The Department of Education (the Department) is committed to protecting your privacy in accordance with the
Information Privacy Act 2009, the
Education (General Provisions) Act 2006 and other legislation applicable to the Department.
This privacy collection notice explains how the Department collects, uses, stores and discloses personal information about students, parents and carers, Department staff (including teachers, administrators and corporate staff) and other individuals in connection with the use of Microsoft 365 (M365) products and cloud services made available by the Department. This includes Microsoft Forms.
What personal information do we collect?
Microsoft 365 products and services
The Department collects personal information to facilitate your (or your child's) use of M365 products and services. This information is collected directly from you (or your child) or through the use of M365 and is necessary for the delivery of educational and administrative services. If you (or your child) do not provide your personal information, access to M365 products and services cannot be provided.
The types of personal information collected may include, but are not limited to:
- user account information (e.g. name, departmental email address, role and school affiliation)
- content data, where personal information (and where provided, sensitive information) is contained in documents, emails, files and other materials created, shared or stored using M365
- audio and video recordings (e.g. Microsoft Teams meeting recordings)
- metadata, including information about how you interact with M365 products and services (e.g. login times, device details, collaboration frequency and usage patterns)
- inferred data, including insights derived from user activity.
Inferred data and artificial intelligence
Some M365 products and services use artificial intelligence (AI) to generate inferred data based on user activity. This may occur through tools such as Microsoft Reflect, Learning Accelerators and Education Insights (within Microsoft Teams).
Inferred data may include insights relating to:
- emotional wellbeing indicators
- engagement and participation trends
- collaboration and productivity patterns.
These insights are typically aggregated and de‑identified; however, there is a potential for inferred data to indirectly identify individuals.
Microsoft Forms
Microsoft Forms (MS Forms) is used by the Department to collect information through online surveys, quizzes, polls and forms. When you (or your child) respond to a form issued through MS Forms, the Department may collect personal information that is relevant to the purpose of that form.
The types of personal information collected will depend on the nature of the form and may include, but are not limited to:
- name, date of birth, gender or Education Queensland ID
- contact details (e.g. email address, phone number, postal or residential address)
- school information (e.g. class, year level or school name)
- education, teaching or academic information
- employment information (e.g. position, school or business unit)
- opinions, feedback or preferences
- sensitive information (e.g. health, disability, racial or ethnic origin information)
- form response metadata (e.g. time taken to complete the form and user activity data)
- other personal information provided in response to form questions or uploaded content.
The Department also collects personal information about MS Forms authors, including their name, departmental email address, Microsoft account user ID, profile picture (if provided), role, authentication details, login timestamps and usage metadata.
If you do not provide the requested personal information, the Department may be unable to collect or record responses for the intended purpose of the form.
How will your personal information be used?
The Department uses personal information collected through M365 products and services for administrative, educational and employment‑related purposes, including, but not limited to:
- supporting teaching, learning, assessment and engagement
- facilitating communication and collaboration between staff, students, parents and carers
- delivering educational programs and activities
- supporting planning, reporting and administration
- monitoring and improving student engagement, wellbeing and outcomes
- understanding feedback, opinions and preferences
- improving service delivery across schools, regions and the corporate office
- reviewing and investigating conduct‑related matters or responding to complaints
- ensuring the security and functionality of M365 products and services
- complying with the Department's legal and regulatory obligations
- otherwise managing personal information in accordance with the Department policies and procedures.
Who is your personal information shared with?
Personal information collected through M365 products and services is shared with Microsoft, as the provider of these services and associated support functions.
Personal information is primarily stored within Australia. Limited diagnostic and support‑related data may be transferred to, and stored by, Microsoft overseas.
Your personal information will be managed in accordance with the
Information Privacy Act 2009 and will not be used or disclosed for another purpose without consent, unless authorised or required by law.
Access, correction and complaints
For more information about how individuals can access or correct personal information held by the Department, or make a privacy complaint, visit the
privacy page.
Changes to this notice
This privacy collection notice may be updated from time to time. You should review it periodically to ensure you are aware of any changes.