edPass & edPassPro

Privacy Policy

Last Updated: 2025-12-01

Welcome to edPass and edPassPro, products of IT Solutions Gippsland (“we”, “our”, “us”).
We are committed to protecting the privacy, security, and confidentiality of all users, including students, staff, visitors, contractors, parents, and administrators.

This Privacy Policy explains how we collect, use, store, and protect personal information across our mobile applications, websites, and connected services.

1. Overview

edPass and edPassPro are digital visitor and student management systems designed for schools and workplaces in Australia.
edPassPro is the enhanced, business-account version of the original edPass app, offering additional features and improved functionality.

Both apps operate under the same privacy commitment and data-handling standards.

2. Information We Collect

Both apps operate under the same privacy commitment and data-handling standards.

2.1 Personal Information (Optional / As Provided by the School)

Depending on school settings and user interactions, we may collect:

Visitors / Contractors

Full name
Phone number
Email address
Company name
Working With Children Check details (number, expiry)
Photo or ID badge
Check-in / check-out timestamps
Purpose of visit

Students

Full name
Year level / class
Student ID
Arrival / departure times
Movement records (late arrivals, early leavers)
Parent / guardian details (if required)

Staff

Name
Staff ID
Worksite or campus assignment
Attendance logs

Devices

Device type
IP address
App interactions
Diagnostic logs (for app stability)

3. How We Use Personal Information

We use the information collected for:

School visitor and student management
Security and emergency response (e.g., evacuation lists)
Compliance reporting
Attendance tracking
Verification of contractors and visitors
System auditing and analytics
Providing customer support
Maintaining app functionality and performance

We do not use personal information for marketing, advertising, or selling to third parties.

4. Data Storage & Security

We use industry-standard, enterprise-grade security measures including:

Encrypted data transmission (HTTPS/TLS)
Encrypted data storage
AWS/Azure-level security (depending on deployment)
Role-based access control (RBAC)
Two-factor authentication (for admin accounts)
Regular security audits

Schools control their own data access.
Administrators decide who can view, edit, or export records.

5. Data Sharing

We do not sell or rent any data.

Information may be shared only:

With authorised school staff
With parents/guardians when required by the school
With approved contractors for compliance checks
When required by Australian law (court order, safety obligations)

No data is shared with third-party advertisers or external marketing companies.

7. Access & Correction

You have the right to:

Access your personal information
Request corrections
Request deletion (if allowed under school policy)

Requests can be made through your school or directly to our support team.

8. Cookies & Website Tracking

Our website may use cookies for:

Analytics
Load balancing
Login session management

Cookies do not collect sensitive information.

9. Children’s Data

edPass and edPassPro comply with:

Australian Privacy Principles (APPs)
Victorian DET data handling expectations
School security and student-safety requirements

We only collect children’s information under school direction.

10. Third-Party Integrations

Some schools may connect:

Badge printers
Student information systems (SIS)
QR scanning devices
Security access systems

These integrations operate under the school’s control and authorisation.

11. Cloud Hosting Location

Data is hosted in Australia, unless a school requests an alternative region.

We do not transfer school data overseas without written approval.

12. Changes to this Policy

We may update this Privacy Policy from time to time.
Changes take effect once posted on our website.

13. Contact Us

For privacy enquiries or data requests:

IT Solutions Gippsland
Email: admin@edpass.au
Phone: +61 3 5662 5000
Website: https://edpass.co

14. Notes (For App Review – Apple Required Language)

edPassPro is an enhanced upgrade of our existing app, edPass. It includes the same core visitor and student management functions with additional features designed for business accounts and advanced school workflows. All privacy and data protections remain consistent across both apps.