Privacy Policy

Feesable Pty Ltd

When you deal with Feesable or use our products and services, you trust us with your personal information. We are committed to protecting your personal information and keeping that trust.

This document outlines the data we collect, how it is used and shared, and your choices regarding this data. If you have any questions or concerns relating to this document, please refer to the contact options below.

Last Modified: 30 October 2026

Introduction
1. Feesable Pty Ltd (ACN 643 800 999) (we, us, our) recognises the importance of protecting the privacy and the rights of individuals in relation to their personal information.
2. This privacy policy applies between us, Feesable Pty Ltd (ACN 643 800 999) (we, us, our), the schools, colleges and organisations that engage our services (Customers), and individuals whose personal information is collected, used or disclosed in connection with our products and services, including users of our fee calculator, fee management, payment initiation, billing, portal and related platform services (Users) (together, the Product) (each referred to as you, your).
3. This privacy policy sets out how we collect, hold, use and disclose personal information in connection with the Product, our website (Site), our dealings with Customers and Users, and our business operations generally.
4. We manage the collection, use and disclosure of your personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles.
5. If you do not wish to provide personal information to us, then you do not have to do so. However, this may affect your use of this Site or any products and services offered on it. You may use the Site without registering, in which case we will not be able to personally identify you unless you choose to register or subscribe to any of the Products or provide us with your identity. You cannot, however, register or subscribe to any of the Products (other than browsing the Site) anonymously or using a pseudonym.
What is your personal information?
1. When used in this privacy policy, the term “personal information” has the meaning given to it under the Privacy Act.
2. In general terms, it is any information that can be used to personally identify you. This may include your name, address, telephone number, email address and profession or occupation.
3. If the information we collect personally identifies you, or you are reasonably identifiable from it, the information will be considered personal information.
4. We may also collect information that is not personal information because it does not identify you or anyone else. For example, we may collect de-identified, aggregated or technical information about how users interact with the Site or the Product.
5. Your personal information will not be shared, sold, rented or disclosed other than as described in this privacy policy.
6. We do not seek to collect sensitive information (as defined in the Privacy Act). Some information handled through the Product, such as a discount, concession or scholarship category applied to an account, may indicate sensitive information. Where we collect sensitive information, we do so only with consent (which may be obtained via the relevant Customer) or otherwise where permitted by law.
Children
1. Our Product is not offered to persons who cannot form legally binding contracts under applicable law (except where parental/guardian consent is given). You must also be old enough to consent to the processing of your personal information in your country (in some countries we may allow your parent or guardian to consent on your behalf).
2. If you provide personal information about a person under the age of 18, including a student or other dependent, you must have all necessary consents and be authorised to do so, including as or by their parent or legal guardian where required. We may collect personal information relating to students, parents, guardians, payers and authorised representatives in connection with the Product.
Our Customers
1. We provide an online platform to assist schools, colleges and organisations with fee calculation, fee management, billing, payment initiation, reporting, communications and related administrative functions.
2. Our direct customer relationship is generally with the relevant school, college or organisation that engages the Product.
3. For the purposes of applicable privacy and data protection laws:
  1. in many cases, we collect and handle personal information on behalf of a Customer in providing the Product, and the Customer may determine what information is collected, how the Product is configured, who may access the Product and how personal information is used within the Product;
  2. in some cases, we may also collect, hold, use or disclose personal information for our own legitimate business purposes, including product administration, service delivery, billing, security, support, analytics (using de-identified or aggregated data), legal compliance and improving the Product; and
  3. where a Customer controls certain personal information processed through the Product, you may also need to refer to that Customer’s privacy policy for information about how they handle your personal information.
What information we may collect
1. We may collect the following personal information:
  1. Individuals (including Users, parents, guardians, payers and authorised representatives):
    1. names;
    2. email addresses;
    3. telephone numbers;
    4. postcode, suburb and address details where relevant;
    5. relationship to a student or child, account or Customer;
    6. information entered into the Product, including in relation to a student or child: names, school year or grade level, school attended or proposed to be attended, and other fee-related details;
    7. fee estimates, invoices, statements, account balances, discounts, levies, credits and payment schedules;
    8. payment-related information, including payment amounts, payment dates, payment status, transaction references, receipts, refund information, failed payment information and chargeback or reversal information;
    9. bank account, direct debit information or other payment account details where relevant to payment initiation;
    10. tokenized payment details and payment method information where relevant, noting that full payment card details may be collected and processed by third-party payment providers rather than stored by us;
    11. communications, enquiries, support requests and complaint information;
    12. IP address, browser details, device information and usage data; and
    13. any other personal information you provide to us in connection with the Product or our services.
  2. Customers and Customer personnel:
    1. billing, mailing, business and physical address details;
    2. contact details of directors, officers, employees, contractors and authorised users, including names, positions, email addresses and telephone numbers;
    3. login, account and portal access details;
    4. fee schedules, levies, discounts, concessions, pricing information, debtor and account information, and related configuration data required for the Product;
    5. bank account, remittance or settlement details where relevant;
    6. transaction, reconciliation and reporting information; and
    7. any other information reasonably required for us to provide the Product and related services.
Purposes of collection, use and disclosure
1. We collect, hold, use and disclose personal information for the following purposes:
  1. Individuals (including Users, parents, guardians, payers and authorised representatives):
    1. to provide the Product and related services;
    2. to calculate fees and generate fee estimates;
    3. to create and manage fee accounts, invoices, statements and payment schedules;
    4. to initiate payments, refunds, reversals and related transactions;
    5. to initiate direct debit arrangements or other payment methods where applicable;
    6. to provide receipts, account updates, reminders and service communications;
    7. to allow the relevant Customer to respond to enquiries, manage accounts and provide assistance in relation to fees or payments;
    8. to enable the Product to operate as intended, including displaying relevant personal information within the Product portal to authorised personnel of the relevant Customer and to us where required for support and administration;
    9. to provide customer support, respond to enquiries, investigate complaints and manage disputes;
    10. to verify identity, detect misuse, manage security and protect the integrity of the Product;
    11. to reconcile transactions, maintain internal records and administer our business;
    12. to operate our business and maintain our Products, including to conduct analytics, service improvement, product development and internal reporting;
    13. to send direct marketing communications to individuals who have subscribed to receive them from us (such as through our Site or mailing list) or otherwise indicated a preference to receive them, where permitted by law and in accordance with indicated preferences; and
    14. to comply with any applicable law, regulation, lawful request, determination, decision or direction of a regulator, court, tribunal or governmental authority.
  2. Customers and Customer personnel:
    1. to answer enquiries and provide information or support;
    2. to set up, administer and maintain Customer accounts and access to the Product;
    3. to configure fee rules, account settings, billing workflows, user permissions and reporting functions;
    4. to provide access to the Product portal and enable authorised personnel to manage user, fee and payment information within the Product;
    5. to process billing, remittance, reconciliation and related account administration;
    6. to support integrations, implementation and service delivery;
    7. to identify and understand Customer needs and improve the Product;
    8. to conduct business development and direct marketing activities where permitted by law;
    9. to conduct internal record keeping, administration, planning and analytics; and
    10. to comply with any law, rule, regulation, lawful and binding determination, decision or direction of a regulator, or in cooperation with any governmental authority.
2. Use of automated tools and artificial intelligence
  1. We may use automated tools, including artificial intelligence technologies, to assist with internal and operational functions related to our Site, Product and services, such as improving administrative efficiency, supporting software development, supporting communications, maintaining service functionality, and assisting our personnel to provide support and related services. Where these tools process personal information, the kinds of personal information used may include enquiry details, account information, fee-related data and communications content.
  2. Where we use these tools, we do so subject to appropriate review and oversight, and in a manner consistent with this privacy policy and applicable law.
  3. We may in future integrate artificial intelligence features into the Product itself. Where we do so in a manner that involves the use or processing of personal information, we will update this privacy policy accordingly and, where appropriate, take reasonable steps to make affected individuals and Customers aware of the change prior to or at the time of introduction.
  4. We do not use family data, student data, or personal information relating to children entered into the Fee Calculator or otherwise collected through the Product to train external artificial intelligence models or third-party machine learning systems under our contractual arrangements with those providers.
How do we collect your personal information?
1. We collect personal information directly from you unless it is unreasonable or impracticable to do so. We may collect personal information in a number of ways, including when:
  1. you make an enquiry about our services or the Product;
  2. you enter information into the Product, including fee, billing, student, account or payment-related information;
  3. you submit payment information through the Product or through a linked payment service provider;
  4. you fill in online forms, request information, make a booking or subscribe to communications from us;
  5. you access or use our Site or the Product;
  6. you communicate with us, our representatives or support personnel by email, phone, message, portal, social media or otherwise;
  7. you become a Customer of ours or otherwise use our services;
  8. a Customer provides information about you to us in connection with its use of the Product;
  9. we receive information through integrations with third-party systems, including payment providers, school management systems, parent management systems, finance tools or other software used with the Product;
  10. you request support, submit a complaint, request a refund, dispute a payment or otherwise contact us in relation to an account or transaction; or
  11. you interact with links, landing pages, communications or campaigns operated by us.
2. We may also collect personal information about you from third parties, including from Customers, or from a family member who uses our Products.
3. For Customers only, we may also collect publicly available information about your organisation and personnel from websites, registers, social media pages, directories and other public sources for business development, market analysis and related purposes permitted by law.
What happens if we can’t collect your personal information?
1. If you do not provide us with the personal information described above, one or more of the following may occur:
  1. we may not be able to provide the Product or related services to you, either to the same standard or at all;
  2. we may not be able to calculate fees, create or manage fee accounts, issue statements, initiate payments or provide support in relation to accounts or transactions; or
  3. we may not be able to provide you with information about services that you request or that may be relevant to you.
Our Site and Product
1. Tracking and analytics
  We may use cookies, analytics tools and similar technologies to review, measure and improve your experience of our Site, communications, surveys and landing pages. In particular, we may use MailerLite and Google Analytics. Where required by law, we will seek any required consent before using certain cookies or similar technologies.
2. These technologies may collect technical and usage information such as IP address, browser type, device information, pages viewed, referring websites, session activity and interactions with our Site, communications or Product.
3. We may use third-party analytics, advertising, customer engagement or similar providers from time to time. These providers may collect information in accordance with their own privacy practices.
4. Necessary Cookies
  We may use cookies and similar technologies that are reasonably necessary for the operation, security and administration of our Site and Product. This may include technologies used to enable log-in, maintain user sessions, authenticate users, remember core settings, prevent fraud, protect the integrity of our systems and support essential Product functionality.
5. Analytics and functional cookies
  When you access our Site or the Product, we may place cookies or similar technologies on your device to recognise your browser or device, remember preferences, maintain sessions, improve functionality, analyse usage and support security and performance. We use this to research online usage patterns so that we can improve our online services.
6. You can adjust your browser settings to refuse cookies or alert you when cookies are being used. However, some parts of the Site or Product may not function properly if cookies are disabled.
7. Our Site and Product may also contain content and sharing tools embedded from third-party platforms such as social networks. Those third parties may use and place their own cookies on your device — we do not control these cookies or the personal information they may collect, and you should refer to those third parties’ privacy policies for further information.
8. Security
  We take reasonable technical and organisational steps to protect personal information handled through our Site and Product from misuse, interference, loss, and unauthorised access, modification or disclosure.
9. While no method of transmission over the Internet or electronic storage is completely secure, we use reasonable safeguards designed to protect personal information. Where payment processing is carried out by third-party payment providers, those providers may also apply their own security measures and terms to the handling of payment information.
10. Links
  We provide links to websites outside of our Site and Product, as well as to third-party websites. These linked sites are not under our control, and we cannot accept responsibility for the conduct of companies, businesses, affiliates, advertisers or sponsors linked to our Site or Product.
11. Before disclosing your personal information on any other website or to any third party, we advise you to examine the terms and conditions of using that website and its privacy policy. Third party websites are responsible for informing you about their own privacy practices.
Who do we disclose your information to?
1. We may disclose personal information to:
  1. our directors, employees, contractors, agents and related service providers who need access to provide, support, administer, secure or improve the Product or our business operations;
  2. the relevant Customer, including its authorised personnel, where personal information is submitted through or used in connection with that Customer’s use of the Product;
  3. payment processors, payment gateway providers, direct debit providers, banks and other financial service providers involved in processing payments, refunds, reversals or related transactions;
  4. third-party software, hosting, infrastructure, communications, support, analytics, security, identity verification, fraud prevention, implementation, accounting, reconciliation or integration providers that assist us or the relevant Customer in connection with the Product;
  5. professional advisers, insurers, auditors, accountants, solicitors, consultants and business advisers;
  6. debt collection, recovery or dispute management providers where reasonably necessary in connection with unpaid amounts, payment disputes or enforcement activities;
  7. courts, tribunals, regulators, government agencies, law enforcement bodies or other persons where disclosure is required or authorised by law;
  8. a third party in connection with an actual or proposed sale, merger, restructure, financing, transfer or disposal of all or part of our business or assets, subject to appropriate confidentiality arrangements; or
  9. any other person or entity with your consent or at the direction of the relevant Customer where applicable.
2. Where we handle personal information on behalf of a Customer, we may disclose that information to third parties as directed or authorised by that Customer, including to software providers, payment providers, school systems, parent management systems and other service providers used by or for that Customer. In those cases, the Customer may also have its own privacy practices and policies that apply.
3. Where we engage third-party service providers to handle personal information on our behalf, we take reasonable steps to require them to handle that personal information in a manner consistent with applicable privacy and data protection laws.
4. If there is an actual or proposed change in control of our business, or a sale, assignment or transfer of business assets, personal information may be disclosed to actual or potential purchasers, investors, advisers or counterparties and transferred as part of that transaction, subject to appropriate confidentiality obligations and to the extent permitted by law.
Direct marketing materials
1. We may send direct marketing communications about our products, services or related offerings that we believe may be relevant to you, by email, SMS, phone or other permitted means, in accordance with applicable laws including the Spam Act 2003 (Cth).
2. If you indicate a preference for a method of communication, we will endeavour to use that method whenever practical to do so.
3. At any time you may opt-out of receiving marketing communications from us in accordance with part 16 below.
4. We may also send you service, administrative or operational communications that are reasonably necessary to provide, maintain, support or secure our Site, Product or services. This may include communications relating to account set-up, log-in or authentication, security alerts, technical notices, changes to functionality, support matters, service availability, updates relevant to your use of the Product, or communications necessary to facilitate a Customer’s use of the Product. These communications are not direct marketing communications, and you may continue to receive them even if you opt out of marketing communications.
5. We do not disclose personal information to third parties for their own direct marketing purposes without consent, but we may use service providers to send marketing communications on our behalf.
Storage of data
1. We store personal information using third-party hosting, cloud storage and technology service providers. All personal information relating to families and students is stored in Australia. Subject to paragraph 12.2 below, no family or student personal information is transferred or stored outside of Australia.
2. Some of our third-party service providers we use may be located in, or may store or access personal information (such as joining our mailing list) from, countries outside Australia, including the United States and European Union countries. This may occur, for example, where we use analytics, marketing, communications, hosting or support tools operated by providers based overseas.
3. Where we disclose personal information to an overseas recipient, we take reasonable steps to ensure the recipient will handle that information in a way that is consistent with the Australian Privacy Principles, or we rely on another applicable exception.
4. We may also use specialist service providers to process or store specific categories of personal information on our behalf, including payment-related information, communications, account records and cloud-based system data. Where payment information is processed by a third-party payment provider, that provider may handle the relevant information in accordance with its own terms and privacy policy.
Security
1. We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification and disclosure.
2. Our technical and organisational security measures may include access controls, role-based permissions, contractual confidentiality obligations, system monitoring, encryption or similar protections where appropriate, having regard to the nature of the information held and the risks involved, and internal practices designed to support secure handling of personal information.
3. Although no method of transmission over the Internet or electronic storage is completely secure, we seek to use reasonable safeguards to protect personal information collected through the Site and the Product.
4. In addition, our employees and the contractors who provide services related to our information systems are subject to appropriate confidentiality arrangements.
5. We may hold personal information in electronic or hard copy form. We will retain personal information for as long as reasonably necessary for the purposes for which it was collected, for related business and legal purposes, and as required or permitted by law. When personal information is no longer reasonably required, we will take reasonable steps to destroy or de-identify it.
6. We take reasonable steps to ensure that our security practices, procedures and technical measures remain appropriate, having regard to the nature of the personal information we hold and the risks associated with its collection, use, storage and disclosure.
7. If we become aware of a suspected or actual data incident affecting personal information, we will assess and respond to the incident in accordance with our legal obligations. Where we assess that a data breach is likely to result in serious harm to affected individuals, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act 1988 (Cth), as soon as practicable after completing our assessment.
How long do we retain your personal data?
1. We will only keep your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
2. To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
3. For Customers only, we may retain certain contact, identity, financial, transaction and account records for the periods required by applicable tax, accounting, corporate, contractual and legal obligations.
4. In some circumstances we may de-identify your personal information (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
How can you access and correct your personal information?
1. You may request access to, or correction of, the personal information we hold about you by contacting us using the contact details below. In some cases, where we handle personal information on behalf of a Customer, we may direct your request to the relevant Customer or ask you to contact them directly.
2. Where we receive a request from you to access or correct personal information we hold about you, we will provide you with access to it (for example, by mailing or emailing it to you) or take reasonable steps to correct that information (as applicable), subject to any exceptions permitted by law. If we refuse a request to access or correct your personal information, we will give you written reasons for any refusal and information about available complaint mechanisms.
3. We may charge you a reasonable fee to cover our administrative and other reasonable costs in providing the information to you, where permitted by law to do so.
How can you opt out, request deletion or otherwise manage your personal information?
1. Subject to applicable law, you may request that we delete, destroy, return, restrict or stop using certain personal information that we hold about you. Whether we do so will depend on the nature of the information, the purpose for which it is held, whether we hold it on behalf of a Customer, and any legal or contractual obligations that apply.
2. You may choose to limit certain uses of your personal information where applicable.
3. To unsubscribe from marketing communications, you may use the unsubscribe link in the communication or contact us via the details provided at part 18 or via our website at www.feesable.com.au/contact.
What is the process for complaining about a breach of privacy?
1. If you have a complaint about how we have handled your personal information relating to a breach of the Australian Privacy Principles, please contact us using the contact information below and provide details of the complaint so that we can investigate it.
2. We will acknowledge your complaint and investigate it within a reasonable period. We will respond with the outcome of our investigation as soon as reasonably practicable. If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at https://www.oaic.gov.au/privacy/privacy-complaints/lodge-a-privacy-complaint-with-us.
Contacting us
1. If you have any questions about this privacy policy, or if you wish to make a privacy enquiry, access or correction request, deletion request or complaint, please contact us via email at [email protected] or our website at www.feesable.com.au/contact.
Changes to our privacy policy
1. We may update this privacy policy from time to time to reflect changes to our business, the Product, legal requirements or our privacy practices. Where appropriate, we will notify Customers or Users of material changes by posting the updated version on our website, through the Product, by email or by other reasonable means.
2. The latest version of this privacy policy will be made available on our website and will take effect from the date specified in the updated version.