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MyUniMentor Privacy Policy

Version 1.0 — proposed final draft

MyUniMentor is a project and online service operated by CJEL DIGITAL IMAGING EDUCATION SOLUTION PTY LTD (ABN 59 630 412 047).

Version: 1.0 — proposed final draft

Legal operator: CJEL DIGITAL IMAGING EDUCATION SOLUTION PTY LTD (ABN 59 630 412 047; ACN 630 412 047)

Main business location: NSW 2034, Australia

CJEL DIGITAL IMAGING EDUCATION SOLUTION PTY LTD (ABN 59 630 412 047; ACN 630 412 047) ("CJEL") operates the MyUniMentor project and online service ("MyUniMentor"). References to "MyUniMentor", "we", "us" or "our" mean CJEL in its capacity as operator of the MyUniMentor project.

1. Our approach

CJEL DIGITAL IMAGING EDUCATION SOLUTION PTY LTD (ABN 59 630 412 047) is the entity responsible for operating MyUniMentor and for the personal-information handling described in this Policy.

MyUniMentor handles personal information to operate a student peer-mentoring marketplace, verify Mentors, administer payments and disputes, record Community Contribution, issue career records and facilitate professional referrals.

Where the Australian Privacy Act 1988 and Australian Privacy Principles (APPs) apply to us, we will comply with them. We also aim to apply privacy-by-design practices where the Privacy Act may not apply to every activity.

2. Information we collect

Depending on how you use MyUniMentor, we may collect:

Account and profile information

  • - name;
  • - email address and phone number;
  • - date of birth;
  • - location;
  • - university, degree/course and study status;
  • - languages;
  • - profile photograph;
  • - biography and service information.

Mentor verification information

  • - photo identification;
  • - student/enrolment evidence;
  • - academic transcript or graduate evidence where required;
  • - verification status and history.

Booking and communication information

  • - Booking details;
  • - dates/times;
  • - service descriptions;
  • - Platform messages;
  • - cancellation/reschedule records;
  • - ratings and reviews;
  • - support requests.

Payment information

  • - payment-provider identifiers;
  • - transaction references;
  • - amounts;
  • - refunds;
  • - payout status;
  • - chargeback information.

We do not intend to store a Mentor's bank-login credentials or full bank account credentials where payment onboarding is handled directly by the payment provider.

Legal and security information

  • - document/version accepted;
  • - acceptance timestamp;
  • - booking snapshot;
  • - IP address;
  • - browser/user-agent;
  • - security logs;
  • - fraud indicators;
  • - moderation and dispute records.

Community Contribution and career information

  • - contribution activities;
  • - verified cumulative hours;
  • - verifier/evidence;
  • - Super Mentor status/history;
  • - awards, award reasons and evidence;
  • - factual career-record requests.

Professional referral information

  • - referral request;
  • - consent to share details;
  • - Professional Provider selected;
  • - professional registration verification;
  • - referral status;
  • - commercial-disclosure acknowledgement where relevant.

3. How we collect information

We collect information:

  • - directly from you;
  • - from your use of the Platform;
  • - from the other party to a Booking;
  • - from payment providers;
  • - from public professional registers;
  • - from a Professional Provider where appropriate;
  • - from authorised administrators;
  • - where required or authorised by law.

4. Why we use information

We may use information to:

  • - create and manage accounts;
  • - verify eligibility;
  • - display Mentor profiles;
  • - facilitate Booking and messaging;
  • - process and administer payments;
  • - prevent fraud and abuse;
  • - moderate conduct;
  • - investigate complaints and disputes;
  • - maintain legal acceptance evidence;
  • - operate Community Contribution and Super Mentor programs;
  • - verify and issue career records;
  • - verify Professional Providers;
  • - make requested referrals;
  • - comply with tax, reporting, legal and regulatory obligations;
  • - secure, maintain and improve MyUniMentor;
  • - send service messages;
  • - send marketing only where we have a lawful basis and required consent.

5. Administrator access to messages

Platform messages are not private from MyUniMentor administrators.

Authorised administrators may access messages where reasonably necessary for:

  • - user support;
  • - a complaint or payment dispute;
  • - safety or safeguarding;
  • - suspected fraud;
  • - security;
  • - suspected rule breach;
  • - legal or regulatory compliance.

We limit such access to authorised roles and should log access where reasonably practicable.

6. Verification documents

Identity and academic documents are higher-risk information.

Our intended retention practice is:

  • - keep source verification documents only as long as reasonably necessary to complete verification;
  • - ordinarily delete source identity/academic documents within 30 days after verification is completed, unless needed for a current dispute, fraud investigation, legal requirement or re-verification;
  • - retain a verification result/status and audit record without keeping the full source document where reasonably possible.

We may retain a source document longer where law, safety, fraud prevention or a current dispute reasonably requires it.

7. Hosting and service providers

Current/recent infrastructure identified in the product materials includes:

  • - OVHcloud infrastructure in Canada for application/database functions;
  • - Cloudflare R2 for uploaded files/media and backups;
  • - Stripe;
  • - PayPal where enabled;
  • - email and communication providers.

Service-provider locations and data flows can change. We maintain a current internal data map.

Where APP 8 applies to an overseas disclosure, we will take reasonable steps required by law and maintain appropriate contractual, technical or organisational safeguards.

8. Overseas recipients

Personal information may be processed or disclosed outside Australia, including in Canada and other countries in which our cloud, payment, communications or professional service providers operate.

Where practicable, we will maintain an up-to-date list of material overseas service locations.

9. Professional referrals

Before we send your personal contact or case details to a Professional Provider, we will:

  • - identify the Professional Provider;
  • - tell you what information will be shared;
  • - explain the purpose;
  • - obtain appropriate consent or rely on another lawful basis;
  • - disclose a commercial or sponsored relationship where required.

You may browse public Professional Provider information without being required to disclose unnecessary personal information.

10. Community Contribution and career records

We may retain:

  • - verified activities;
  • - uncapped cumulative contribution hours;
  • - evidence;
  • - Super Mentor status/history;
  • - award history;
  • - corrections and withdrawals.

These records may be retained for career-verification and fraud-prevention purposes.

You may request correction of an inaccurate factual record.

11. Disclosure

We may disclose information to:

  • - payment providers;
  • - hosting and infrastructure providers;
  • - communications providers;
  • - Professional Providers with appropriate consent or lawful basis;
  • - advisers, insurers and auditors;
  • - regulators, courts, law-enforcement agencies or other authorities where required or authorised by law.

We will not routinely report every academic-integrity concern to a university. Any external disclosure should have a lawful basis and follow an approved process.

12. Marketing

Marketing consent is separate and optional.

You can unsubscribe from marketing without closing your MyUniMentor account.

Service and legal notices are not marketing and may still be sent where needed.

13. Access and correction

You may request access to personal information we hold about you, or ask us to correct inaccurate information.

We may need to verify your identity.

We will respond within a reasonable time and, where the Privacy Act applies, in accordance with applicable requirements.

14. Deletion

You may request deletion of your account or personal information.

We may retain information where reasonably necessary for:

  • - transactions and accounting;
  • - tax/reporting;
  • - chargebacks;
  • - disputes;
  • - fraud/security;
  • - safety;
  • - legal acceptance evidence;
  • - regulatory or legal obligations;
  • - defence of legal claims;
  • - integrity of career records.

15. Retention summary

Unless a longer period is reasonably required:

  • - routine Platform messages: up to 24 months after the last relevant activity;
  • - source identity/academic documents: ordinarily up to 30 days after completed verification;
  • - Booking/payment/refund/chargeback records: 7 years;
  • - legal acceptance records: 7 years after account closure or longer if required for a claim;
  • - dispute/moderation records: up to 7 years depending on seriousness;
  • - contribution/award records: while the account is active and up to 7 years after closure for verification purposes;
  • - marketing consent/unsubscribe records: as reasonably necessary to demonstrate consent or suppression.

16. Security

We use reasonable technical and organisational safeguards appropriate to the information we hold.

No internet service is completely risk-free.

17. Data breaches

Where the Notifiable Data Breaches scheme applies, we will assess suspected eligible data breaches and notify affected individuals and the OAIC where required.

18. Complaints

You may make a privacy complaint through the support/privacy contact shown on MyUniMentor.

We aim to acknowledge a privacy complaint within 5 business days and respond substantively within 30 days where reasonably practicable.

If the Privacy Act applies and you remain dissatisfied, you may be able to complain to the Office of the Australian Information Commissioner.

19. Automated decisions

If CJEL arranges for a computer program to use personal information to make a decision that could reasonably be expected to significantly affect a person's rights or interests, CJEL will assess and update this Privacy Policy as required by the APP 1 amendments commencing on 10 December 2026.

Examples that require assessment could include automated account suspension, eligibility, ranking or other significant decisions.

20. Changes

We may update this Policy as our services, providers or legal obligations change.

Material changes will be versioned and notified appropriately.