Last updated:
Victoria has some of the most rigorous vendor assessment requirements in Australia. We have submitted our ST4S readiness check and our platform is designed to meet the Victorian Protective Data Security Standards.
Regulated by the Office of the Victorian Information Commissioner (OVIC)
Mandatory — Victorian government agencies must notify OVIC of data breaches that are likely to result in serious harm. Schools operating under DET must follow departmental breach notification procedures.
No standalone AI framework — Victoria does not have a standalone AI governance framework for schools. However, the ST4S assessment includes an AI module (since v2023.2) that evaluates AI-specific criteria including security, opt-out defaults, transparency, and ethical frameworks.
Here's the process your school follows to adopt a new platform in Victoria. We'll support you at every step.
Vendor submits a readiness check to Safer Technologies 4 Schools (ST4S). This free assessment evaluates privacy, security, and safety criteria. Grounded Scribe has submitted its readiness check and is awaiting Working Group prioritisation.
After the readiness check, the ST4S Working Group schedules a full assessment. This covers data handling, security controls, AI-specific criteria, and ongoing compliance commitments.
Successfully assessed products are listed on the Arc catalogue, making them available for Victorian government school procurement. Schools can then proceed with confidence.
Individual schools or school networks complete a Privacy Impact Assessment for their specific use case. We provide pre-filled documentation to support this step.
Schools deploy the platform with their wellbeing teams. ST4S reassessment occurs every two years to ensure ongoing compliance.
Vendor submits a readiness check to Safer Technologies 4 Schools (ST4S). This free assessment evaluates privacy, security, and safety criteria. Grounded Scribe has submitted its readiness check and is awaiting Working Group prioritisation.
After the readiness check, the ST4S Working Group schedules a full assessment. This covers data handling, security controls, AI-specific criteria, and ongoing compliance commitments.
Successfully assessed products are listed on the Arc catalogue, making them available for Victorian government school procurement. Schools can then proceed with confidence.
Individual schools or school networks complete a Privacy Impact Assessment for their specific use case. We provide pre-filled documentation to support this step.
Schools deploy the platform with their wellbeing teams. ST4S reassessment occurs every two years to ensure ongoing compliance.
A detailed look at how our platform capabilities align with Victoria's privacy and security requirements for schools.
IPP 4 — Data security
Healthcare-grade encryption at rest and in transit. Role-based access controls. 14+ character password requirements.
IPP 2 — Use and disclosure limitations
Data is used solely for documentation purposes within your school. No data shared with third parties for marketing or other purposes.
VPDSS compliance
Platform security controls align with VPDSS requirements for information security, ICT security, and physical security of data.
Data residency in Australia
All data stored on secure Australian cloud infrastructure in Sydney. Schools using manual notes and the student support system keep all data entirely in Australia. If the optional AI Scribe is used, audio is briefly processed overseas for transcription with zero retention, then deleted — only text is stored, in Sydney.
Audio data handling
Audio recordings are deleted immediately after transcription is complete. Only text documentation is retained — raw audio is never stored permanently.
Audit trail for OVIC compliance
Comprehensive audit logging with 7-year retention. All data access is tracked and available for compliance reporting and incident investigation.
AI transparency and oversight
All AI-generated documentation is reviewed and approved by wellbeing staff before becoming part of any record. No AI training on school data.
Staff-only platform (no student access)
Only authorised wellbeing staff access the platform. Students never interact with AI directly, significantly reducing consent requirements.
Different school sectors in Victoria have different procurement processes. Select your sector for specific guidance.
Key body: Department of Education (DET Victoria)
ST4S assessment is mandatory for all technology products used in Victorian government schools. Products must be listed on the Arc catalogue before procurement.
Common questions from Victoria schools about privacy compliance and using Grounded Scribe.
We'll provide the documentation your school needs to complete the assessment process in Victoria. Request a compliance pack and we'll be in touch.