Privacy Policy

We may update this policy by uploading a revised version to our website. Changes apply from the date the updated policy is published.

• You, when you provide it to us (e.g. via registration, use of our services, email, or through your school)
• Your school or teachers, when they create or manage accounts, assignments, or exams that include you
• Identity providers (e.g. Microsoft or Google), if your school enables single sign-on (SSO) — we receive authentication details needed to sign you in (such as email and name claims from the identity provider)
• Third parties where you have authorised this, or where the information is publicly available

We aim to collect personal information directly from you whenever possible.

• Your name
• Your email address
• School affiliation and role (e.g. student, teacher)
• Learning and assessment content (e.g. essays, reports, assignment submissions, exam answers, grades, feedback, and related activity)
• Images of handwritten work where you or your school use photo upload / transcription features
• Metadata related to your account
• Anonymised website usage analytics via Vercel Analytics (page views, referrer, browser type, device type, and country-level location). This data contains no personally identifiable information and cannot be used to identify you.

• Verify your identity
• Provide you with access to WriteWise Learn and WriteWise Exams, including AI-powered feedback, marking support, and exam features
• Send transactional service emails (e.g. sign-in codes and generic service notifications). These emails do not include grades
• Improve our services and maintain the platform
• Respond to your communications, including support and complaints
• Conduct anonymised research and analysis
• Comply with legal obligations
• Protect and enforce our legal rights

What we DON'T do:

• We do not use your information to send marketing messages or promotional material
• We configure our AI provider so submitted content is not used to train their models

We may disclose your personal information to:

Service providers that support our platform:

• Supabase — authentication, database, and file storage (Australia, Sydney region)
• Vercel — application hosting and privacy-first analytics
• OpenAI — AI-powered feedback, transcription assistance, grading suggestions, and exam-related AI features. We do not send your account name or email address to OpenAI in prompts. OpenAI is not permitted to use submitted content for training its models
• Postmark — transactional email delivery (e.g. sign-in codes and generic service updates). Email content is limited to these generic service messages and does not include grades. Postmark retains email message content for up to 45 days
• Microsoft Azure Speech — text-to-speech read-aloud for exams where enabled (Australia East region). Audio is streamed for playback and is not retained by WriteWise as stored audio files
• Microsoft (Entra ID) — school single sign-on, where a school enables Microsoft SSO
• Google — school single sign-on, where a school enables Google SSO

Other disclosures:

• Your school and authorised teachers or staff, as needed to provide the service (e.g. marking, invigilation, releasing feedback)
• Government agencies or regulators if required by New Zealand law (e.g. by court order, warrant, or lawful request)
• Any person you explicitly authorise us to share information with

Storage and Security Measures:

• Storage locations: Personal information is stored primarily using Supabase (Sydney, Australia region). See section 5 for other processors, including Azure Speech (Australia East).
• Encryption: Data is encrypted in transit using TLS/SSL protocols and encrypted at rest using industry-standard encryption methods.
• Access controls: We implement role-based access controls and least-privilege principles to ensure only authorised personnel can access personal information.
• Infrastructure: Data is stored in managed cloud environments with security certifications and regular security audits.

We retain your data only for as long as necessary to:

• Provide services to you
• Comply with legal obligations
• Improve WriteWise

You have the right to:

• Access your readily retrievable personal information
• Request a correction of your personal information

To do so, please email leon@writewise.co.nz.

If you believe we have breached your privacy rights or mishandled your personal information, you have the right to make a complaint.

How to make a complaint:

• Email your complaint to leon@writewise.co.nz
• Include details of the privacy breach or concern, including when it occurred and how it has affected you
• Provide any relevant documentation or evidence

How we will handle your complaint:

• We will acknowledge receipt of your complaint promptly
• We will investigate your complaint thoroughly and fairly
• We will respond to you within 20 working days (as required by the Privacy Act 2020)
• If we need more time, we will inform you and explain why

WriteWise is intended for users aged 13 and over. We recognise that individuals under 16 require additional protection.

• For users under 16: Parental/guardian review encouraged
• For users under 15: Parental oversight particularly recommended

If you have any questions about this policy or want to request access to or correction of your personal information, contact: leon@writewise.co.nz.