Privacy statement
Three short draft statements for the JC SEN Portfolio demonstration — privacy, terms of use and accessibility. Every section is a draft for a legal adviser to confirm; anything not yet settled says “to be confirmed”.
Draft content 12 item(s) marked "to be confirmed" by the programme office.
DRAFT — legal adviser to confirm.
This statement explains how the JC SEN Portfolio demonstration handles personal data, and how the platform is designed to handle it in a school. The platform must meet the Personal Data (Privacy) Ordinance (Cap. 486) as a minimum. All portfolio content is treated as confidential personal data of students, teachers and administrators.
This is a demonstration. It runs on synthetic data only — no real children. The organisation responsible for this demonstration (the ‘data user’ under the Ordinance): to be confirmed.
What is collected
DRAFT — legal adviser to confirm.
In this demonstration. Every name and figure on screen comes from a pre-loaded database of made-up data. The teacher, student, parent and office staff in the demo are fictional personas. The platform remembers your language choice. What the demo host records about visitors (for example access logs): to be confirmed.
In a school deployment. The platform is designed to collect only what a strength-based, non-diagnostic portfolio needs. There is no field for a diagnosis, a label, an eligibility decision or a risk score. What data is collected, on what consent, and with what notice wording will be agreed with the client before any student data is collected: to be confirmed.
- Evidence items — Everyday moments — a note, a photo or a short clip — captured by the teacher, with settings for who may see it.
- Observation records — A teacher's dated professional note. An AI suggestion becomes a record only when the teacher accepts it.
- Goals and plans — Learning goals, support measures and review cycles — owned by people, with version history.
- Consent records — Which parent has given which level of consent — full, partial, pending or declined.
- School metadata — Roster, staff, classes and consent — managed by the School Admin, metadata only.
- Audit entries — Every AI call, consent change and share, recorded with student ids — not names.
Why it is collected
DRAFT — legal adviser to confirm.
The platform keeps one growth portfolio per child: a timeline of evidence, observations, insights and reports that the next teacher inherits. Data is used for the purposes below and, in the platform's design, for nothing else. The AI reads only the child's own records, the approved framework and the knowledge bases set up for it. It drafts and suggests — it never decides.
- Follow growth — Progress is shown against the child's own past, across several domains — never as scores, grades or rankings.
- Draft reports — A term report is drafted from the folder's evidence, then edited and approved word by word by the teacher.
- Inform support planning — Evidence and goals help people decide the support tier under Hong Kong's 3-Tier Support Model. The platform never decides the tier.
- Keep families informed — With consent, families see teacher-chosen highlights and approved reports in plain language.
- Oversee the programme — Programme, NGO and researcher views use de-identified figures only.
- Keep a record — Every AI call, consent change, share and ‘needs a look’ decision is logged so it can be checked.
Who sees it
DRAFT — legal adviser to confirm.
Access is by role and by school. Each school's data is kept apart; a school never sees another school's records. Access is closed by default. Any attempt to reach another school's or another role's data is blocked and logged. Nothing reaches a family until a parent gives consent. Children are assisted users: they use the platform with a supervising adult.
The parent consent flow shown in the demonstration (invite link; full, partial, pending or declined) is the delivery team's design. The agreed consent model: to be confirmed.
| Teacher / SENCO | Captures evidence and approves every AI draft for their own pupils; the SENCO sees a wider group of pupils. |
|---|---|
| Student | A read-only, strengths-only view of their own work: no scores, no labels, no alerts, no path to sensitive data. |
| Parent / Caregiver | Only teacher-chosen shared highlights and approved reports, under consent. Withdrawing consent empties the view immediately. |
| School Admin | Roster, staff, classes and consent — metadata only; no route into any portfolio. |
| Programme Admin | Programme dashboard, feature switches, settings and the audit trail (ids, not names). |
| NGO Coordinator / Researcher | De-identified cohort figures only; groups smaller than k are hidden (k ≥ 2). Never names, never media. |
How long it is kept
DRAFT — legal adviser to confirm.
The platform is designed for a multi-year, multi-school programme, with one portfolio per child that the next teacher inherits. How long each kind of record is kept, and what happens when a child leaves the school or the programme ends: to be confirmed.
In this demonstration all data is made-up demonstration data. There are no real records to keep.
Your rights
DRAFT — legal adviser to confirm.
The Personal Data (Privacy) Ordinance gives people rights over personal data held about them, including asking to see it and to correct it. How to make such a request about the platform, and who may make one on a child's behalf: to be confirmed.
Some protections are built into the platform's design:
- Consent you control — A parent's consent is granular and revocable. Withdrawing it empties the parent view immediately, with a plain explanation.
- Nothing hidden behind the AI — An AI suggestion is saved only when the teacher accepts it. Approved records carry an ‘AI-assisted · teacher approved’ label.
- A trail you can check — Every AI call, consent change and share is in the audit trail, filterable by event.
- Gaps shown, not guessed — Missing data is shown as missing. The platform does not fill it in.
Contact
DRAFT — legal adviser to confirm.
Questions about this statement, or about how the demonstration handles data, go to the contact below. The contact details have not yet been set: to be confirmed.