Privacy, Sovereignty and AI Policy | Coactive Education
top of page

Privacy Policy

At Coactive Education, we value and respect your privacy. As part of our commitment to maintaining the highest standards of data protection, we have implemented this Email Privacy Statement to inform you about how we collect, use, and safeguard your personal information when you interact with us via email.

​

1. Collection of Information: When you communicate with us via email, we may collect and store certain personal information such as your name, email address, contact number, and any other relevant details you provide. We only collect information that is necessary to address your inquiries, provide support, or deliver our services to you.


2. Use of Information: We utilise the personal information collected via email for the following purposes:

  • Responding to your inquiries and requests

  • Providing you with the information or services you have requested

  • Sending you important updates, announcements, and notifications related to our products, services, or changes in our policies

  • Improving our services and tailoring them to your needs

  • Conducting internal research and analysis to enhance our communication strategies and overall customer experience

  • Complying with legal obligations and resolving any disputes or issues that may arise


3. Protection of Information: We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. Our security practices are regularly reviewed and updated to ensure the highest level of data protection. However, please be aware that no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.


4. Sharing of Information: We do not sell, trade, or rent your personal information to third parties for marketing purposes. However, we may share your information with trusted third-party service providers who assist us in operating our business or delivering our services. These third parties are bound by confidentiality agreements and are only authorized to use the information to perform specific tasks on our behalf.


5. Retention of Information: We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable laws and regulations. Once the information is no longer needed, we will securely dispose of it in accordance with our data retention policy.


6. Your Rights: You have the right to access, correct, update, or delete your personal information held by us. If you wish to exercise any of these rights or have any concerns about the use of your personal information, please contact us using the information provided below.


7. Changes to this Statement: We reserve the right to modify or update this Email Privacy Statement from time to time. Any changes will be effective upon posting the revised version on our website or notifying you via email. We encourage you to review this statement periodically to stay informed about how we protect your privacy.

 

8. Protection of Iwi/Hapū Intellectual Property and Data Sovereignty

We acknowledge that iwi and hapū retain collective and inalienable rights to their own mātauranga Māori, cultural expressions, narratives, data, and other taonga, regardless of the form in which they are captured or used within the Deliverables or Services.

Any story, knowledge, or data shared by iwi or hapū representatives that relates to tribal identity, history, or tikanga is considered culturally sensitive and remains the intellectual and cultural property of the respective iwi or hapū.

The Company and any School that has use of the property agree that such materials:
i. Will not be used, reproduced, altered, or disseminated beyond the agreed project scope without prior written consent from the relevant iwi/hapū;
ii. Will be stored, managed, and protected in accordance with Māori Data Sovereignty principles, including Te Mana Raraunga guidelines and any specific protocols provided by the iwi/hapū;
iii. Will be clearly attributed, wherever appropriate, to the iwi/hapū from which the content originates, respecting customary practices of whakapapa and guardianship.

 

We acknowledge the Treaty of Waitangi obligations and the principles of partnership, participation, and protection in their handling of iwi/hapū IP and data.

This clause survives the termination of this Agreement and applies in perpetuity to all iwi/hapū-derived knowledge and data.

In the event of a conflict between this clause and any other IP provision in this Agreement, this clause shall take precedence with respect to iwi/hapū content.


If you have any questions, comments, or concerns regarding our Email Privacy Statement or our data protection practices, please do not hesitate to contact our Privacy Team at admin@coactiveeducation.com. We will be happy to assist you.

AI Policy

1. Purpose and Applicability

This AI Policy outlines the principles, expectations, and commitments guiding the ethical and effective use of Artificial Intelligence (AI) within Coactive Education. It applies to all staff, contractors, and collaborators involved in the design, deployment, or management of AI systems that impact our work with all stakeholders including ākonga, kaiako, and tumuaki.


2. Framework for AI Objectives

We use AI to support innovation in educational practice, improve efficiency, and enhance access to quality professional learning and support. All AI objectives must:

  • Centre ākonga in design and outcome;

  • Enhance collaboration among stakeholders;

  • Support equity, inclusion, and culturally responsive practice;

  • Be informed by current, credible pedagogical research.

Progress toward these objectives will be reviewed annually, ensuring alignment with our strategic goals and stakeholder needs.


3. Commitment to Compliance and Improvement

We commit to:

  • Complying with all relevant AI-related legislation, including privacy and data protection under the Privacy Act 2020;

  • Adhering to international AI standards where applicable

  • Continually improving our AI governance and capability through feedback, audits, and staff training.


4. Principles Guiding AI Activities

Our AI use is grounded in the following principles:

  • People-first: AI must support learning, wellbeing, and achievement.

  • Ethical and fair: We do not use AI to profile or disadvantage individuals.

  • Transparent and explainable: Stakeholders must understand how AI affects decisions.

  • Collaborative and co-constructed: AI supports - not replaces - human judgement.

  • Innovative with integrity: We seek to lead change, not chase trends.

​

5. Processes for Handling Deviations

All suspected policy breaches, AI errors, or unintended consequences must be reported to our Data and AI Lead. A formal review process will identify the root cause and ensure appropriate corrective and preventive action is taken. Stakeholders impacted by a deviation will be informed in a timely and transparent manner.


6. Alignment with Other Organisational Policies

This policy complements our:

  • Privacy and Protective Security Policy

  • Health and Safety Policy


7. Documentation and Communication

This policy is publicly available and will be shared internally during onboarding and professional development sessions. Any major updates will be communicated to all staff and partners, with opportunities for feedback.

​

8. Review and Evaluation

The AI Policy will be reviewed every 12 months or earlier if there are significant changes in AI use, education policy, or compliance standards.


9. Roles and Responsibilities

  • Executive Team: Overall accountability for AI governance.

  • AI/Data Lead: Oversees implementation, monitors compliance, coordinates training.

  • Project Teams: Ensure AI usage aligns with this policy in their workstreams.

  • All Staff: Are responsible for ethical use and raising concerns where necessary.


10. AI Risk Management

We assess AI risks using a standardised framework covering:

  • Impact on learners and educators

  • Data privacy and security

  • Cultural responsiveness

  • Systemic bias and fairness
    Risk assessments will be integrated into project design and reviewed regularly.

​

11. Training and Awareness

All staff engaging with AI tools or processes will receive annual training focused on:

  • Ethical AI use

  • Privacy and data safety

  • Practical applications for education

  • Recognising and addressing bias


12. Monitoring and Reporting

All AI systems in use will be monitored to ensure they perform as intended, remain safe and fair, and continue to serve the interests of our stakeholders.


13. Incident Response and Accountability

In the event of an AI-related incident (e.g., harmful recommendation, privacy breach), we will:

  • Notify affected parties

  • Conduct a root cause analysis

  • Take remedial steps

  • Report transparently to partners and regulators, where required


14. External Communication and Transparency

We maintain an open and transparent stance with our education partners and the public regarding our use of AI. This includes:

  • Clearly communicating how AI supports our mahi

  • Ensuring AI does not replace human relationships or professional judgement

  • Making AI decisions interpretable to end users

bottom of page