Privacy Policy

Advert Media Limited 

1. DEFINITONS 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 means any education provider or other entity that has subscribed and uses the Skool Loop Platform, Skool Books platform or the Skool Apps platform. 

Skool Loop means Advert Media Limited or its assigns 

Skool Loop Platform means the digital services and tools, including but not limited to the Skool Loop mobile application (iOS and Android), the website, the school console, Skool Loop and any associated features, content and communication tools made available through or in connection with these services. 

Skool Books means Advert Media Limited or its assigns 

Skool Books Platform means the digital services and tools, including but not limited to the Skool Books mobile application (iOS and Android), the website, the school console, Skool Books and any associated features, content and communication tools made available through or in connection with these services.Skool Apps means Advert Media Limited or its assigns 

Skool Apps Platform means the digital services and tools, including but not limited to the Skool Apps mobile application (iOS and Android), the website, the school console, Skool Apps and any associated features, content and communication tools made available through or in connection with these services. 

Subprocessor(s) means any third-party service provider engaged by us to process personal information on our behalf in connection with the provision of our services, including but not limited to data hosting, communications and analytics. 

Website means the website at the domain www.skoolloop.com, www.skoolbooks.org, www.schoolappsnz.co.nz 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 and SKOOL APPS (referred to in this privacy policy as ‘we’, ‘us’, or ‘our’). 

We take our privacy obligations seriously and we have created this privacy policy to explain how we store, maintain, use and disclose personal information. This privacy policy applies to the following user groups: 

(a) parents who use the Skool Loop, Skool Books or Skool Apps platform to interact with their child’s school; 

(b) Schools using Skool Loop, Skool Books or Skool Apps for administrative purposes and communication with parents and the wider school community; and;  

(c) Advertisers who may use Skool Loop, Skool Books or Skool Apps to deliver advertisements and related services.  

By providing personal information to us, you consent to our storage, maintenance, use and disclosing of personal information in accordance with this privacy policy or any amended privacy policy in place. 

Schools at all times remain the custodians of all personal information they input into the Skool Loop, Skool Books or Skool Apps platform.. Advert Media Limited acts solely as a platform provider, without ownership or control over user data. Advert Media Limited acts soley as the agent of the school for the purposes of all applicable privacy laws. Each school is solely responsible for obtaining all necessary consents to collect, use and disclose personal information they upload to the platform and for maintaining all of the information they hold in accordance with the Privacy Act 2020 and the school’s own privacy policy. Advert Media has no visibility into or responsibility for whether appropriate consents have been obtained. 

If we change this privacy policy we will provide you with a minimum of 7 days’ notice. Following such notice, we encourage you to check our website to ensure that you are aware of our most current privacy policy.   

3. SCHOOL DATA OWNERSHIP AND RESPONSIBILITIES 

Advert Media Limited operates as a service provider to schools and does not own, control, or determine how personal information is used or collected through the Skool Loop, Skool Books or Skool Apps platform. Schools remain at all times the data controllers and custodians of all personal information they input, access, or manage through the Skool Loop, Skool Books or Skool Apps platform. 

In this context: 

Schools are responsible for the personal information they collect, upload and process. They must ensure that they adhere with any applicable privacy laws including safeguarding the information from potential breach of an individual or users information being provided outside of the purpose for which it was provided 

Advert Media Limited solely acts as the agent of the school, providing the technical infrastructure and support for communication, administration and data management. Advert Media Limited has no independent right to use, access, or disclose any personal information collected by schools, except as necessary to maintain the platform and provide services as directed by the school. 

Schools are required to gain all the necessary consents before inputting personal information to the platform and to act on any withdrawal of an individual’s consent to remove, alter or amend the personal information held 

Advert Media Limited does not collect personal information for its own purposes such as marketing or analytics, without clear prior authorisation and compliance with applicable privacy legislation. 

4. TYPES OF PERSONAL INFORMATION WE COLLECT ON BEHALF OF SCHOOLS 

We collect and store certain types of personal information strictly on behalf of schools, who are the data controllers for this information. Advert Media Limited acts solely as a data processor in these instances and does not use this information for its own purposes. Schools are responsible, in accordance with clause 3 above, for obtaining all necessary consents and ensuring lawful collection, use, and disclosure. 

The personal information we collect may include the following: 

4.1 Parent Information (iOS and android app): 

(a) first name and surname 

(b) email address 

(c) username (optional) 

(d) image, determined by the user (optional) 

(e) electronic signature (optional) 

(f) list of user names of students that the parent/family member is allowed to access post data for. Determined by the Teacher or School Administrator 

(g) conversations with teachers which are stored for 30 days 

(h) responses such as online survey or forms (optional) 

4.2 Student information (iOS and android app): 

(a) first name and surname 

(b) absence reasons, which may include sensitive information such as health data (optional) 

(c) class name (optional) 

(d) school name (optional) 

(e) username (optional) 

(f) image – determined by Teacher or School Administrator(optional) 

(g) list of user names of family members allowed to access student post data – determined by Teacher or School Administrator 

4.3 Staff Information: (via iOS and Android Apps and Web Admin): 

(a) first name and surname (optional) 

(b) username (user-determined, optional) 

(c) class name (optional) 

(d) school name (optional) 

(e) phone number;(optional) 

(f) bio – determined by users 

(g) image (optional) 

(h) responses  to surveys, online learning, questionnaires and online forms (optional) 

(i) conversations with parents which are stored for 30 days which may include photos, video and voice recordings 

5. PERSONAL INFORMATION WE COLLECT FOR OUR OPERTIONAL PURPOSES 

Advert Media Limited also collects and uses certain personal information independently in order to operate, maintain, and improve its services. In these instances, Advert Media Limited is the data controller and collects this information from schools (as platform users) and from advertisers (as commercial clients). This includes: 

From Schools (Platform clients) 

(a) Name and contact details of school administrators 

(b) School information including name, address, and contact details 

(c) Login credentials and user account setup details 

(d) Communications with Advert Media Limited (support queries, feedback, etc.) 

(e) Device type, IP address, and usage statistics for admin panel access 

(f) Participation in surveys or questionnaires 

(g) Any other information provided voluntarily through our website or communications 

From Advertisers (Commercial clients) 

(a) Name and contact details of advertiser representatives  

(b) Business name and details 

(c) Invoicing, payment and billing information (where applicable) 

(d) Communications and advertising setup information 

(e) Advertising performance analytics 

6. HOW WE COLLECT PERSONAL INFORMATION 

We may collect personal information either directly from you, or from third parties, including where you:  

(a) contact us through our website or the Skool Loop, Skool Books or Skool Apps platform platform ; 

(b) receive goods or services from us; 

(c) submit any of our online sign up forms; 

(d) communicate with us via email, telephone, SMS, social applications or otherwise; 

(e) interact with our website, social applications, services, content and advertising; and 

(f) invest in our business or enquire as to a potential purchase in our business. 

Data collected on behalf of schools

Advert Media Limited may collect and process certain personal information strictly on behalf of schools who use our platform services. This includes: 

• Parents may provide information through the Skool Loop, Skool Books or Skool Apps application app or website (e.g. when submitting forms or engaging in communication with schools) 
• Schools may input student-related data into the Skool Loop, Skool Books or Skool Apps  console, including attendance, medical, and emergency contact information. 
• Such information is collected under the direction of the school, which remains the data controller. 

Data collected for Advert Media Limited’s own operational purposes 

(g) We may also collect personal information independently for purposes such as: 

• Managing school administrator accounts and contact details. 
• Providing technical support and customer service. 
• Managing relationships with advertisers, including business contact information and campaign setup. 
• Monitoring and improving platform performance using tools such as cookies, device identifiers, IP addresses, usage analytics, and geo-location data. 

(h) In accordance with Principle 9 of the Privacy Act 2020 (NZ), we do not retain personal information for longer than is required for the lawful purposes for which it was collected. Once personal information is no longer needed, we take reasonable steps to securely delete or anonymise it. 

(i) We may also collect personal information from you when you use or access our website or our social media pages. This may be done through use of web analytics tools, ‘cookies’ or other similar tracking technologies that allow us to track and analyse your website usage. Cookies are small files that store information on your computer, mobile phone or other device and enable and allow the creator of the cookie to identify when you visit different websites. If you do not wish information to be stored as a cookie, you can disable cookies in your web browser. 

7. USE OF YOUR PERSONAL INFORMATION 

We collect and use personal information for the following purposes: 

(a) to provide our services or information to you, including the Skool Loop, Skool Books or Skool Appsapplication; 

(b) for record keeping and administrative purposes; 

(c) to provide information about you to our contractors, employees, consultants, agents or other third parties only for the purpose of to support the provision of services to you;  

(d) to improve and optimise our service offering and customer experience; 

(e) to comply with our legal obligations, resolve disputes or enforce our agreements with third parties; 

(f) to send you marketing and promotional messages and other information that may be of interest to you and for the purpose of direct marketing (in accordance with the Unsolicited Electronic Messages Act 2007 ). In this regard, we may use email, SMS, social media or mail to send you direct marketing communications. You can opt out of receiving marketing materials from us by using the opt-out facility provided (e.g. an unsubscribe link); 

(g) to send you administrative messages, reminders, notices, updates, security alerts, and other information requested by you; and 

We use your personal information for the following purposes depending on your role as a parent, school, or advertiser: 

• For Parents: To facilitate communication between parents and schools, including managing school-related activities, events, and notifications. 
• For Schools: To manage student information, attendance records, medical details, and communication with parents. 
• For Advertisers: To serve relevant advertisements based on users’ interests and activities within the Skool Loop, Skool Books or Skool Apps platform. 

We may disclose your personal information to cloud-providers, contractors and other third parties located inside or outside of New Zealand. If we do so, we will take reasonable steps to ensure that any overseas recipient deals with such personal information in a manner consistent with how we deal with it. 

However, we note that all personal information that we collect from you in accordance with this Privacy Policy is stored in New Zealand. 

8. SECURITY 

We take reasonable steps to ensure your personal information is secure and protected from misuse or unauthorised access. This includes implementing technical and organisational measures to safeguard against unauthorised access, misuse, or loss of data. As part of our security practices, the following measures are in place:  

8.1 Password Security: 

(a) Users are required to create a password when registering with the Skool Loop, Skool Books or Skool Apps platform. This password must meet minimum security requirements, such as length and complexity, to ensure it is not easily guessed. 

(b) Passwords are encrypted, hashed, and stored securely using industry-standard practices, including OWASP recommendations, to protect user data. 

(c) We do not store plain text passwords, and access to user accounts is strictly controlled through secure login processes. 

8.2 Account Authentication: 

(d) Users may be required to undergo additional authentication steps, such as a one-time passcode (OTP) or multi-factor authentication (MFA), to further secure access to their accounts. 

(e) Password recovery mechanisms are in place, and users are encouraged to choose strong, unique passwords and to keep their login credentials confidential. 

8.3 Encryption and Data Security 

(a) We protect personal information using encryption 

(b) We regularly review our security systems and may bring in independent experts to audit our practices and identify areas for improvement. 

(c) All personal information is stored in New Zealand, and any overseas providers we use are required to follow the same high privacy standards. 

8.4 Breach Notification 

(a) While we take every step to prevent data breaches, if a privacy breach occurs, we will notify schools affected and the appropriate authorities in line with the Privacy Act 2020.  

8.5 Data Retention and Deletion  

After a subscription ends, we will delete personal information within 30 days unless we are legally required to keep it for longer. 

9. LINKS 

Our website may contain links to other websites. Those links are provided for convenience and may not remain current or be maintained. We are not responsible for the privacy practices of those linked websites and we suggest you review the privacy policies of those websites before using them. 

10. REQUESTING ACCESS OR CORRECTING YOUR PERSONAL INFORMATION 

If you wish to request access to the personal information collected by a school through the Skool Loop platform and, or the Skool Books platform, please contact the relevant school directly. As the data controller, the school is responsible for handling all requests for access to or correction of personal information they collect. For information that Advert Media Limited collects for its own operations purposes, as outlined in section 4,you may contact us using the contact details below, including your name and contact details, We may need to verify your identity before providing you with your personal information.  

Unless there aregrounds for refusal as set out in the Privacy Act 2020 (including where disclosure would unreasonably impact on another person’s privacy) you have the right to access the personal information, we hold about you and to request a correction of this information.  

In some cases, we may be unable to provide you with access to all your personal information and where this occurs, we will explain why. We will deal with all requests for access to personal information within a reasonable timeframe. If you request erasure of your data, and we have no legal basis for retention, we will comply and confirm the deletion. 

If you think that any personal information we hold about you is inaccurate, please contact us using the contact details set out below and we will take reasonable steps to ensure that it is corrected. 

11. COMPLAINTS 

If you wish to complain about how we handle your personal information held by us, please contact us using the details set out below including your name and contact details. We will investigate your complaint promptly and respond to you within a reasonable timeframe. 

12. SUBPROCESSORS

12.1 To provide our Services we may engage certain third-party subprocessors (subcontractors) who assist with specific functions, such as data storage, hosting, customer support, or analytics. These subprocessors are used to ensure the smooth operation and security of our Services. All subprocessors are contractually obligated to meet equivalent privacy and security obligations as set out in this policy. 

The following table lists the subprocessors we may use in connection with the services we provide: 

We will update this table if we add or remove subprocessors and notify users where required. By using our services, you consent to our use of these subprocessors.  

13. ARTIFICIAL INTELLIGENCE  

We do not currently use artificial intelligence (AI) to process or analyse any personal information. If we decide to use AI in the future, we will notify you and clearly let you know and explain how your data might be affected. We are committed to using technology responsibly. 

14. CONTACT US 

For further information about our privacy policy or practices, or to access or correct your personal information, or make a complaint, please contact us using the details set out below: 

Contact: Advert Media Privacy Officer 

Email: content@advertmedia.co.nz 

Our privacy policy was last updated on the 11th of August 2025.

This policy will be reviewed regularly and updated as needed to effect changes in our practices or legal obligations. 

By continuing to use our services, you acknowledge and accept our privacy policy, unless you notify us otherwise.