Privacy Policy

Advert Media Limited PRIVACY POLICY

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: any education provider or other entity that has subscribed to and uses the Skool Loop Platform, SkoolBooks platform, or the Skool Apps 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), the website, the school console, and any associated features, content, and communication tools made available through or in connection with these services.

SkoolBooks: Advert Media Limited or its assigns.

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

Skool Apps: Advert Media Limited or its assigns.

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

Subprocessor(s): 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: 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:

parents who use the Skool Loop, SkoolBooks or Skool Apps platform to interact with their child’s school;

Schools using Skool Loop, SkoolBooks or Skool Apps for administrative purposes and communication with parents and the wider school community; and

Advertisers who may use Skool Loop, SkoolBooks or Skool Apps to deliver advertisements and related services.

Personal information is collected and processed in accordance with the Privacy Act 2020 and applicable school policies. Where personal information is provided to the platform, it will be stored, maintained, used and disclosed only as described in this Privacy Policy and under the instruction of the school acting as the data controller.

Important: Schools at all times remain the custodians of all personal information they input into the Skool Loop, SkoolBooks or Skool Apps platform. Advert Media Limited acts solely as a platform provider, without ownership or control over user data. Advert Media Limited acts as a data processor on behalf of the school, which remains the data controller for all personal information stored within the platform. 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.

Privacy Policy Updates

If we make changes to this Privacy Policy that affect how personal information is collected, used, or disclosed, we will notify schools and users of the update at least 30 days before the changes take effect.

Notification may be provided through email, platform notifications, or other direct communication channels used by the service. During this notification period, users and schools will have the opportunity to review the updated policy before it becomes effective.

Continued use of the service after the effective date of the updated Privacy Policy indicates acknowledgement of the updated terms.

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, SkoolBooks 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, SkoolBooks or Skool Apps platform.

In this context:

Schools are responsible for the personal information they collect, upload and process. They must ensure they comply with applicable privacy laws, including taking reasonable steps to safeguard personal information from unauthorised access, disclosure, misuse, or loss, and to ensure that information is only used for the purpose for which it was collected.

Advert Media Limited acts solely as a data processor on behalf 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.

© Advert Media Limited. This privacy policy is provided for informational purposes. For questions about this policy, please contact the relevant school or Advert Media Limited through the channels provided by your school.

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):

first name and surname

email address

username (optional)

image, determined by the user (optional)

electronic signature (optional)

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

conversations with teachers which are stored for 30 days

responses such as online survey or forms (optional)

4.2 Student information (iOS and Android app):

first name and surname

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

class name (optional)

school name (optional)

username (optional)

image – determined by Teacher or School Administrator (optional)

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):

first name and surname (optional)

username (user-determined, optional)

class name (optional)

school name (optional)

phone number (optional)

bio – determined by users

image (optional)

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

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

Student Data Protection and Minimisation

Advert Media Limited is committed to protecting student information and applying data minimisation principles. The Skool Loop and SkoolBooks platforms are designed so that schools collect and store only the personal information reasonably necessary for communication, educational support, and school administration. We do not require schools to collect additional personal information beyond what is necessary for the operation of the service.

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)

Name and contact details of school administrators

School information including name, address, and contact details

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

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

Participation in surveys or questionnaires

Any other information provided voluntarily through our website or communications

From Advertisers (Commercial clients)

Name and contact details of advertiser representatives

Business name and details

Invoicing, payment and billing information (where applicable)

Communications and advertising setup information

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:

Receive goods or services from us;

Submit any of our online sign up forms;

Communicate with us via email, telephone, SMS, social applications or otherwise;

Interact with our website, social applications, services, content and advertising;

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, SkoolBooks or Skool Apps application 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

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.

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.

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:

To provide our services or information to you, including the Skool Loop, SkoolBooks or Skool Apps application;

For record keeping and administrative purposes;

To provide information about you to our contractors, employees, consultants, agents or other third parties only for the purpose of supporting the provision of services to you;

To improve and optimise our service offering and customer experience;

To comply with our legal obligations, resolve disputes or enforce our agreements with third parties;

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);

To send you administrative messages, reminders, notices, updates, security alerts, and other information requested by you;

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, SkoolBooks 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.

Role of the School and Data Control

Schools remain the data controller for student, family, and staff personal information stored within the SkoolBooks platform. SkoolBooks acts as a data processor and processes personal information only on behalf of and under the instruction of the school.

Schools are responsible for determining what information is collected, how it is used within the platform, and who has access to that information. SkoolBooks provides the platform and associated services but does not independently determine the purposes for which personal information is processed.

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:

Access to personal information is limited to authorized personnel and contractors strictly for the purpose of maintaining and supporting the platform.

8.1 Password Security

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

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

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

8.2 Account Authentication

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.

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

We protect personal information using encryption.

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

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

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.

8.6 Sub-processors and Third-Party Service Providers

SkoolBooks may engage carefully selected third-party service providers (“sub-processors”) to assist with the operation, hosting, maintenance, and improvement of the SkoolBooks platform. These providers may process limited personal information only for the purpose of delivering services on behalf of SkoolBooks.

All sub-processors are subject to contractual obligations that require them to maintain appropriate security and confidentiality standards and to process personal information only in accordance with SkoolBooks’ instructions and applicable privacy laws.

SkoolBooks maintains a list of current sub-processors used in delivering the service.

If SkoolBooks intends to add or replace a sub-processor that may process personal information, affected schools will be notified in advance of the change and provided with information about the proposed sub-processor and the services they provide. Schools may review this information and contact SkoolBooks if they have any questions or concerns regarding the proposed change.

SkoolBooks does not treat continued use of the service as consent to the addition or change of sub-processors. Any updates involving sub-processors will be communicated to schools in advance to ensure transparency and allow a reasonable opportunity for review.

9. ACCETABLE USE & RESPONSIBLE USE (AUP/RUP) (ST4S Requirement)

Skool Loop and SkoolBooks are provided for communication and learning support purposes. To help keep our services safe and appropriate for all users (including children), use of the services is governed by our Acceptable Use / Responsible Use Policy.

This policy applies to:

School staff and authorised administrators
Parents / caregivers
Students (where student access is enabled by the school)

The Acceptable Use / Responsible Use Policy outlines expected user behaviour, protections for children, and misuse prevention requirements.

9.1 Availability of the policy

Our Acceptable Use / Responsible Use Policy is made available to users:

publicly on our website; and/or
provided to schools and users prior to use of the service.

9.2 Prohibited use

Users must not use Skool Loop or SkoolBooks to:

harass, threaten, bully, intimidate, or harm others;
post or share inappropriate, offensive, or unlawful content;
share personal information about children or other users inappropriately;
attempt to gain unauthorised access to systems or accounts; or
misuse the service in any way that breaches applicable laws or school policies.

9.3 Safety, moderation and enforcement

Where we become aware of content or behaviour that may breach the Acceptable Use / Responsible Use Policy, we may remove or restrict access to content, suspend accounts, notify the relevant school administration, and escalate serious concerns to appropriate authorities where required.

9.4 Reporting concerns

If you become aware of unsafe or inappropriate use of the service, please report it to your school administrator and/or contact SkoolBooks support so concerns can be investigated promptly.

10. LINKS

Our website may contain links to other websites. These 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 recommend that you review the privacy policies of those websites before using them.

11. 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 SkoolBooks 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 operational purposes, as outlined in Section 5, you may contact us using the contact details below and provide your name and contact details. We may need to verify your identity before providing you with your personal information.

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

12. 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.

13. CURRENT SUB-PROCESSORS

Advert Media Limited uses the following sub-processors to support the operation of the Skool Loop, SkoolBooks and Skool Apps platforms.

Name	Category	Link	Purpose	Personal data Type	Location
Activate Design Limited	Development	https://www.activate.co.nz/	Primary development partner for console and applications. Application development, maintenance and support. Technical operations.	Data is not directly collected by Activate as servers are hosted with Sitehost.	New Zealand
Sitehost	Hosting	https://sitehost.nz/about/policies-compliance/privacy-policy	Primary hosting of the service, database and backup services	End user data created/entered into Skool Loop’s mobile or web applications (e.g. contact information, form entries)	New Zealand
Cloudflare	Networking	https://www.cloudflare.com/en-au/privacypolicy	Cloud delivery network (CDN) and network security.	IP Addresses, basic log data	Worldwide
Google Cloud Platform	Analytics and Messaging	https://cloud.google.com/	Crash reporting, push notifications, analytics, document viewing	Device identifiers, usage data, IP addresses, user activity data, notification interaction data, usage logs.	Worldwide
Microsoft Azure	Authentication	https://azure.microsoft.com/	Authentication services for Australian schools, Single Sign-On capabilities.	Usernames, email addresses, passwords, demographic data, IP addresses.	Worldwide

14. 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.

15. 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 17 March 2026.

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