Privacy Policy
This Privacy Policy explains how ISMGenius collects, uses, and protects your personal information when you use our platform.
This Privacy Policy applies to all users of the ISMGenius platform at www.ismgenius.com. ISMGenius is operated by JJcoded ("we", "us", "our") in Queensland, Australia, and we handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. For any privacy-related enquiries, you may contact us at support@ismgenius.com.
By accessing or using ISMGenius, you acknowledge that you have read and understood this Privacy Policy.
We collect the following categories of information:
- Account information: email address, authentication identifiers, your name (if provided by you or your sign-in provider), an optional profile photo, and your school or institution if you choose to set one.
- User content: assignment files, rubric documents, task sheets, pasted text, personal notes, AI-generated feedback history, and AI detection and plagiarism scan results.
- Community information: if you join the community, the display name you choose, your optional year level and school setting, the subjects you offer to help in, your notification settings, the messages, questions, links and reactions you post, the rooms you follow, the members you mute, your community notifications, and reports you send or that are made about your posts. Section 4 explains who can see what.
- Class data (Educator Toolkit only): if you are a teacher using the Educator Toolkit, the class rosters you create and the student work you upload against them. Section 3 sets out what this holds and who is accountable for it.
- Payment information: billing details and subscription records processed through Stripe. We do not store your full credit card number.
- Usage data: device and browser type, IP address (kept only in short-lived security and operational logs), the pages you visit, interaction timestamps, upload counts, and roughly when you were last active. Our analytics records cover how the service is used, not what you write in it.
- Referral and campaign data: if you arrive through a referral, share, or campaign-tagged link, we record the basic campaign details of that link (such as the source, medium, campaign name, and referral code) so we can credit referrers and understand which campaigns work.
- Consent information: your cookie preference, the time it was recorded, the applicable consent-policy version, and whether you confirmed that you were 18 or older by selecting Accept all.
- Feedback you give us: ratings of AI feedback, survey responses (including optional year level and how you discovered us), and messages you send to our support team.
The Educator Toolkit lets an approved teacher build a class roster, upload their students' assessment work, and get rubric-aligned feedback they then review and confirm. It is the one part of ISMGenius where the person uploading is not the person the work is about, so it is set out separately here.
- Students do not hold accounts. The Toolkit has no student-facing surface. A student on a class roster cannot sign in, is never contacted by us, and has no password, email address, or device identifier stored anywhere in the system. There are no student credentials to be lost or misused because none exist.
- What a class actually holds. A display name typed by the teacher, an optional school-issued student reference, the uploaded work and the text extracted from it, the generated feedback and suggested marks, the marks and notes the teacher confirms, and the AI-likelihood and source-matching readings for that work. A student record is a label the teacher chooses — a school that prefers initials or a student number can enter those instead, and the Toolkit works exactly the same.
- The school decides; we act on instruction. Where a teacher uploads student work, the school determines why that information is handled and remains the body accountable to students and their families. We handle it only to deliver the Toolkit to that school. We never sell or share it, never use it for advertising or profiling, and never use student work to train AI models. Analytics and advertising technologies do not run on Toolkit pages at all.
- Teachers are responsible for their authority to upload. Uploading another person's work requires the authority to do so and must be consistent with your school's own policies. We do not ask for and do not want student contact details, health information, or other sensitive information.
- Deletion is in the teacher's hands and it is thorough. Deleting a student, an assignment, or a whole class removes the stored files, the cached results, the feedback versions, and the integrity scans together. Class data is otherwise kept while the account is active, as described in Section 10.
- Requests from students and families. Please contact the school first, as it holds the relationship with the student. We assist schools with access, correction, and deletion requests; in most cases the teacher can already display, export, or delete an individual student's record without involving us at all.
Schools evaluating the Toolkit can request our Data Processing Agreement and Privacy Impact Assessment, which describe sub-processors, security controls, retention, and breach handling in detail, from support@ismgenius.com.
The community lets signed-in users talk in shared rooms, ask questions and share links to study resources. It is kept apart from your assignments. Nothing you upload for feedback is ever posted there, and other members never see your work, your marks or your email address.
- What other members can see. The display name you choose, your year level and school only if you choose to show them, a Team or Teacher label if you are ISMGenius staff or an approved educator, a Helper label in the subjects you offer to help in, when you joined, how many posts you have made, and everything you post or react to. A profile photo from your sign-in provider is never shown there.
- What we keep. Your display name and community settings, your posts and edits, your reactions, the rooms you follow and when you last read them, the members you mute (only you can see this), and the reports you send. A report is never shown to the person it is about.
- Notifications. When someone replies to you, answers in a thread you are in, marks your reply as the answer, finds your post helpful, or asks a question in a subject you help in, we record a notification for you. It holds who did it and which post it is about, and only you can see it. If you have not seen a notification after about half an hour, we may send one short email listing what you missed, at most once every 12 hours. You can turn each kind off in Settings → Notifications, where turning off “Updates about your work” also stops the email. Notifications you have read are deleted after 60 days.
- Automatic checks. When you post, the text is checked for contact details, links to essay-writing services, requests for assessment and harmful content. The text of the post is also sent to OpenAI's moderation service, without your name or any account details, and it returns categories such as harassment or self-harm. A post that may break the Community Guidelines waits for a moderator before anyone else sees it.
- Moderation. ISMGenius staff can see held and removed posts and the reports about them, and every moderation decision is recorded. Staff can see the email address of the account behind a post only where they need it to follow up a report or a safety concern.
- Safety. If a post suggests someone may be at risk, the author is shown where to get help and a moderator is told. Where we reasonably believe there is a serious threat to someone's life, health or safety, we may share the information needed to help with emergency services or the student's school, as the Privacy Act permits. We do not otherwise share community content with schools or anyone else.
- No private messages. The community has no direct or private messaging. Everything is posted in rooms that other members can read, so contact details are refused automatically.
- Your choices. You can edit or delete your posts, change your display name and year level, choose whether your school shows, start or stop helping in a subject, and choose which notifications you get, at any time. Your community profile, posts and notifications are included in Download my data. If your account is closed, your community profile, posts, reactions and notifications are deleted, and reports you made are kept without your name.
Community content is not used for advertising, is not sent to Google Analytics, and is not used to train AI models.
We use the information we collect to:
- Provide, operate, and maintain the ISMGenius platform.
- Authenticate your identity and manage your account.
- Generate rubric-aligned feedback on your uploaded assignments.
- Perform AI content detection and plagiarism scanning on submitted text when you request a scan.
- Run the community, including showing your posts to other members, checking posts automatically when they are sent, and reviewing reports.
- Process payments and manage subscriptions.
- Detect and prevent fraud, abuse, and security incidents, including rate limiting.
- Attribute referrals and measure which campaigns and features work.
- Calculate product funnels, completion rates, retention cohorts, and experiment results from classified events, using aggregate reports for product decisions.
- Respond to support requests and communicate service updates.
- Send emails about your own work and study, such as when a class set you started has finished marking, a reminder that a draft is ready for a second version, and a monthly recap of the drafts you checked. These are based on your activity in ISMGenius, and you can turn each kind off in Settings → Notifications or from the link in any of them.
- Send optional news and offers emails — only if you have opted in, and you can opt out at any time in Settings or from any of those emails.
- Comply with legal obligations.
We do not sell your personal information. We do not use your uploaded assignment content for advertising purposes, and we do not use it to train our own or third parties' AI models.
Where required by applicable privacy law (for example, if you access the service from a jurisdiction such as the European Union), we process your personal information on the following legal bases:
- Contract performance: processing necessary to provide you with the ISMGenius service.
- Legitimate interests: keeping the service secure and reliable, keeping the community safe for students, preventing fraud and abuse, and understanding how the platform is used so we can improve it.
- Legal obligations: compliance with applicable laws and regulations.
- Consent: optional analytics cookies, optional advertising cookies and personalised advertising, and optional news and offers emails. You can withdraw analytics and advertising consent at any time from Cookie settings in the footer, and email consent from Settings → Notifications. We keep a record of each email choice you make, when, and where you made it.
Your data may be processed in jurisdictions outside of Australia, including the United States, where our service providers operate. Where we disclose personal information overseas, we take reasonable steps as required by Australian Privacy Principle 8 — including contractual safeguards with our providers — to ensure your information is handled consistently with Australian privacy law.
We keep personal information only as long as needed for the purposes described in this policy:
- Word conversion staging: the original `.docx` and temporary converted PDF are deleted after conversion. A short-lived cleanup record is retained until the upload capability expires, and abandoned, failed, or late uploads are removed by an hourly cleanup task, ordinarily within approximately three hours.
- Free accounts: assignments, uploaded files, and feedback reports are automatically deleted approximately 30 days after creation.
- Anonymous (signed-out) reports: automatically deleted within hours unless you create an account and claim them.
- Pro and Educator accounts: assignments and feedback are retained while your account remains active so your history stays available, until you delete them or your account.
- Detection scan results: retained with the linked assignment, or until you delete them from your scan history.
- Educator Toolkit class data: rosters, uploaded student work, feedback, confirmed marks, and integrity scans are retained while the educator's account is active, until the teacher deletes the student, assignment, or class, or until the school requests deletion. Deleting any of those three removes the stored files, cached results, feedback versions, and integrity scans together.
- Community: your community profile, posts and reactions are kept while your account is active, until you delete them or a moderator removes them. Notifications are deleted 60 days after you read them. Reports and the record of moderation decisions are kept while the accounts they concern exist, so repeated behaviour can be recognised. Deleting your account deletes your profile, posts, reactions and notifications, and reports you made stay without your name.
- Account records: retained while your account is active.
- Analytics and usage data: individual analytics events are deleted after about 13 months. Consent records, referral events, ratings, and survey responses are deleted after about 24 months. Aggregated statistics that no longer identify you may be kept for longer.
- Google Analytics: Google Analytics cookies may last up to 2 years unless you withdraw consent or clear them. We set Google Analytics to the shortest practical data retention period.
- Billing records: retained as required by Australian tax, accounting, and fraud-prevention obligations, even after account deletion.
You may delete individual projects and feedback versions from your dashboard at any time. To request full account deletion, use our Account Deletion Request page or contact us at support@ismgenius.com. We aim to complete account deletion requests within 30 days.
Subject to applicable law, you may have the right to:
- Access the personal information we hold about you — you can download a copy of your data anytime from Settings → Privacy & data → Download my data, including your community profile and posts.
- Request correction of inaccurate information — your name, photo, and school can be edited in Settings.
- Request deletion of your personal information.
- Choose which emails you get — Settings → Notifications switches updates about your work, study reminders, and news and offers on or off separately, or pauses them all for a while. Every one of those emails also has an unsubscribe link. Account and billing emails are always sent.
- Decline or withdraw optional analytics and advertising cookies at any time using Cookie settings in the footer, without losing access to the service.
- Object to or restrict certain processing activities.
- Request data portability.
- Lodge a complaint with a data protection authority (see Section 16).
To exercise any right that is not self-service, contact us at support@ismgenius.com. We will verify your identity before processing any request and respond within a reasonable period (and within any timeframe required by law).
If your work was uploaded to a class by your teacher, please contact the school first — it holds the relationship with you and, in most cases, your teacher can show you, export, or delete your record directly. See Section 3.
We implement reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, or misuse. These include encryption of data in transit (TLS), encryption at rest with our hosting providers, row-level access controls on our database, private storage for uploaded files, secure authentication, rate limiting, and least-privilege access for administrators. However, no method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.
If a data breach occurs that is likely to result in serious harm, we will notify affected users and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth), and will take prompt steps to contain and remediate the breach.
ISMGenius is designed for use by students, including secondary school students. If you are under the age of 16 (or the minimum age required by applicable law in your jurisdiction), you should only use the platform with the knowledge and consent of a parent, guardian, or authorised school representative. We collect only the information needed to provide and improve the service, optional cookies stay switched off unless they are accepted, we do not sell students' personal information, we do not use student work to train AI models, and we do not show third-party advertising within ISMGenius. Personalised advertising features are intended only for people who confirm that they are 18 or older by selecting Accept all.
The community is built for students too. It has no private messages, never shows a member's email address or profile photo, keeps your school hidden unless you choose to show it, refuses posts that contain contact details, and is moderated by ISMGenius staff. See Section 4.
Where a school uses the Educator Toolkit, students do not create accounts and are not asked for any information at all — their work reaches us only through their teacher, and the school remains accountable for it. See Section 3.
Parents and guardians may contact us at support@ismgenius.com to access, correct, or delete their child's information. If we become aware that we have collected personal information from a child without appropriate consent, we will delete it.
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Effective" date at the top of this page and, where the changes significantly affect how we handle your personal information, notify you in the app or by email. Your continued use of ISMGenius after any changes constitutes acceptance of the updated policy.
If you have any questions about this Privacy Policy or wish to exercise your data rights, contact us:
- Email: support@ismgenius.com
- Phone: +61 485 708 166
If you are not satisfied with our response to a privacy complaint, you can contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or on 1300 363 992.