Privacy policy.

Apollo is an assessment support tool for vocational education and training (VET). It is run by Paolo Polini, a sole trader (ABN 44 739 454 790) (“Apollo”, “we”, “us”).

This policy explains what personal information we collect, why we collect it, how we protect it, and your choices. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

It covers our website (www.apolloedu.au), the Apollo web app, and our dealings with trainers, assessors, registered training organisations (RTOs) and anyone who contacts us.

• —We never store your learners’ assessment work. It stays in your browser while you mark. It is cleared when you reload, close Apollo or sign out.
• —When work is sent for AI review, Apollo first removes learners’ names, student IDs, email addresses and phone numbers on your own computer. This is automatic and can miss things, such as handwriting, so check the preview.
• —We keep your account details, your plan and billing references, a record of each AI request and the marking counts behind Insights. While “Save my library” is on (the default), we also keep your unit library. We don’t keep the content of what was marked.
• —Our database is hosted in Sydney. AI review is done by Anthropic, outside Australia.
• —Our website uses no analytics and no tracking. We don’t sell personal information.
• —You remain the assessor. Apollo drafts; you set the outcome and sign off each assessment.

We collect only what we need. You can make a general enquiry without giving your real name, but we need your name and email address to set up an account.

If you post in the community, we store your post, your first name and when you posted. Other signed-in trainers can read it. You can delete your own posts at any time, and we remove posts that break the community rules. Deleting your account deletes your posts, and the replies to your discussions. Posts that look like they contain student details are refused before they are saved.

If a new feature changes what we hold, we will update this policy before that feature goes live.

When you mark with Apollo, you load learners’ submissions into your browser. This is how Apollo handles them:

• —Submissions are held in your browser’s memory only. We don’t save them on our servers. They are cleared when you reload, close Apollo or sign out.
• —The same goes for marks, AI replies and sign-offs. Apollo keeps them in memory only and doesn’t store them.
• —When work is sent for AI review, Apollo first removes the learner’s name, student ID, email addresses and phone numbers automatically on your computer. It also blacks out matching details in page images. If it can’t do this for a PDF, it sends the text only. Photos are held until you confirm that no personal details are visible.
• —The de-identified text, any redacted page images and your unit’s marking materials go through our service to Anthropic for AI review. Our service passes them on and returns the reply. It doesn’t store them. It keeps only the usage record described in section 3.
• —Marked documents you download are saved where you choose. They are your organisation’s records, not ours.

Removing identifiers is automatic. It works well on typed text, but it can miss details, such as handwriting or a name written somewhere unusual. Check the preview before you send, and don’t upload material you don’t need for marking.

If you are a learner: your trainer or RTO is responsible for your assessment records. For questions about your information, contact your RTO. You are also welcome to contact us.

• —To provide, secure and support Apollo and your account
• —To process payments and manage your plan
• —To count usage, apply fair-use limits and prevent misuse
• —To send service emails, such as email confirmation, password reset and billing notices
• —To reply to enquiries
• —To improve Apollo, using usage records, not learner content
• —To meet our legal obligations

We don’t send unrelated marketing emails. If you subscribe, we may email you occasionally about new Apollo features and changes. Every update email has an unsubscribe link. Account emails (sign-up, welcome, subscription, receipts, cancellation) are part of the service.

We don’t sell personal information. We don’t use learners’ assessment work to train AI models.

We use these service providers to run Apollo. Each one gets only what it needs for its job.

We may also disclose information if the law requires it, or to our professional advisers, who must keep it confidential.

Some of our providers are outside Australia or may handle information outside Australia (see section 6). The countries include the United States, India, Singapore, and countries in Europe and Asia.

The main one is Anthropic, which receives de-identified assessment content for AI review. Anthropic’s published terms for business (API) customers say that it:

• —stores this data in the United States, and may process it in the United States, Europe, Asia or Australia
• —deletes it within 30 days, unless a request is flagged under its usage policy (then up to 2 years) or the law requires it to be kept longer
• —does not use it to train its models by default.

If de-identification misses a detail, that detail may also be sent. This is why we ask you to check the preview before sending.

We choose providers that publish their privacy and security terms, and we send each one only what it needs.

When we no longer need information, we delete it or remove anything that identifies you.

• —Each trainer signs in with their own account. Database rules mean you can only see your own records.
• —Passwords are stored only in scrambled, one-way form. We can’t see them.
• —The key for the AI service is held on our server, never in the app.
• —Information is encrypted in transit (HTTPS). Our database provider encrypts stored data.
• —Usage and cost limits help stop misuse of accounts.
• —We don’t store learner submissions, so there is no store of them on our systems to be exposed.

No system is completely secure. If a data breach is likely to cause serious harm, we will notify affected people and the Office of the Australian Information Commissioner (OAIC) where the law requires.

• —You can ask what personal information we hold about you, and ask for a copy.
• —You can ask us to correct your details.
• —You can delete your account yourself: in Apollo, open Settings and press “Delete my account”. This cancels any paid plan straight away and deletes your account details, unit library, Insights counts and Community posts from Apollo at once. You can also email us to close your account.
• —After you delete your account, we keep only what section 8 lists: usage and billing records without your name or email address, sign-in records for up to 12 months, messages and feedback you sent us (including the emailed copy of a website sign-up), the one-way code that stops a second free trial, and the technical logs our providers keep for short periods. If you have had a paid plan, our Stripe account keeps your customer record and saved card, for billing records.
• —You can switch off update emails at any time, with the unsubscribe link in each email.

To make a request, email us. There is no charge for making a request. We may need to confirm who you are first. We will reply within 30 days.

Our website doesn’t use analytics, advertising or tracking tools, and doesn’t set tracking cookies.

The Apollo app keeps your sign-in session, your settings and your unit library (the marking materials you load) in your browser’s storage, so the app works. While saving is on (see Settings in the app), your unit library is also saved to your Apollo account so it is there on your other devices. Learner submissions are never saved to your account. Marking materials are sent only when Apollo makes an AI review request (see section 4). You can clear this storage at any time in your browser settings. Delete my account also removes the library from the computer you use; copies in other browsers stay until you clear them there.

For privacy questions, requests or complaints, email info@apolloedu.au. We will respond within 30 days.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

We will post any changes on this page and update the date at the top. If a change is significant, we will also tell account holders by email.