Minds", "we", "us") — ABN 49 674 240 389 Contact: rhys@wisemindscanberra.com · Unit 4, 55–57 Lathlain Street, Bruce ACT 2617
WiseChat is an internal staff app for tutors and administrators of Wise Minds. It is not available to students, parents, or the public. This policy explains what information the app collects, how it is used, where it is stored, and the choices available to you. We handle personal information in accordance with the Australian Privacy Act 1988 and the Australian Privacy Principles.
1. Who can use the app
Only people with a Wise Minds staff account can sign in. Accounts are created by Wise Minds administrators; the app has no self-registration.
2. Information the app collects
Account and profile. Your work email address, name, staff role (for example Tutor or Senior Tutor), and optional profile photo and colour. These come from your Wise Minds staff record and are used to sign you in and identify you to colleagues.
Messages and attachments. Messages you send in group channels, direct messages, and the Senior Tutor chat, including any photos or files you attach, together with the time sent and edits. Messages you receive are also stored so they can be shown to you.
Lesson and cover information. Your lesson schedule (subject, time, location, and the first names of students in each lesson) and cover requests you send, receive, accept, or decline. This information originates in the Wise Minds Admin system; the app displays it and records your responses to cover requests.
Read state and preferences. Which conversations you have read, and which you have hidden or archived, so the app can show unread counts and keep your list tidy across your devices.
Device notification token. A token issued by Google Firebase Cloud Messaging that identifies your device so we can send you notifications. It is stored against your staff record and removed when you sign out.
Crash and diagnostic data. If the app crashes, Firebase Crashlytics records the crash, your device model, operating system version, app version, and your account identifier so we can find and fix the problem. No message content is included.
Camera and photo access. Used only when you choose to attach a photo. The app does not access your camera or photo library at any other time.
The app does not collect your location, contacts, or advertising identifiers, and does not use analytics or advertising trackers.
3. How we use the information
To operate the app: sign you in, deliver messages, show your schedule, and manage cover requests.
To send you notifications about messages, cover requests, and your upcoming lessons. Schedule summaries are delivered silently; you can adjust or turn off each type of notification in your device settings.
To keep the app reliable, using crash reports.
To meet our obligations as your employer or engager, including maintaining records of lesson assignments.
We do not sell personal information, use it for advertising, or share it with anyone outside Wise Minds except the service providers below.
4. Who can see your information
Colleagues see your name, role, and profile photo, and the messages you post in channels they belong to or in conversations with them.
The assigned Senior Tutor can see messages sent to the Senior Tutor chat, including history from previous assignees, so requests can be followed up consistently.
Wise Minds administrators can view messages and lesson data as part of running the business, and may remove content.
Students and parents never have access to the app.
5. Service providers and where data is stored
The app is built on Google Firebase (Google LLC), which provides sign-in, the database, file storage, notifications, and crash reporting. Google processes this information on our behalf under its terms and privacy commitments. Our Firebase services are configured in Google's Sydney region where a region can be chosen; some Google services may process data on infrastructure outside Australia. Google's privacy policy is at https://policies.google.com/privacy.
6. Security
Access requires a staff account and password. Data is encrypted in transit and at rest by Google. Access rules on the database restrict each person to the conversations and records they are entitled to see. Keep your password private and sign out on shared devices.
7. Retention
Messages and attachments remain until deleted by their author or by an administrator.
Lesson and cover records are retained as business records for as long as Wise Minds needs them, including for payroll and compliance.
Notification tokens are removed when you sign out or when a device stops receiving notifications.
Crash reports are retained by Firebase Crashlytics for 90 days.
When you leave Wise Minds, your account is disabled and your profile is archived; your messages remain visible to colleagues as part of the conversation history.
8. Your choices and rights
Access and correction. You can view your profile in the app and ask a Wise Minds administrator to correct it.
Deleting content. You can edit or delete your own messages in the app. To request deletion of your account or other information, contact us at the address above; we will respond within 30 days, subject to records we must keep by law.
Notifications. Control each notification type in your device settings, or turn them off entirely.
Complaints. Contact us first. If you are not satisfied, you may complain to the Office of the Australian Information Commissioner at https://www.oaic.gov.au.
9. Children
The app is used by adult staff only. Students' first names appear in lesson details so tutors know who they are teaching; no other student information is shown, and students cannot use the app.
10. Changes to this policy
We may update this policy from time to time. The effective date above shows the current version, and material changes will be communicated to staff in the app or by email.