What we hold, and who can see it

Who we are

Own Your Study, trading as the six practices listed on this site. The business behind them is Dr Michalis Paediatrics Pty Ltd, ABN 64 688 272 988, and we are the ones responsible for the information described here. Questions and requests go to [email protected].

Children

A student is usually a minor. We take enrolment from a parent or guardian, and a parent can see their child’s lessons, notes and progress in the portal at any time. A parent may ask for anything we hold about their child, and may ask us to delete it, without giving a reason.

Students do not create their own accounts. Somebody invites them, which means there is always an adult who knows the account exists.

What we collect

• Who you are. Name, email address, the programme and year a student is in, and the school if you tell us.
• What happens in lessons. When they were, who taught them, how long they ran, and the written notes afterwards.
• Lesson transcripts. A speaker-labelled text record of what was said.
• Homework and progress. What was set, what was done, and how a topic is going.
• Payments. What was bought, for how much, and in which currency. Card numbers never reach us — see below.

Lessons, recording and the notetaker

When the AI notetaker is used, a bot joins the meeting under the name “Own Your Study AI Notetaker”. It is in the participant list like anybody else. We do not run a hidden recorder, and if you would rather it did not join, say so and it will not.

The portal stores no playable recording. Our transcription provider processes the audio in order to produce the text and does not hand us a media file. What we keep is the transcript.

That transcript is then sent to OpenAI, which drafts a structured write-up of the lesson. A tutor reads and edits every draft before it is published to a student — nothing an AI writes reaches a student unreviewed. OpenAI does not use content sent through its API to train its models.

Who else processes it

We use other companies to run the service. They act on our instructions and may not use your information for their own purposes.

• Supabase — the database holding accounts, lessons, notes and transcripts. Servers in Ireland.
• Vercel — runs the portal.
• Cloudflare — serves this public site.
• Recall.ai — the meeting bot and transcription.
• OpenAI — drafts lesson write-ups from transcripts.
• Stripe — takes Australian-dollar payments.
• Wise — receives bank transfers in other currencies.
• Resend — delivers sign-in links and invitations.
• Google — only where a tutor connects their own calendar, and only to create and update the lessons we book.

Student records are stored in Ireland, and several of the companies above operate from the United States, so information about a student is processed outside Australia. We take that seriously rather than burying it: each of them is bound by a contract that holds them to the same standard we are held to here.

We do not sell anything to anyone, and we do not use any of it for advertising.

Payments

For Australian-dollar purchases, card and bank details are entered on Stripe’s own pages and never touch our servers. What comes back to us is what was bought, how much it cost, the billing country, and whether it succeeded.

For other currencies, you send a direct bank transfer to our account at Wise, quoting a reference we give you at checkout. Your bank sees our account details; we see that a transfer arrived, its amount, and the reference used to match it to your order — never your own bank account or card details.

How long we keep it

Lesson transcripts are deleted after a year. A job runs every night and removes the words spoken in any lesson older than that. It is not a policy we intend to follow — it is something the database does on its own, whether or not anyone remembers.

The tutor’s written notes survive that, on purpose. They are what a student goes back over months later, and a tutor has read and edited every one. The verbatim record of a child speaking is the part that does not need keeping.

Lessons, notes and progress stay while the account is open. Ask and we delete. Email us and we will remove a student’s transcripts, notes and progress straight away rather than waiting for the year. We keep what we are legally required to — records of payments, for tax — and nothing else.

Keeping it to the people who should see it

Access is decided in the database itself rather than by the screens, so a page cannot show somebody a record they are not entitled to even if it asks. In practice: a student sees their own lessons, a parent sees their children’s, a tutor sees only the students assigned to them, and nobody but an administrator sees billing.

Your rights

You can ask us for a copy of what we hold, ask us to correct it, or ask us to delete it. Write to [email protected] and we will reply within two working days.

If we get it wrong, you can complain to the Office of the Australian Information Commissioner. Students and parents in the UK or the EU keep their rights under the UK GDPR and the GDPR, including the right to complain to their own regulator.

Changes

If we change how any of this works we will update this page and put the date at the top. Anything that materially changes what happens to a student’s information, we will email about rather than leave for you to notice.