Institution Terms & Data Processing Agreement

These Institution Terms & Data Processing Agreement ("Institution Terms") apply where Edvias is provided to a school, university, TAFE, college or other educational institution ("Institution").

These Institution Terms supplement the Edvias Terms of Use, Privacy Policy and other applicable policies.

Where there is any inconsistency between these Institution Terms and the terms & conditions of Use, these Institution Terms prevail to the extent of that inconsistency for Institution-managed Accounts.

Institution Account means an account created, managed or licensed by an Institution.

Institution Administrator means an authorised employee or representative responsible for administering Institution Accounts.

Student Data means personal information relating to students, educators or authorised users collected through the Services.

Institution Content means educational materials, files, assessments and other content uploaded by or on behalf of an Institution.

Processing includes collecting, storing, using, disclosing, analysing, organising or deleting information.

These Institution Terms apply whenever an Institution:

• purchases licences;
• manages student Accounts;
• provides access to Edvias;
• uploads educational content;
• integrates Edvias with institutional systems;
• uses Edvias for teaching, assessment or administration.

The Institution is responsible for:

• ensuring it has authority to provide student information to Edvias where required;
• informing users about the use of Edvias;
• maintaining the security of administrator credentials;
• assigning and removing authorised administrators;
• complying with applicable education and privacy laws.

Edvias will use reasonable efforts to:

• provide the contracted Services;
• protect Institution Data using appropriate technical and organisational measures;
• assist with reasonable administrative requests;
• maintain service availability subject to maintenance and operational requirements;
• notify the Institution of material security incidents affecting Institution Data where required by law or contract.

Edvias processes Institution Data only for purposes such as:

• providing the Services;
• authenticating users;
• operating AI features requested by authorised users;
• processing uploaded educational materials;
• enabling collaboration;
• providing technical support;
• maintaining platform security;
• complying with legal obligations.

Edvias does not claim ownership of Institution Data.

Where authorised users choose to use AI features:

• prompts, uploaded documents, OCR results and related inputs may be processed by authorised AI service providers acting on behalf of Edvias;
• AI-generated outputs are provided to support teaching and learning and should be reviewed by users before reliance.

Institutions remain responsible for determining whether AI use is appropriate for particular assessments or educational activities.

Institution Administrators may have access to administrative functions necessary to manage Institution Accounts, including:

• creating, modifying and disabling user accounts;
• assigning licences;
• viewing subscription status;
• managing groups or classes;
• accessing administrative reports.

Institution Administrators do not automatically receive access to:

• private AI conversations;
• private direct messages;
• personal billing information;
• private uploaded documents unrelated to institutional administration,

unless such access is expressly provided by a feature, clearly disclosed to users and appropriately permission-controlled.

Each party agrees to keep confidential information received from the other party secure and to use it only for purposes related to the Services, except where disclosure is required by law.

Edvias maintains reasonable technical and organisational safeguards, which may include:

• encryption of data in transit;
• role-based access controls;
• authentication mechanisms;
• security monitoring;
• regular software updates;
• backup procedures;
• incident response processes.

No online service can guarantee absolute security.

If Edvias becomes aware of a confirmed security incident affecting Institution Data, we will notify the Institution without undue delay where required by applicable law or contractual obligations.

Notifications will include available information reasonably necessary to understand the nature of the incident and the steps being taken to respond.

Institution Data may be processed or stored in Australia or in other jurisdictions where authorised service providers operate.

Edvias will take reasonable steps to ensure overseas disclosures are managed in accordance with applicable privacy laws and contractual obligations.

Institution Data will be retained only for as long as reasonably necessary to provide the Services, comply with legal obligations, resolve disputes and protect the security and integrity of the platform.

Upon termination of the Institution's subscription, Edvias will, subject to legal and operational requirements:

• provide a reasonable opportunity to export Institution Data where supported by the Services; and
• securely delete or de-identify Institution Data from active systems within a reasonable period.

Residual copies may remain temporarily in encrypted backups until automatically overwritten.

Each party remains responsible for complying with the laws applicable to it, including privacy, education and consumer protection laws.

Nothing in this Agreement transfers a party's statutory obligations to the other party.

The Institution retains ownership of its educational materials and Institution Content.

Edvias retains ownership of:

• the Services;
• software;
• AI systems;
• trademarks;
• documentation;
• improvements to the platform.

Nothing in these Institution Terms transfers ownership of intellectual property except as expressly stated.

Unless separately agreed in writing, Edvias does not provide guaranteed service levels or uptime commitments.

If the Institution requires specific service level agreements (SLAs), these may be negotiated under a separate enterprise agreement.

Liability is governed by the Edvias Terms of Use unless otherwise agreed in writing.

Nothing in these Institution Terms excludes rights that cannot lawfully be excluded under applicable law.

Either party may terminate an Institution subscription in accordance with the applicable subscription agreement or Order Form.

Termination does not affect accrued rights, payment obligations or provisions that by their nature survive termination.

Edvias may update these Institution Terms from time to time.

Where changes materially affect Institutions, reasonable notice will be provided before the changes take effect.

• Website: https://edvias.com
• Administration: admin@edvias.com
• Support: support@edvias.com