Privacy Policy

We value the privacy of students, parents, guardians and tutors. This policy explains how TOPONE TUTORING PTY LTD collects, uses, stores, discloses and protects personal information, and how you can exercise your rights in relation to personal information.

1. Scope

This policy applies to personal information handled by TOPONE TUTORING PTY LTD (ABN 26 623 066 473, trading as “TopOne Tutor”, “TopOne”, “we” or “us”) through this website, email, phone, WeChat, online meetings, and in the course of providing course consultations and tutoring services.

We are committed to handling personal information in accordance with the Privacy Act 1988 (Cth) and the applicable Australian Privacy Principles (APPs). Even where a legal requirement does not apply to us because of the size of our business or for other reasons, we will still make reasonable efforts to follow the practices described in this policy.

2. Information we collect

Depending on how you interact with us, we may collect:

• Identity and contact information, such as the name, email address, phone number and WeChat ID of a student, parent or guardian (a WeChat ID is generally obtained only during follow-up contact after we receive your enquiry; it is not collected by the website or the online form itself);
• Learning-related information, such as your state, school, year level, course, subjects, progress, goals, availability and tutoring needs;
• Service and transaction information, such as enquiry records, tutor matching, scheduling, attendance, feedback, billing and payment status;
• Documents, assignments, results, reviews, photos or other content you choose to provide;
• Qualifications, experience, credentials, work rights, contact details and background-check information provided by tutors or applicants;
• Technical information needed to run the website, such as IP address, device and browser type, access times, requested pages and security logs.

Please do not send us health information, identity documents, financial account details or other sensitive information unless it is genuinely necessary and appropriate consent has been given.

3. How information is collected

We usually collect information directly from you, or from a parent, guardian, student or other representative you have authorised. We may also collect information relevant to your services from tutors, referees, publicly available sources, or service providers who support our operations.

Website enquiry form

When you submit information through the enquiry form on this website, the form content is transmitted to our designated mailbox via a third-party form-processing service. That provider will handle the transmitted data in accordance with its own privacy policy.

If you choose not to provide the necessary contact or learning information, we may be unable to respond to your enquiry, match a tutor, arrange lessons or complete related services.

4. How we use information

We may use personal information to:

• Respond to enquiries, understand learning needs, and recommend courses or tutors;
• Set up, manage and deliver tutoring services, including scheduling, communication, feedback, billing and customer support;
• Verify tutors’ experience and qualifications, and maintain teaching quality and student safety;
• Publish reviews, learning outcomes or promotional material where appropriate consent has been obtained;
• Maintain the website, prevent misuse, troubleshoot faults and protect our systems and people;
• Carry out internal administration, record-keeping and dispute handling, and meet legal obligations;
• Improve our courses and services, within what the law permits and your reasonable expectations.

If we wish to use information for a purpose that is different from the one you were originally told about and is not one you would reasonably expect, we will seek your consent first, unless the use is permitted or required by law.

5. Minors’ information

Our services are offered to students who may be under 18. We assess whether a student is able to understand and make privacy decisions based on their age, maturity and circumstances; where appropriate, we ask a parent or guardian to be involved and to consent on their behalf.

When a parent or guardian provides information on behalf of a minor, they should ensure they are entitled to do so and provide only the information necessary to arrange tutoring. Students themselves will be involved, where practicable, in decisions affecting their personal information.

6. Disclosure and overseas handling

For the purposes described above, we may disclose information, to the extent necessary, to:

• Prospective or matched tutors, course advisors and authorised staff;
• Providers of email, cloud storage, website hosting, online meeting, scheduling, accounting, payment or information-security services;
• Professional advisers, insurers, and parties bound by confidentiality obligations in a business restructure or transfer;
• Regulators, law-enforcement agencies or other relevant parties, where required by law, to protect the safety of individuals, or to uphold legal rights.

We do not sell personal information. Some technology providers may store or access data from outside Australia, and the specific locations may vary with the providers and infrastructure used. We take reasonable steps to protect the relevant information as required by applicable law; you may contact us to ask about our current providers and the countries or regions that may be involved.

7. Direct marketing

We will only use your contact details to send information about courses, events or services where the law permits. You can opt out at any time using the unsubscribe method in the message, or by emailing info@toponeedu.com.au. Opting out of marketing will not affect necessary course, billing or safety notices.

8. Security and retention

We take reasonable technical and organisational measures proportionate to the nature of the information and the risks involved, to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. However, no method of transmission or storage over the internet can be guaranteed to be completely secure.

We retain information only for as long as needed to provide services, keep reasonable business records, resolve disputes and meet legal obligations. When information is no longer needed and the law does not require it to be kept, we take reasonable steps to delete, destroy or de-identify it.

In the event of an eligible data breach likely to cause serious harm, and where the applicable Notifiable Data Breaches scheme requires notification, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC).

9. Access and correction

You may request access to the personal information we hold about you, or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. Please make your request via the email below and provide enough information for us to verify your identity.

We will usually respond within 30 days. Where the law permits, we may decline all or part of a request; if we do, we will explain the reasons and the complaint options available. Unless permitted by law and disclosed in advance, we do not charge for making an access or correction request.

10. Privacy complaints

If you have any questions or complaints about how we handle personal information, please email us with the details. We will acknowledge receipt, investigate, and usually provide a response within 30 days.

If you are not satisfied with the outcome, you may lodge a privacy complaint with the Office of the Australian Information Commissioner.

11. Updates to this policy

We may update this policy to reflect changes in our services, technology or legal requirements. The latest version will be published on the privacy policy page of the website with a new effective date; if a change materially affects your rights or how we use information, we will take reasonable steps to bring it to your attention.

12. Contact us

TOPONE TUTORING PTY LTD

• ABN: 26 623 066 473
• Trading as: TopOne Tutor
• Phone: (02) 8251 1980
• Privacy email: info@toponeedu.com.au
• Service area: in-person tutoring is based primarily in Sydney; online tutoring is also available to students located elsewhere who are studying NSW university courses remotely.