We comply with the Australian Privacy Act 1988 (Cth) and the New Zealand Privacy Act 2020 and the Information Privacy Principles (IPPs). We also aim to comply fully with the European General Data Protection Regulation.

This Privacy Policy applies to Team HQ Pty Ltd (ABN 48 627 159 577) (“Team HQ”, “us”, “we” or “our”). Team HQ respects your rights and preferences regarding data privacy. Through our software offerings (EnrolHQ, PortalHQ, SendHQ, School Fee Calculator, School Fixtures, ContentHQ), we provide systems to schools (our “Customers”) with tools that help them manage their operations and communication with parents, staff and students. Our users include our Customers, parents and guardians that engage with our Customers, as well as, where enabled by a parent or guardian, their students (collectively “Users”).

Please also refer to any Terms of Service or contractual agreement between yourself or your company and Team HQ.

Team HQ is subject to both the Australian Privacy Act 1988 (Cth), which regulates how Team HQ may process personal data within Australia; and the General Data Protection Principals (GDPR) (EU) 2016/679 that regulates how Team HQ may process personal data of people resident in the UK and European Union. Where we deal with personal information of New Zealand residents, we comply with the Information Privacy Principles in the New Zealand Privacy Act 2020. We also aim to adhere to Section 5 of the Federal Trade Commission Act in the USA.

Personal information that we receive from our Users is owned by the Users, and only processed by us as described below.

In some instances, Team HQ products are used to store personal data about third parties (for example, students and teachers), which Team HQ itself is not collecting. In these cases, individuals should refer to the privacy policy of the organisation collecting and using the data (for example, your school).

Customers using our products are responsible for the data that they collect about you, so you may need to review their Privacy Policy too.

In European data protection law (GDPR), a Data Controller is the entity that collects your information and makes decisions on how it is used. A Data Processor is a 3rd party that performs duties on behalf of the Data Controller.

With our licensed software products, Team HQ is not a Data Controller, but will typically be a Data Processor. Therefore, it’s important to review the Data Controller’s Privacy Policy in order to understand how your data will be processed.

Where we act as a Data Processor, our activities are strictly limited to what we’re asked to do by the Data Controller. Typically, this would include activities such as displaying information as well as providing remote support.

Depending on our products, the types of personal information that we collect, hold, use and disclose may include:

• Name;
• Date of birth;
• Gender;
• Address;
• Email address;
• Phone number(s);
• Identity of your parent, carer, child or other family members;
• Family situation;
• Marital status;
• Academic results;
• IP address;
• Occupation or position of employment;
• Details of your school, business or company;
• Details of the school your child attends; and
• A record of the pages you visit on our website.

We may also collect sensitive information, which is a subset of personal information that is afforded a higher level of privacy protection. The kinds of sensitive information we collect and hold may include:

• Health information;
• Visa, passport, driver's license; and
• Religious affiliation.

If you apply for a job with us, then in addition you will typically provide your employment history and any such information that might appear on your CV / application. Employees will also be expected to provide reference information, financial information such as bank details and tax identifiers, and sensitive information such as criminal record history and Working With Children check.

NOTE: Team HQ hosts all personal information for Australian and New Zealand customers in Australia. A small number of our service providers are located overseas (see section 8). We only share the minimum personal information they need to run our services, such as an email address so that an email sent by your school can be delivered.

We usually collect personal information directly from our customers (for example, we may collect personal information about a student or parent from their school database).

We may also collect personal information in connection with the use of our services when:

We will also handle large datasets from customers as part of the onboarding process when they adopt one of our products. Such datasets are always transferred safely using our secure data transfer system which has strict retention policies and full auditing capability.

We process your information for many purposes such as providing products and services to our customers.

Team HQ will use your personal data for a variety of purposes. Typically, these purposes include:

Where we hold personal information on behalf of a school, we use it only to provide our services to that school, and do not use or disclose it for our own purposes.

We process your information for many purposes such as providing products and services to our customers.

Team HQ will use your personal data for a variety of purposes. Typically, these purposes include:

We may share your information amongst Team HQ entities for the purposes outlined above. We also make use of Cloud Services. Where information is shared outside of your country, we will ensure adequate safeguards are in place to remain compliant with data protection law.

Personal data which is collected by one department or team of Team HQ may be used by and disclosed to other areas of Team HQ, for the purposes described in this policy.

Team HQ uses cloud services (Amazon Web Services) to store and process personal data. Where we provide services to host our products in the cloud, we store data in our Australian Sydney data centre or a local data centre in your nominated region, all of which comply with ISO 27001, ISO 9001, ISO 27018 and IRAP. Where we use cloud services, we will ensure that we maintain effective control of your information at all times and ensure that we can enforce the relevant data protection law.

If we transfer personal data outside of the source country, we will ensure that we have the necessary safeguards in place to protect your information. Occasionally, we may rely on your consent to use Cloud Services, and when it's required, your consent will be opt-in and freely given.

As well as cloud service providers, Team HQ makes use of other companies and services to help us operate our business. Collectively, we refer to these companies and cloud service providers as sub-processors. From time-to-time we will change sub-processors may be required to let you know. When we do, we will contact you via email detailing the change.

The key cloud-based services and other sub-processors that Team HQ uses to process personal data are below. Team HQ will not disclose personal data to third parties for marketing purposes. Under no circumstances will Team HQ sell (or otherwise receive payment for licensing or disclosure of) your personal data.

As we continue to develop our business, we may buy or sell business units or subsidiary companies. In such transactions, customer information is generally one of the transferred business assets but remains subject to the promises made in any pre-existing Privacy Policy (unless the data subject consents otherwise). Also, in the event that Team HQ, or substantially all of its assets are acquired, customer information will of course be one of the transferred assets.

We make use of cookies and other tracking technologies to collect and store your information. You can control non-essential cookies and opt-out of Google Analytics.

When you visit an Team HQ website or use a product or service hosted by Team HQ, the following information will normally be collected about you:

If you later decide to register with us, the above information will be matched with your registered information to enable a more personalised profile. This information is only available to a limited number of Team HQ staff.

Another tool we use to help us improve our sites and understand how they are used is Google Analytics. For more information on how Google Analytics collects and processes data, please see https://policies.google.com/technologies/partner-sites.

You can opt-out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on, available here: https://tools.google.com/dlpage/gaoptout.

We also sometimes use ‘web beacons’. Web beacons are tiny transparent graphical images that are sometimes embedded in our notification and marketing emails. They allow us to understand when an email has been opened and help us gauge the effectiveness of our customer communications. You can block web beacons by preventing pictures from automatically downloading in your email client. This is normally found in your browser/computer settings.

At Team HQ, we are committed to only keeping personal data for as long as is necessary. Once data has come to the end of its useful purpose or lawful retention period, we will securely erase or anonymise the data. Where we hold personal information on behalf of a school, we retain and delete it as directed by that school.

When you interact with us, you have the option of not identifying yourself (anonymity) or of using a false name (a pseudonym). We are happy to help you unless it's impractical to do so without knowing who you are. We will also have to identify you if the law or a court order requires us to.

Team HQ takes reasonable steps to ensure the personal data it holds is accurate, complete and up to date. To request access to, or correction of, your personal data, please contact our Privacy Officer at support@teamhq.com.au. We may need to verify your identity before responding, to protect your information from being disclosed to someone else. We will provide access by a secure method, normally by secure email or registered post.

• Timeframes: we will respond as soon as reasonably practicable, and no later than twenty (20) working days after receiving your request. If a request is complex or involves a large volume of information, we will tell you within that period how much longer we need and why. You can ask for your request to be treated as urgent, with your reasons.
• Cost: there is no charge for making a request, for accessing your information, or for correcting it. If a request is manifestly unfounded, excessive or repeated, we may charge a reasonable fee or decline to act, and we will explain why.
• If we refuse: if we refuse your request in whole or in part, we will explain our reasons in writing and tell you how to complain, including to the relevant regulator listed in Section 15.
• Information we hold on behalf of your school: where we hold your personal data on behalf of a school or other organisation, that organisation is responsible for your request. We will pass your request to them within five (5) working days, let you know we have done so, and help them respond within the timeframe that applies to them.

Under the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth), you have the following rights:

• The right to access (APP 12): you can ask for access to the personal information we hold about you.
• The right to correction (APP 13): you can ask us to correct personal information that is inaccurate, out of date, incomplete, irrelevant or misleading. If we don't agree to make the correction, you can ask us to attach a statement to your information saying you believe it to be inaccurate, out of date, incomplete, irrelevant or misleading. If we correct information that we previously disclosed to another organisation, we will notify them if you ask us to.
• Complaints: you have the right to complain to the Office of the Australian Information Commissioner (see section 15).

Under the Information Privacy Principles (IPPs) in the Privacy Act 2020, you have the following rights:

• The right to access (IPP 6): you can ask us to confirm whether we hold personal information about you, and to give you access to it.
• The right to correction (IPP 7): you can ask us to correct personal information we hold about you. If we don't agree to make the correction, you can ask us to attach a statement of the correction you sought to your information. Where reasonably practicable, we will also tell anyone we have disclosed the information to about the correction or statement.
• Complaints: you have the right to complain to the New Zealand Office of the Privacy Commissioner (see section 15).

Under the General Data Protection Regulation (GDPR), UK and EU residents have the following rights:

• The right to be informed: that's why we have this document. We will also provide you with information at the point we collect data from you.
• The right of access: you can ask for a copy of the personal data we hold about you.
• The right to rectification: you can ask us to correct your data.
• The right to erasure: you can ask us to delete your data in certain circumstances, unless we have a valid and lawful reason to keep it.
• The right to restrict processing: you can ask us to limit any further use of your data.
• The right to data portability: you can ask us to provide your data in a common, machine-readable format, such as a CSV file.
• The right to object: you can object to us processing your data, for example if you don't want your information used for direct marketing.
• Complaints: you have the right to complain to the Information Commissioner's Office (UK) or to the data protection authority in your EU member state.

Our main offices are in Sydney, Australia. We have customers globally. If you would like to talk to us about compliance or your rights under any other jurisdiction, please contact support@teamhq.com.au.

Team HQ has a Privacy Officer who oversees company activities to ensure that personal data is handled lawfully and in line with legal obligations wherever we operate. You can contact the Privacy Officer using the details below.

By Post: Team HQ Pty Ltd, Level 3, 61/89-97 Jones Street, ULTIMO NSW 2007 Australia

By Phone: (02) 8387 7321 (Monday to Friday, 9.00am to 5.00pm AEST)

By Email: support@teamhq.com.au

To make a complaint in regards to privacy, we would urge you in the first instance to always contact our Privacy Officer at support@teamhq.com.au. If you have spoken to us but would still like to take the matter further, then you have the right to make a complaint to the relevant supervisory authority, as per the below:

Australia

Office of the Australian Information Commissioner (OAIC)

Website: https://www.oaic.gov.au/privacy/privacy-complaints/

Phone: 1300 363 992

New Zealand

Office of the Privacy Commissioner (Te Mana Mātāpono Matatapu)

Website: https://www.privacy.org.nz/your-rights/making-a-complaint-to-the-privacy-commissioner/

Phone: 0800 803 909

United Kingdom

Information Commissioner's Office

Website: https://ico.org.uk/

European Union

The data protection authority in your member state.

We may change this Privacy Policy periodically as needed. Any updated versions of this notice will be posted on our website.

Last reviewed 25 September 2026