AI Privacy & Transparency Statement

This AI Privacy & Transparency Statement explains how Artificial Intelligence (AI) features within Stratified Learning products operate, what information may be processed, how AI services are used, and the safeguards applied to protect user information.

This statement should be read together with the Stratified Learning Privacy Policy, Terms of Use and Security & Data Protection Policy.

Purpose

Stratified Learning is committed to ensuring that users understand when AI-assisted functionality is being used and how information is processed within AI-enabled features.

This statement provides transparency regarding:

• The types of content processed by AI features
• The purpose of AI processing
• Third-party AI service providers
• Data handling and retention
• User rights and responsibilities
• AI-related feedback and complaints

Policy and Notice Updates

Where material changes are made to this AI Privacy & Transparency Statement, the Privacy Policy, Terms of Use, Security & Data Protection Policy or other AI-related notices, users may be notified through in-application notifications and/or other communication channels.

For material changes affecting privacy, security, data handling, AI processing practices or user rights, users may be required to review and acknowledge updated notices before continuing to access relevant services.

Acknowledgements may be recorded for audit, security and compliance purposes.

AI-Enabled Features

Some Stratified Learning applications include AI-assisted functionality designed to support educational, organisational, planning, governance, reporting, content generation, analysis and decision-support activities.

AI-assisted functionality is intended to support users and does not replace professional judgement, organisational decision-making, educational expertise or legal obligations.

Content Processed by AI Systems

AI-enabled features may process:

• User prompts and instructions
• Uploaded documents and files
• Educational content
• Organisational content
• Governance and planning materials
• AI-generated outputs and responses

Stratified Learning AI features are designed primarily to process educational, organisational, planning, governance and operational content. Personal information is not required for normal use of AI-enabled features.

Stratified Learning does not require users to provide personal information when using AI-enabled features.

Users should avoid entering sensitive personal information into AI prompts or uploaded content unless it is necessary and authorised for the intended purpose.

Where personal information is included in prompts, uploaded content or documents, that information is processed only for the purpose of generating the requested response or delivering the requested service.

Personal information is not required for normal use of AI-enabled features and users should avoid including sensitive personal information unless it is necessary and authorised for the intended purpose.

Purpose of AI Processing

AI processing may be used to:

• Generate content, recommendations or responses requested by users
• Assist with planning, analysis and drafting tasks
• Support educational and organisational workflows
• Improve reliability, security and performance of AI-enabled services
• Investigate errors, misuse or harmful outputs
• Meet legal, regulatory and contractual obligations

AI processing is not intended to collect, analyse, profile or make decisions about individuals.

Approved AI Model Providers and AI Processing

Stratified Learning provides AI-assisted functionality through approved AI model providers and AI gateway services that operate as service providers/subprocessors within the Stratified Learning managed service.

When a user chooses to use an AI-assisted feature, prompts, uploaded content, generated outputs and related service data may be processed by approved AI model providers solely to deliver the requested AI functionality.

Approved AI model providers are not permitted to use customer prompts, uploaded content, user data or AI-generated outputs for advertising, profiling, resale, independent commercial use or unrelated purposes.

Stratified Learning does not use customer prompts, uploaded content, user data or AI-generated outputs to train AI models. Stratified Learning also configures approved AI service providers, where configurable provider settings are available, to prevent customer content from being used for AI model training.

AI-assisted functionality is designed to process educational, organisational, planning, governance and operational content relevant to the user's requested task. Stratified Learning does not require users to submit personal information when using AI-assisted features, and users should not include sensitive personal information in prompts or uploaded content unless it is necessary, authorised and appropriate for the intended educational or organisational purpose.

Approved AI model providers and AI gateway providers are listed in Stratified Learning's Sub-Processor Register.

AI Verification and Validation

Stratified Learning conducts ongoing testing, evaluation, verification and validation of AI-enabled functionality.

Testing activities may include security testing, privacy testing, safety testing, access control verification, vulnerability monitoring, harmful content handling, data protection verification, transparency verification and other governance activities designed to support the safe and responsible operation of AI-enabled services.

Testing may be performed manually, automatically, or through scheduled verification processes. Verification records may be retained for audit, security, compliance and service improvement purposes.

AI Impact Assessments

Stratified Learning may conduct AI impact assessments when introducing new AI-enabled functionality or making material changes to existing AI-enabled services.

Assessments may consider privacy impacts, security risks, safety considerations, transparency requirements, data handling practices, user impacts, governance controls and mitigation measures.

Impact assessments form part of Stratified Learning's AI governance framework and may be reviewed periodically as services evolve.

AI Service Providers

Stratified Learning may utilise approved third-party AI service providers to deliver AI-assisted functionality.

These providers may process content solely for the purpose of generating the requested response or performing the requested service.

Stratified Learning does not sell customer information and does not disclose AI content to third parties for advertising, profiling, marketing or unrelated commercial purposes.

Content is shared only with approved service providers required to deliver the requested functionality.

All providers are expected to maintain appropriate privacy, confidentiality and security controls.

AI Model Training

Stratified Learning does not use customer data, user prompts, uploaded content or AI-generated outputs to train proprietary AI models.

Where configurable provider settings are available, Stratified Learning configures AI service providers to prevent customer content from being used for AI model training.

Data Retention

Information submitted to AI-enabled features is retained only for as long as necessary to:

• Provide the requested service
• Maintain platform security and integrity
• Investigate incidents, misuse or technical issues
• Meet legal, regulatory and contractual obligations

Retention periods may vary depending on the application being used, organisational requirements and applicable legal obligations.

Users may request deletion of personal information in accordance with the Stratified Learning Privacy Policy.

Data Storage and Processing Locations

Personal information is primarily stored using secure cloud infrastructure.

Approved service providers may operate infrastructure in jurisdictions outside Australia. As a result, content submitted to AI-enabled features may be processed in countries outside Australia.

If material changes occur to AI processing locations, hosting arrangements or AI service providers, Stratified Learning will provide reasonable advance notice to affected customers, generally at least 30 days where practicable.

User Rights

Users may request:

• Access to personal information held by Stratified Learning
• Correction of inaccurate information
• Deletion of account data where applicable
• Information about AI processing practices
• Information about approved service providers

Requests may be made using the contact details provided below.

Users may also:

• Request information about how AI-enabled features process information
• Discontinue use of AI-enabled features at any time
• Request removal of access to AI-enabled features where applicable
• Lodge complaints or concerns regarding AI processing practices

User Responsibilities

Users are responsible for ensuring that any information submitted to AI-enabled features is appropriate, authorised and lawful.

Users should not submit sensitive personal information unless required and authorised for the intended educational, organisational or professional purpose.

AI Feedback and Reporting

Users may provide feedback regarding AI-assisted features, including:

• Reporting inaccurate outputs
• Reporting harmful or inappropriate content
• Reporting technical issues
• Providing general feedback regarding AI functionality

Feedback may be submitted through available platform feedback mechanisms or by contacting Stratified Learning.

Contact Us

Stratified Learning

Email: enquiries@stratifiedlearning.com

Mailing Address: PO Box 111, Billinudgel NSW 2483, Australia