Privacy Policy

1.1 This document constitutes the Privacy Policy (“Policy”) governing the collection, use, storage, processing, and disclosure of information of visitors and users of the website (teamer.university), the Teamer platform application, and all related products and services provided by Teamer Pty Ltd and its affiliates (hereinafter referred to as “Teamer”, “we”, “us”, or “our”), having its registered office in Sydney, New South Wales, Australia.

1.2 The purpose of this Policy is to set out, in clear and accessible language, the manner in which Teamer collects, processes, retains, and protects personal information in connection with your access to and use of the Teamer platform. The terms “you” or “your” refer to all users of the Teamer platform, including but not limited to university administrators, course coordinators, tutors, teaching assistants, students, prospective customers, partners, integrators, and any other person who, directly or indirectly, accesses or uses the Teamer website, platform, or services. For the purposes of this Policy, references to the “Website” shall be deemed to include the Teamer platform application unless the context requires otherwise.

1.3 This Privacy Policy forms an integral part of the Terms of Use of the Teamer platform. Together, this Privacy Policy and the Terms of Use constitute a binding electronic record and electronic contract between you and Teamer.

1.4 By accessing, downloading, browsing, registering for, or otherwise using the Teamer Website or platform in any manner whatsoever, you irrevocably acknowledge and agree that you have read, understood, and consented to be bound by the terms of this Privacy Policy. By virtue of your visit to and/or use of the Website or platform, you are deemed to have agreed to this Privacy Policy and to the Teamer Terms of Use, and you give your full, free, and informed consent to the collection, storage, processing, transfer, disclosure, and use of your personal information by Teamer, its affiliates, and its authorised sub-processors in the manner described in this Policy. If you do not agree with any provision of this Policy or the Terms of Use, you must immediately cease using the Teamer Website and platform and refrain from any further access.

1.5 Teamer provides a software-as-a-service (SaaS) platform designed for higher education institutions to manage course operations, deliver team formation surveys, generate balanced student teams using artificial intelligence (AI) driven matching, and administer ongoing course workflows. In the course of providing these services, we collect and process information relating to institutional staff, students, and other authorised end users.

1.6 This Policy explains:

• What constitutes personal information for the purposes of this Policy;
• What categories of information we collect from you;
• Where and how that information is stored;
• The lawful basis and purposes for which we process that information;
• Your rights in relation to your personal information and how you may exercise them.

2.1 “Personal information” means information or an opinion about a natural person who is identified or reasonably identifiable, whether the information or opinion is true or not, and whether the information or opinion is recorded in a material form or not, consistent with the definition under the Australian Privacy Act 1988 (Cth).

2.2 Personal information that we may collect includes, but is not limited to:

• Identity information (such as your full name, preferred name, job title, academic role, and any additional identifying information that you or your institution elect to provide for the purposes of course administration);
• Contact information (such as your institutional and personal email address, and any other contact details that you or your institution elect to provide);
• Authentication and login credentials (including your login email, hashed password where you have set one, magic-link tokens, one-time verification tokens, and session identifiers);
• Profile information (such as the profile image associated with your account, where applicable);
• Course-related information (such as enrolment records, tutorial allocations, team affiliations, deliverable participation, and survey responses);
• Free-text and structured responses you provide to team formation surveys, which may include information about your skills, working preferences, availability, prior experience, interests, and other attributes relevant to team formation;
• Information voluntarily disclosed in free-text fields, including any optional context, accommodations, or personal circumstances that you choose to share with your course coordinators or institution through the platform;
• Communications submitted through the platform’s complaints, feedback, and support workflows, including messages, replies, and attachments exchanged between you and authorised institutional staff or Teamer personnel;
• Records of activity within your account, including authentication events, system logs, and operational records that we maintain for the administration, security, and audit of the Services;
• Technical information relating to your device and access patterns, including IP address, browser type and version, operating system, session activity logs, and analytics information regarding your use of the platform;
• Any other information voluntarily provided by you, your institution, or any person authorised to act on your behalf in the course of your use of the Teamer Website, platform, or Services.

2.3 Where you voluntarily provide information through free-text survey responses, you may disclose information about your personal circumstances, working style, schedule, or preferences. You should provide only such information as you are comfortable sharing with your course coordinators and the Teamer platform.

2.4 Teamer does not actively solicit, and does not require you to provide, sensitive information (as defined under applicable privacy legislation), including information about your racial or ethnic origin, religious or political beliefs, sexual orientation, criminal record, or health information. If you elect to disclose such information through free-text fields, you do so at your own discretion and consent to the processing of that information in accordance with this Policy and the purposes for which the survey was issued by your institution.

2.5 Where you, your institution, your employees, contractors, agents, or any person acting on your behalf elect to use the Teamer Website, platform, or any of its Services, you explicitly give your full, free, and unconditional consent to the collection, storage, processing, transfer, and use of personal information as described in this Policy by Teamer and its authorised sub-processors, affiliates, employees, contractors, and partners. We may rely on such consent without obtaining further authorisation for so long as you continue to use the Teamer Website, platform, or Services.

2.6 If you do not consent to the collection, processing, and use of your personal information in the manner described in this Policy, or if you do not agree with any provision of this Policy or the Teamer Terms of Use, you must not access or use the Teamer Website, platform, or any of its Services.

3.1 When you visit or use the Teamer Website or platform, we automatically gather and store certain technical information for the purposes of administering the service, ensuring security, diagnosing issues, and improving performance. This includes:

• The IP address from which the platform is accessed;
• The domain name from which you access the internet;
• The type and version of browser and operating system used to access the platform;
• The date, time, and duration of your visit;
• The pages, files, documents, and links accessed during your session;
• Referring website or application addresses, where applicable;
• Diagnostic and error logs generated by your use of the platform.

3.2 In addition, we may collect:

• History of your interactions within the platform, including pages visited, features accessed, and actions performed;
• Information you provide through customer support channels, including email correspondence, support tickets, and live chat conversations;
• Log data generated by third-party error monitoring and analytics services used by Teamer for the purpose of maintaining the security, reliability, and performance of the platform.

3.3 The collection of this information enables Teamer to:

• Provide, operate, and maintain the platform;
• Improve and personalise the user experience;
• Develop and refine our team formation algorithms and survey functionality;
• Monitor the use of our services and identify usage trends;
• Detect, prevent, and respond to technical issues, security incidents, and abuse;
• Comply with applicable legal and regulatory obligations.

4.1 Teamer is committed to maintaining a fair balance between your personal privacy and the delivery of high-quality team formation and course operations services through the platform, in accordance with applicable laws in Australia and other jurisdictions in which we operate. We treat the protection of personal information as a foundational requirement of our service.

4.2 We apply administrative, technical, and physical safeguards designed to protect personal information against unauthorised access, alteration, disclosure, or destruction. These safeguards include, without limitation, encryption of data in transit, role-based access controls within the platform, and operational logging of system and authentication events for the purposes of security, administration, and audit.

5.1 Personal data is collected only with the prior knowledge and consent of the user, whether expressed at the point of account creation, in response to a survey, or through your continued use of the platform following the publication of this Policy. We may collect and process the following information about you:

• Your name, institutional email address, and identifying information necessary to authenticate you and associate your activity with the correct course or workspace;
• Account credentials, including your login email and passwordless authentication tokens;
• Records of any transactions or administrative actions you perform through the platform;
• Communications you submit to us in connection with the platform, including problem reports, queries, comments, and feedback;
• Survey responses, including structured answers and free-text responses, that you submit through the team formation survey functionality;
• Technical information relating to the device and network through which you access the platform.

5.2 Any personal data that you provide to us will be treated with the utmost care and security. We will retain your personal information on secure cloud infrastructure, and only for so long as it is required for the purposes for which it was collected or as required by applicable law.

5.3 We use the personal information we collect for the following purposes, which include but are not limited to:

• Identifying and authenticating you when you sign in to the platform and granting you access to restricted features, content, and limited-entry areas of the Website and platform;
• Responding to your requests, processing your enrolments and submissions, and delivering the products, Services, and information that you or your institution have requested through the Website or platform;
• Administering your account, notifying you of changes and updates to the platform, and verifying the accuracy of information you provide;
• Communicating with you about your use of the Services, including transactional messages, security notifications, account confirmations, and operational announcements;
• Generating balanced draft teams using AI-driven matching, including by submitting survey responses to our AI sub-processors for categorisation, clustering, and similarity analysis in accordance with the purposes for which the survey was issued by your institution;
• Analysing the use of the Website and platform, observing usage trends, and conducting research into our users’ demographics and engagement patterns in order to improve our content, Services, and team formation algorithms;
• Communicating with your course coordinators, tutors, or institutional administrators in relation to your participation in formation cycles, deliverables, complaints, and other course workflows, where appropriate;
• Carrying out research, development, testing, and product improvement activities, including the development and refinement of new features, modules, and Services;
• Sending you information that we reasonably believe may be useful to you, including periodic updates regarding platform features, educational content, newsletters, and announcements concerning Teamer and our affiliated products, partners, and Services, provided that you have not opted out of such communications;
• Conducting marketing, promotional, and communications activities in respect of Teamer, including through email, in-application notifications, telephone, SMS, and other electronic and non-electronic channels, subject to your right to opt out of marketing communications;
• Alerting you to special offers, updated information, or new products and services from Teamer or from third parties whose offerings we reasonably believe may be relevant to your academic or professional interests, subject to your right to opt out;
• Sharing anonymised, aggregated, or de-identified information, including user experience case studies and product testimonials, with prospective customer institutions, partners, investors, and other stakeholders, in order to promote and grow the Teamer platform;
• Enabling our representatives and personnel to understand your needs, deliver a better user experience, and continuously improve our Services in response to observed patterns of use;
• Creating and maintaining the Teamer brand, including in the eyes of existing and prospective users, customer institutions, partners, and other market participants;
• Detecting, preventing, investigating, and responding to fraudulent, illegal, abusive, or otherwise harmful activity on the platform;
• Complying with applicable legal, regulatory, contractual, and audit obligations, and responding to lawful requests from governmental, regulatory, or judicial authorities.

5.4 Teamer will make every reasonable effort to ensure the secure collection, transmission, storage, and use of personal data in accordance with the nature and sensitivity of such data.

6.1 We may share or disclose your personal information in the following limited circumstances:

• To deliver the Services. In order to authenticate your identity, deliver notification emails, host your data, and operate the platform, we engage trusted third-party sub-processors (including cloud hosting providers, database providers, transactional email providers, and AI service providers) that process personal information on our behalf and only in accordance with our instructions and applicable data protection laws.
• To your institution. Where you are a student, tutor, or staff member at a university or other educational institution that subscribes to the Teamer platform, your survey responses, team allocations, course-related activity, and account information will be accessible to authorised personnel within that institution, including course coordinators and administrators, in accordance with their role-based permissions.
• To comply with legal obligations. We may disclose personal information where required by law, regulation, legal process, or governmental request, or where we believe in good faith that such disclosure is necessary to protect the rights, property, or safety of Teamer, our users, or any third party.
• In connection with a corporate transaction. We may disclose personal information in connection with a merger, acquisition, restructuring, financing, sale of assets, or any other corporate reorganisation, subject to appropriate confidentiality obligations.
• To prevent fraud or abuse. We may verify information with third-party identity, authentication, or fraud prevention services in order to detect, prevent, and respond to fraudulent or abusive activity on the platform.

6.2 Except as described in this Privacy Policy or as otherwise notified to you at the time of collection, we do not sell, rent, or otherwise disclose your personal information to third parties for their own marketing purposes.

6.3 We make every effort to ensure the secure collection, transmission, storage, and usage of personal data and to engage only sub-processors that maintain appropriate safeguards over personal information.

6.4 Where you are a user residing in a jurisdiction whose laws confer rights of rectification, erasure, restriction, objection, or portability, you may exercise such rights by contacting us at the address provided in this Policy.

6.5 Teamer is committed to complying with applicable privacy laws in the jurisdictions in which it operates, including the Australian Privacy Act 1988 (Cth) and, where applicable, the European General Data Protection Regulation (EU GDPR), the United Kingdom General Data Protection Regulation (UK GDPR), and equivalent privacy frameworks. We will uphold the following rights of data subjects to the extent applicable:

• The right to access personal information held about you;
• The right to rectification of inaccurate or incomplete information;
• The right to erasure (the right to be forgotten);
• The right to restrict or object to processing;
• The right to data portability;
• The right to lodge a complaint with a national data protection regulator.

7.1 You may request a copy of the personal information about you that is held in our records. Upon receiving a verified request, we will provide you with a copy of this information, subject to a reasonable administrative fee where permitted by applicable law, and to any exceptions or limitations available under that law. We may periodically delete data in accordance with our data retention policy.

8.1 If you believe that personal information we hold about you is inaccurate or incomplete, you may request that we correct or update such information. We will endeavour to action your request as promptly as reasonably practicable. You may continue to receive communications during the period required to process your request.

9.1 You have the right to request the erasure of your personal information from our records in the following circumstances:

• Where the personal information we hold about you is no longer necessary for the purposes for which it was collected;
• Where you withdraw the consent on which we rely for processing;
• Where we are processing your personal information for direct marketing purposes and you object to such processing;
• Where you believe that we have processed your personal information unlawfully.

9.2 We may request additional information from you to verify your identity and the validity of your request before actioning it.

9.3 Where you are a student or staff member at an institution that subscribes to the Teamer platform, your right to erasure may be subject to the institution’s own retention obligations in respect of academic records. In such cases, we will work with you and the institution to give effect to your rights to the extent reasonably practicable.

10.1 You have the right to object to the processing of your personal information in the following circumstances:

• Direct marketing. You may opt out of receiving marketing communications from Teamer at any time. Upon receiving your opt-out request, we will cease using your personal information for direct marketing purposes. Your personal information may continue to be used for other lawful purposes.
• Automated decision-making and profiling. Where we engage in automated decision-making that produces legal or similarly significant effects for you, you have the right to obtain human intervention, to express your point of view, and to contest the decision. Team formation outputs generated by the Teamer platform are presented as draft outputs for review and approval by authorised institutional staff, and are not intended as solely automated decisions of legal or similarly significant effect.

10.2 You retain a general right to object to processing on grounds relating to your particular situation. We will assess any such objection and respond in accordance with applicable law.

11.1 You have the right to request and receive a copy of the personal information you have provided to us in a structured, commonly used, and machine-readable format.

11.2 Where technically feasible, you may also request that we transmit your personal information directly to another data controller.

11.3 The exercise of this right is subject to the retention and deletion practices described in this Policy.

12.1 If you believe that we have processed your personal information unfairly or unlawfully, or that we have failed to comply with applicable privacy laws, you have the right to lodge a complaint with the relevant national data protection or privacy regulator in your jurisdiction.

• If you reside in Australia, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC);
• If you reside in the European Union or European Economic Area, you may lodge a complaint with the supervisory authority in your member state;
• If you reside in the United Kingdom, you may lodge a complaint with the Information Commissioner’s Office (ICO);
• If you reside outside the above jurisdictions, you may be entitled to lodge a complaint with the data protection authority in your country of residence.

13.1 The Teamer Website and platform may contain hyperlinks to other internet sites, applications, or services that are operated independently of Teamer. We make no representation or warranty as to the accuracy, completeness, or authenticity of any information contained on any linked site, or that any such site (or any application linked to such site) is free from malware, viruses, or other malicious code. Your access to and use of any linked site is at your own risk. The inclusion of a link does not constitute an endorsement of any linked site by Teamer.

14.1 Cookies are small text files that are placed on your device by websites that you visit and are commonly used to identify your device and remember your preferences. The Teamer Website and platform use only essential and functional cookies necessary for the operation of the Services. We do not use third-party advertising cookies, behavioural tracking cookies, or cross-site tracking technologies. You may control or disable cookies through your browser settings; however, doing so may limit your ability to authenticate to and use the platform.

15.1 Essential session management cookies are used to:

• Create and maintain a user-specific login session so that the platform can recognise an authenticated user and serve page requests in an efficient, secure, and consistent manner;
• Identify whether a visitor is a registered member of the platform in order to determine the content and functionality that should be presented;
• Support security functions, including protection against cross-site request forgery and detection of unauthorised access.

16.1 We use functional cookies and similar mechanisms to remember interface preferences that you set during your use of the platform, such as the expanded or collapsed state of the navigation sidebar, so that the platform behaves consistently across sessions. These cookies do not track your activity outside of the Teamer platform.

16.2 Where, in future, we introduce optional analytics or measurement tools that collect statistical information about your use of the platform, we will update this Policy accordingly and, where required by applicable law, obtain your consent prior to placing such cookies on your device.

17.1 The Teamer platform is intended for use by university students and staff who are 18 years of age or older. We do not knowingly collect personal information directly from individuals under the age of 18. Where a Teamer customer institution enrols a student who is under 18, the institution is responsible for ensuring that appropriate consents are in place under applicable law in respect of that student’s use of the platform. If you become aware that we have inadvertently collected personal information from a person under the age of 18, please contact us so that we may take steps to delete that information.

18.1 We take the security of personal information seriously and value the trust you place in us when you provide your information. We implement commercially reasonable administrative, technical, and physical safeguards designed to protect against unauthorised access, use, modification, destruction, or disclosure of personal information. We continuously review and update our security practices as new threats emerge and new technologies become available.

18.2 All personal information is stored on secured cloud infrastructure operated by reputable hosting partners. Although we take all steps reasonably necessary to ensure that your stored data is treated securely and in accordance with this Privacy Policy, no method of transmission or storage of information is entirely secure. We are not liable for the actions or omissions of cloud service providers or other sub-processors to the extent such actions or omissions fall outside the scope of our agreements with those providers.

18.3 No Teamer employee, contractor, or agent has access to your account password in plain text. It is your responsibility to protect your authentication credentials and to take reasonable steps to prevent unauthorised access to your devices and accounts. You should log out of the platform when you have finished using it. If you suspect any unauthorised access to or use of your account, you must notify us promptly using the contact details set out in this Policy.

18.4 Teamer makes personal information accessible to its employees, contractors, and authorised sub-processors only on a need-to-know basis, and binds those personnel to confidentiality obligations consistent with the nature of the information.

18.5 Notwithstanding the foregoing, Teamer shall not be responsible for the actions of third parties beyond its reasonable control, including but not limited to acts of government, hacking, unauthorised access by third parties, phishing attacks, software or hardware failures, breaches of encryption, or poor quality of internet or telecommunications services.

18.6 Information collected by Teamer will not be shared with or sold to any third party for that third party’s own marketing or commercial purposes without your consent, except as expressly set out in this Privacy Policy.

19.1 Personal information may be stored and processed in Australia and, in certain limited circumstances, in other jurisdictions in which our sub-processors operate. Where personal information is transferred outside of your country of residence, we take reasonable steps to ensure that the recipient is bound by appropriate contractual and organisational safeguards consistent with applicable data protection law.

20.1 In delivering the Teamer platform, we engage trusted third-party service providers that act as sub-processors and process personal information on our behalf in accordance with our instructions and applicable data protection law. Our principal categories of sub-processors include:

• Cloud hosting and application infrastructure providers;
• Managed database providers;
• Transactional and notification email providers;
• Artificial intelligence and machine learning service providers used for survey response categorisation and team formation outputs;
• Customer support, analytics, and error monitoring providers.

20.2 We require our sub-processors to maintain commercially reasonable security safeguards, to process personal information only as instructed, and to comply with applicable privacy and data protection laws. A current list of material sub-processors is available on request.

21.1 We retain personal information for as long as you or your institution uses the Teamer platform, and thereafter for such period as is reasonably necessary to satisfy our legal, regulatory, accounting, or audit requirements, or to enforce our agreements. Automatically collected technical information may be retained for periods of up to twenty-four (24) months, after which it may be aggregated, anonymised, or deleted. Server logs are retained for as long as they are administratively necessary for the operation, security, and audit of the platform.

22.1 From time to time, Teamer may communicate with users of the platform via email or in-application messages. For example, we may use your email address to confirm requests, to send notices related to security and account administration, to advise of material changes to our products or services, and to send notices required by law.

22.2 You may opt out of marketing communications at any time by clicking on the “unsubscribe” link in any marketing email, by adjusting your communication preferences within the platform where available, or by contacting us using the details below. You may not opt out of essential transactional and security-related communications relating to your account.

23.1 We may amend or update this Privacy Policy from time to time. Where we make a material change, we will take reasonable steps to notify you, including by posting an updated version of this Policy on the Teamer Website and updating the effective date. Your continued use of the Teamer Website and platform following the publication of an updated Policy constitutes your acceptance of the revised Policy.

24.1 In the unfortunate event of a data breach that is reasonably likely to result in serious harm to the rights and freedoms of affected individuals, Teamer is committed to notifying the relevant supervisory authority and, where required by applicable law, the affected individuals, within the timeframes prescribed by law.

24.2 We maintain incident response procedures designed to enable us to identify, contain, investigate, and remediate data breaches in a timely and effective manner.

25.1 If you have any questions, concerns, or complaints regarding this Privacy Policy or our handling of your personal information, or if you wish to exercise any of the rights described in this Policy, please contact us at:

• Email: hari@teamer.university
• Postal Address: Teamer Pty Ltd, Sydney, New South Wales, Australia