Privacy

1. Who we are

Subsi is an AI tutoring service operated by Coovee Pty Ltd (ABN 25 686 831 327), based in Sydney, Australia. We are responsible for the personal information described here. Contact privacy@subsi.ai with privacy questions.

2. Information we collect

We collect information you or your family provide, information created during learning and technical information from using Subsi:

• Account details: names, email addresses, sign-in details, family access permissions, year levels, timezones and preferences.
• Learning information: Chats, uploaded photos and other Attachments, Quiz Answers and results, Courses, Topics, Progress, interests, learning estimates and learning history. Subsi also records observations about learning needs and interests, and safety-check outcomes.
• Payment information: your Plan, trial and payment status, and transaction references from billing services. We do not receive or store full payment-card details.
• Technical and support information: device and browser details, IP addresses, sign-in and activity records, errors, and messages you send us for help.

Only share information needed for learning. Avoid including private information about yourself or other people in Chats or photos. Contact us if you share something by mistake.

3. How we use information

We use this information to run your account, personalise teaching, assess Answers, show Progress, process payments, provide support, improve Subsi, keep it safe and meet legal obligations.

AI tutoring

Subsi uses AI services from Google and OpenAI. Relevant Chats, Answers, uploaded photos and learning context are sent to these services to teach, give feedback, create learning materials and check safety. AI may infer learning needs and interests from what a learner shares. It can be wrong; you can review About Me and ask us to correct personal information.

Quiz Answers help estimate a learner’s current level and the difficulty of Questions, so Subsi can choose suitable learning activities. These estimates can change and are not school grades or fixed labels. Combined Question-difficulty estimates help improve learning activities for other Subsi learners without sharing your child’s Answers with them.

When Subsi searches the web, search queries are also processed by search services. When you use Read Aloud, the Tutor’s text is sent to a speech service to generate audio.

We do not sell personal information or use a child’s Learning Record for targeted advertising. Our public website does not use advertising cookies, tracking pixels or visitor analytics. The signed-in app uses cookies and device storage to keep you signed in and remember settings.

4. Children, parents and Friends

Subsi is designed for families with children in NSW Years 2–6. An adult Account Holder manages the family’s Profiles and access. They can open their child’s Profile, see its learning information—including Chats, photos, Quiz Answers and results, and Tutor observations—and take actions through it. Core child-safety rules stay on.

Family’s Safety timeline lets authorised adults review safety-check outcomes and open the related Chat where available. It records categories and outcomes, rather than a separate copy of the conversation. A failed check is a technical issue, not a finding about a child. Safety Events remain until the Profile is deleted.

Parents can connect children as Friends, and either parent can remove the connection. Friends see each other’s profile name, Subsi and total and weekly XP, including earlier weeks. Children in the same family see these comparisons automatically. Friends do not receive each other’s Chats, photos, Answers, Quiz results or detailed learning activity.

The weekly race shows ranks and total and weekly XP for up to ten unnamed peers in the same school year. Their names are not shown, but someone who knows the participants might recognise exact XP numbers. Removing a Friend connection stops further access through it, but cannot erase information already received.

Contact us if you believe a child is using Subsi without appropriate adult involvement.

5. Sharing and overseas processing

We use service providers for hosting, sign-in, AI, payments, email, support and monitoring. They receive information needed for those services. Operational alerts can include names and email addresses when an adult or independently signed-in learner signs in, and account or payment events. These alerts do not contain Chats or Quiz Answers.

Our main database and file storage are in Australia. Some service providers process information overseas, including in the United States. Other processing locations depend on the service and its international operations; contact us for information about a particular service. Overseas privacy laws may differ from Australian law.

We may also share information when required by law, to address a serious safety risk, or for a business sale or restructuring under appropriate confidentiality protections.

6. Security, retention and deletion

We use access restrictions, encryption and monitoring to protect information. No online service can guarantee complete security.

We keep learning information, including uploaded photos, as part of your Learning Record while needed to provide the service. Cancelling a Subscription does not delete it. You can request deletion of a Profile or account in Subsi or through support.

We also keep private diagnostic copies of AI interactions, which can include learning content and uploaded photos, to investigate faults and safety issues. These are scheduled to expire after seven days and can briefly outlive a deletion request. Backups expire separately. Billing providers may retain transaction records for their legal obligations.

Some security, service-usage and financial records remain after account deletion. Service-usage records can retain internal account or Profile identifiers, but do not contain Chat text or Quiz Answers. Retention depends on the record and our operational, security, dispute-resolution and legal needs; deletion does not erase every record immediately.

If a data breach requires notification, we will notify affected people and the Office of the Australian Information Commissioner.

7. Your choices

You can update family details and About Me, manage access and Friend connections, and request Profile or account deletion. You can also ask us to provide access to personal information, correct it, or explain an automated learning assessment. We may verify your identity and authority, especially for requests about a child.

You can stop providing optional information or stop using Subsi. Contact us to discuss withdrawing permission for a particular use; we may not be able to provide a feature without the information it needs. Some records must remain for legal obligations, security, disputes or another person’s rights.

8. Questions and complaints

Email privacy@subsi.ai with your question or complaint and the outcome you want. We will acknowledge and investigate it within a reasonable period. If you are dissatisfied with our response, you can contact the Office of the Australian Information Commissioner.

We will update this policy when our practices change. Material changes will have a new effective date and, where appropriate, notice through Subsi.