Privacy statement.

1. Who we are and which laws apply

Coord (coord.tools) is a software service for university staff in Australia, provided by Aperim Pty Ltd (ABN 46 150 699 737). We handle personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Universities are bound by the Commonwealth Act or by state and territory information privacy schemes, and your organisation stays responsible for the student data it brings into Coord; we act as its processor for that data.1

2. What we collect

Account information

Your name, email address and, if you choose to sign in by text message, your Australian mobile number. Sign-in challenges, session records and the device notice we send when a new device signs in.

Organisation information

The organisation's name, university preset, vocabulary, timezone, plan and billing status. Billing details are held by Stripe, not by us.

Student data your organisation imports

Student number, name, enrolment status, group membership, marks, and the exceptions a coordinator records. Optionally, if imported: email address and mobile number (encrypted at rest), an international-student flag, and an access-plan type. We never collect a diagnosis, Indigenous status, agent details or a student password, and imports that carry them are refused.2

Usage and technical information

Request identifiers, error events and operational counts. With your prior permission, Google Tag Manager can enable optional analytics across the marketing site and signed-in app. Our analytics events use generic page categories and exclude account and organisation IDs, student information, document text, form values and URL query strings. Google also receives network information, including your IP address and browser details. We do not enable advertising or personalised ads through this integration. See Cookies and privacy choices.

Correspondence

What you send through the contact form or by email, used to reply to you.

3. Why we use it

To run the service for your organisation: signing you in, showing you your offerings, sending messages you ask us to send, producing the exports you request, and enforcing plan limits. To keep the service safe: rate limiting, abuse detection and audit logs. To bill paid plans. We do not sell personal information, use it for advertising, or train models on it.

4. Where it is

Coord runs on Cloudflare. Primary stores (database, files, live collaboration state) are placed in Cloudflare's Oceania region using location hints. Cloudflare does not offer an Australian jurisdictional restriction for its D1 database or KV store, so we do not claim that every replica, backup or log stays in Australia. Our privacy strategy is data minimisation: what may leave the country is designed not to be personal information.3

5. Who we share it with

• Cloudflare: hosting, storage and email delivery. Selected model providers process drafting, OCR and embeddings through our configured gateway. Text prompts are pseudonymised; optional scanned-page OCR may include personal information.4
• Twilio: text messages to Australian mobiles, only for people who opted in.4
• Stripe: card payments and invoices for paid plans. We never see or store card numbers.
• Google: optional analytics through Google Tag Manager, only after you agree. Google may process information outside Australia, including in the United States. Google privacy policy and Google cookie information.
• Nobody else, unless the law requires it, in which case we tell your organisation unless we are prohibited from doing so.

6. How long we keep it

Student personal information is purged twelve months after the offering ends by default; your organisation can shorten or lengthen this in its retention policy. Account information is kept while you have an account. Audit logs are kept for 24 months. Privacy choices last 180 days; anonymous consent receipts are kept for up to 395 days to demonstrate what was chosen, without an account ID, IP address or browser fingerprint. Deleted organisations are removed by a job that also clears files and search indexes, and a receipt is produced.5

7. Your rights and your organisation's

You can see and change your account details in Settings, revoke sessions, export everything your organisation holds (JSON, CSV and files) at any time, and delete your account or your organisation. A student who wants to know what a university holds about them should ask the university, which remains the data controller; we will help the university answer within its statutory timeframe.

8. Security

Transport is encrypted. Student email, phone and notes are encrypted at rest with a key specific to your organisation. Sign-in uses a link and a code rather than a password. Access to student personal information is a permission, not a role, and every change is audited. The full list is on the security page.5

9. Breaches

If we become aware of a breach that is likely to cause serious harm, we will notify affected organisations promptly so they can meet their own obligations, and we will notify the Office of the Australian Information Commissioner where the Privacy Act requires it. We keep an incident plan that assumes state-scheme timeframes as well as the Commonwealth ones.6

10. Cookies and privacy choices

Optional analytics is off by default everywhere. Accepting and rejecting are equally available; continued browsing, scrolling or closing the settings window does not give consent. Open Privacy choices at any time to accept, refuse or withdraw. The same controls work without JavaScript. Declining does not affect your access to Coord.

Essential storage

coord_session keeps you signed in (up to 30 days, renewed with activity). A database bookmark supports consistent reads. Theme, display settings and university choices you request are stored in this browser. These support the service rather than advertising.

Your privacy choice

coord_consent is a signed first-party cookie containing the choice, policy version, broad region, date and anonymous receipt ID. coord_consent_block immediately blocks analytics when you refuse or withdraw, including if a network error prevents receipt storage. Both last no longer than 180 days; rejection lasts as long as acceptance.

Optional Google analytics

After consent, the browser loads Google Tag Manager, container GTM-NX4RW987. Tag Manager itself does not create an analytics cookie. If Google Analytics tags are enabled, they can use cookies such as _ga and _ga_* to distinguish browser visits. Our integration requests a maximum 180-day cookie lifetime. Advertising storage, advertising user data, ad personalisation and Google signals remain disabled.

Withdrawing blocks further loading and clears accessible first-party Google analytics cookies; when tags are already loaded, the page refreshes to stop them. It does not reverse information already transmitted. You can also clear your browser's cookies. Download your current consent receipt.

Regional choices. We use a country code supplied by our hosting service to show relevant guidance, without storing your precise location in the consent record. Australia, the EEA, the United Kingdom, Canada and Brazil receive express opt-in controls. The United States receives the same opt-in protection and a Do not sell or share / privacy choices control. We honour Global Privacy Control by keeping optional analytics off. Other and unknown locations receive the same prior-consent default. We do not infer consent from your location.

Your rights. Depending on your location and the applicable law, you may request access, correction, deletion or portability, object to processing, or complain to your local privacy regulator. In the EEA or UK, optional analytics relies on consent, which can be withdrawn at any time without affecting earlier lawful processing. Contact hello@coord.tools for privacy requests; no paid account is needed to exercise these choices.

11. Changes and contact

We will note material changes on the changelog and, for organisations on paid plans, by email. Questions and complaints go to hello@coord.tools; we reply within two working days, and you may also complain to the Office of the Australian Information Commissioner.