Privacy Policy

ADVERT MEDIA LIMITED

PRIVACY POLICY

1. DEFINITIONS AND INTERPRETATION

In this policy:

Personal Information
Has the meaning given to it in the Privacy Act 2020 and refers to information about an identifiable individual.

Privacy Act 2020
Means the Privacy Act 2020 of New Zealand, including any amendments or regulations made under it from time to time.

Schools
Any education provider or other entity that has subscribed to and uses the Skool Loop Platform, SkoolBooks platform.

Skool Loop
Advert Media Limited or its assigns.

Skool Loop Platform
The digital services and tools, including but not limited to the Skool Loop mobile application (iOS and Android), website, school console, and associated features, content, and communication tools.

SkoolBooks
Advert Media Limited or its assigns.

SkoolBooks Platform
The digital services and tools, including but not limited to the website, school console, and associated features, content, and communication tools.

Subprocessor(s)
Any third-party service provider engaged by us to process personal information on our behalf.

Website
The website at www.skoolloop.com, www.skoolbooks.org, or any website built by us.

2. INTRODUCTION

This document sets out the privacy policy of:
Advert Media Limited (NZBN 9429032985733) trading as Skool Loop, Skool Books (referred to as “we”, “us”, “our”).

We take privacy seriously and explain how personal information is stored, maintained, used, and disclosed.

This policy applies to:

  • Parents who use the Skool Loop, SkoolBooks platform
  • Schools using Skool Loop, SkoolBooks
  • Advertisers who may use Skool Loop to deliver advertisements and related services

Personal information is handled in accordance with the Privacy Act 2020 and relevant school policies.

Important:
Schools remain the data controllers. Advert Media Limited acts solely as a data processor and does not own or control user data.

Privacy Policy Updates

We will notify users of any changes at least 30 days before they take effect via email, platform notifications, or other direct communication channels.

Continued use of the service after the effective date constitutes acceptance of the updated policy.

3. SCHOOL DATA OWNERSHIP AND RESPONSIBILITIES

Advert Media Limited operates strictly as a service provider.

  • Schools remain the data controllers and custodians
  • Schools are responsible for lawful collection, consent, and use
  • Advert Media Limited provides infrastructure only
  • No independent use of school data is undertaken

4. TYPES OF PERSONAL INFORMATION COLLECTED

4.1 Parent Information

  • First name and surname
  • Email address
  • Username (optional)
  • Profile image (optional)
  • Electronic signature (optional)
  • Student access permissions
  • Conversations with teachers (stored for 30 days)
  • Survey/form responses (optional)

4.2 Student Information

  • First name and surname
  • Absence reasons (may include sensitive health information)
  • Class name (optional)
  • School name (optional)
  • Username (optional)
  • Image (optional)
  • Family access permissions

4.3 Staff Information

  • First name and surname
  • Username (optional)
  • Class and school details
  • Phone number (optional)
  • Bio and profile image (optional)
  • Survey/form responses
  • Conversations (stored for 30 days)

5. OPERATIONAL DATA (ADVERT MEDIA LIMITED)

From Schools

  • Administrator contact details
  • School information
  • Login credentials
  • Support communications
  • Usage and device data

From Advertisers

  • Contact details
  • Business information
  • Billing and payment data
  • Campaign setup and analytics

6. HOW WE COLLECT PERSONAL INFORMATION

We collect information when you:

  • Use the platform or website
  • Submit forms
  • Contact us
  • Interact with services or advertising

We may also use cookies and analytics tools to monitor usage and improve performance.

7. USE OF PERSONAL INFORMATION

We use personal information to:

  • Provide services
  • Facilitate communication
  • Maintain records
  • Improve systems and user experience
  • Meet legal obligations
  • Send administrative or marketing communications (with opt-out options)

8. SECURITY

We implement appropriate technical and organisational safeguards, including:

  • Restricted access controls
  • Encryption of data
  • Secure password storage (hashed, not plaintext)
  • Multi-factor authentication where applicable
  • Regular security reviews

We will notify affected parties of any notifiable data breach in accordance with the Privacy Act 2020.

9. ACCEPTABLE USE & RESPONSIBLE USE

Skool Loop and SkoolBooks must not be used to:

  • Harass, threaten, or harm others
  • Share inappropriate or unlawful content
  • Misuse personal information
  • Attempt unauthorised system access

We may suspend access or report serious issues where required.

10. LINKS

We are not responsible for third-party website privacy practices.
Users should review external privacy policies.

11. ACCESS AND CORRECTION

  • Requests relating to school data must be directed to the relevant school
  • Requests relating to operational data can be made directly to us

We may require identity verification before providing access.

12. COMPLAINTS

Complaints can be submitted using the contact details below.
We will investigate and respond within a reasonable timeframe.

13. SUB-PROCESSORS

We use trusted third-party providers including:

  • Activate Design Limited
  • Sitehost
  • Cloudflare
  • Google Cloud Platform
  • Microsoft Azure

All providers are contractually required to meet privacy and security obligations.

14. ARTIFICIAL INTELLIGENCE

We do not currently use AI to process personal information.
Any future use will be clearly communicated.

15. CONTACT US

Advert Media Privacy Officer
Email:

Last updated: 17 March 2026