Terms of Service

1. Agreement to these terms

These Terms of Service (“Terms”) govern access to and use of the School Operations website at schooloperations.com.au and the related online platform (the “Service”), operated by School Operations (“we”, “us”, or “our”).

By creating an account, accepting a school invite, signing in, or otherwise using the Service, you agree to these Terms on behalf of yourself and, where applicable, the school you represent. If you do not agree, do not use the Service.

These Terms should be read together with our Privacy Policy, which explains how we collect, use, and protect personal information.

School administrators who are provisioned access to a school workspace accept these Terms on behalf of that school and are responsible for ensuring that invited users are authorised to access school data within the platform.

Where your school has executed a separate written agreement with us (such as a master services agreement or service level agreement), that agreement applies to the extent it covers the same subject matter. If there is a conflict on data protection or privacy matters, our Privacy Policy prevails for how we handle personal information.

2. The service

School Operations provides online tools to help school operations staff — including directors, daily organisers, timetablers, coordinators, and administrators — manage school-day workflows.

Depending on your school's subscription and assigned roles, modules may include:

• Admin — staff roster, user invites, distribution lists, and staff intentions summaries.
• Timetable — TFX timetable import, Flexible Planning Time, and Allocated Work Time tools.
• VCE Manager — school year calendar, SAC calendar and clash tools, SAC change requests, subject choices summaries, cohort utilities, and optional Outlook sync via your school's Power Automate webhook.
• Exams — exam scheduling, room allocation, supervisor staffing, and printable timetables, including special provision placements drawn from Learning Diversity data where configured.
• Learning Diversity — SEA summary import, student matching, provisions browsing, and Special Provisions Log PDF exports.
• Daily — casual relief teacher (CRT) booking, shift offers by email or SMS, and response workflows.
• General — SAC requests, staff availability, timetable lookup, student lists, and related coordination tools.
• Support — guides and video resources.

A read-only demo environment with anonymised sample school data may be made available for evaluation. Demo data is not real school information and must not be relied on for operational decisions.

Access to modules requires an active school subscription and appropriate role assignments. We may add, change, or retire features over time.

The Service is intended for use by schools and their authorised staff. It is not directed at children as account holders. Student information may be stored in a school workspace when uploaded or imported by authorised school users for legitimate school operational purposes.

The Service provides decision-support and operational views. It does not replace your school's official systems of record, statutory obligations, or professional judgment. You must verify outputs before relying on them.

3. Accounts and access

To use most features, you must create an account and belong to a school workspace. New school workspaces are not created through open self-serve registration — prospective schools submit a public Request access form, and we provision the workspace and initial school administrator account after approval. Staff join via invite-only account creation.

• You must provide accurate account information and keep your credentials secure.
• Email verification is required before access is granted.
• The public Request access form, invite sign-up (when enabled), and our contact form use Google reCAPTCHA to reduce automated abuse. reCAPTCHA and other functional scripts load only if you accept functional cookies — see our Privacy Policy.
• We strongly encourage two-factor authentication for additional account security. Your school administrator may require 2FA for all users at your school.
• Each user account is associated with one school. Access to tools depends on the role and functions assigned by your school administrator.
• Each school may have a subscriber seat limit set by us. Pending invites count toward that limit.
• You must not share your login credentials or attempt to access another school's data.

During Request access, administrators identify their school using the Australian schools reference register (ACARA). That search uses public reference data; your school workspace is provisioned separately after we approve the request.

School administrators may invite colleagues, assign roles, manage billing where applicable, configure optional integrations (such as SAC Outlook sync), and in some cases use masquerade features to troubleshoot user experience within their school. These capabilities must only be used for legitimate administrative purposes.

4. School data we process

When your school uses the Service, authorised users may upload or import operational data. Depending on how your school uses the platform, this may include:

• Staff information — first name, last name, email address, teacher codes or initials, timetable assignments, yard duties, meeting allocations, staff intentions (including employment preferences and leave requests), and distribution list outputs.
• Student information — first name, last name, email address, student codes, class enrolments, year levels, subject choices, approval records, and related timetable or assessment scheduling data.
• Learning adjustment and exam provision data — special examination arrangements, rest breaks, separate-room or small-group settings, medication or other adjustment details, and related operational fields imported or entered for Learning Diversity and Exams workflows.
• Casual relief teacher contact details — names, email addresses, and mobile phone numbers maintained in your school's CRT pool for booking and offer notifications.
• Account information — names and email addresses of registered users, authentication records, and role assignments within your school workspace.
• Operational files — timetable files (for example TFX imports), calendars, CSV uploads, Excel imports, generated PDFs, and other documents uploaded or exported by authorised users.

Your school decides what data is uploaded and who within the school may access it. We process this information as a service provider on your school's instructions, solely to operate, secure, and improve the Service for your school.

5. Your responsibilities

When using the Service, you agree that you will:

• Only upload data you are authorised to share and only for legitimate school purposes.
• Limit access within your school to people who need it for their role.
• Configure school integrations (such as Power Automate webhook URLs and SMS workflows) only for legitimate school purposes and in accordance with your school's IT and privacy policies.
• Obtain appropriate consent or authority before sending SMS offers to casual relief teachers or other contacts whose details you store in the platform.
• Not use the Service to send spam, distribute malware, or attempt to disrupt the platform.
• Not attempt to reverse engineer, scrape, or bypass security or access controls.
• Not misrepresent your identity, school affiliation, or authority to act for a school.
• Promptly notify your school administrator if you suspect unauthorised access to your account or school data.

School administrators are responsible for the accuracy of school settings, user invitations, role assignments, integration configuration, and compliance with their obligations as data controllers for information held in the school workspace.

To the extent permitted by law, your school indemnifies us against claims, losses, and reasonable costs arising from data your school or its users upload, disclose through school-configured integrations, or process unlawfully through the Service, except to the extent caused by our breach of these Terms or applicable law.

6. How we use and protect data

We use personal and school operational data to:

• Provide, maintain, and support the Service for your school.
• Authenticate users and enforce role-based access within each school workspace.
• Process imports, generate operational views, exports, and PDFs, and deliver invited-user workflows.
• Send transactional messages such as verification emails, school invites, CRT offers, and service notices.
• Process feedback submitted through the in-app “Suggest an improvement” widget.
• Monitor reliability, diagnose errors, and protect against abuse or security incidents.
• Improve the Service based on aggregated or de-identified usage patterns where possible.

We implement administrative, technical, and organisational measures designed to protect data, including tenant isolation between schools, encrypted connections in production, access controls, and optional multi-factor authentication. No online service can guarantee absolute security; you share data with us subject to these Terms and our Privacy Policy.

If we become aware of unauthorised access to personal information that we hold and that is likely to result in serious harm, we will investigate promptly and notify affected schools and relevant regulators as required by applicable law, including the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth) where it applies.

We retain school data for as long as your school maintains an active workspace or as needed to provide the Service, comply with law, resolve disputes, or enforce these Terms. Schools may request deletion of their workspace data by contacting us. On termination or non-renewal, we will make reasonable export assistance available for a limited period where practicable, then delete or de-identify active workspace data except where retention is required by law or for legitimate business purposes such as billing records. Residual copies may persist in encrypted backups for a limited time before being overwritten.

7. No sale of personal information

We do not sell personal information. We do not sell, rent, lease, or otherwise disclose staff, student, or user personal information to third parties for their own marketing or commercial exploitation.

This includes names, email addresses, mobile numbers, and other identifying information about your staff, students, casual relief teachers, and registered users. We do not operate an advertising business based on school data, and we do not provide school roster or student lists to data brokers or unrelated vendors.

We do not use staff or student workspace data to train unrelated commercial artificial intelligence or machine-learning models.

Limited sharing with service providers who help us run the platform is described in the Service providers and School-configured integrations sections below. Those providers may only use data as needed to deliver their contracted services to us or, where applicable, on your school's instructions.

8. Google Analytics

We use Google Analytics to collect information about how visitors and signed-in users interact with the Service. This helps us understand which pages and features are used, improve navigation and performance, and make informed product decisions.

Google Analytics may collect information such as:

• Pages viewed, links clicked, and general navigation paths.
• Device type, browser type, and approximate geographic region derived from IP address.
• Session duration and referral source (for example, whether you arrived from a search engine).

Google Analytics is used for website and product analytics. It is not used to sell your school's staff or student data, and analytics data is kept separate from the operational school records stored in your workspace. Google Analytics loads only when you accept analytics cookies — see our Privacy Policy.

Google may process analytics data on servers outside Australia. Google's handling of analytics data is governed by Google's own policies. You can learn more about how Google uses information from sites that use its services at Google's partner sites policy.

You may be able to limit analytics collection through browser settings, privacy extensions, or opt-out tools provided by Google. Blocking analytics does not affect core access to the Service.

9. Service providers

We use trusted third-party providers to operate the Service. These providers process data on our behalf and only for the purposes described in our agreements with them. They may include:

• Hosting and infrastructure — to run the application, database, background jobs, and store encrypted backups (for example cloud hosting in Australia or other regions).
• Email delivery — to send verification messages, school invites, CRT offers, contact form submissions, and service notifications.
• SMS delivery — Twilio, when configured, to send CRT shift offers and receive YES/NO replies on your school's behalf.
• Spam protection — Google reCAPTCHA on the Request access form, invite sign-up, and the public contact form (when functional cookies are accepted).
• Video embeds — YouTube players in Support guides (when functional cookies are accepted).
• Analytics — Google Analytics, when analytics cookies are accepted, as described above.

School subscriptions are invoiced annually. We record payment dates and subscription status in our systems; we do not store payment card numbers. Schools pay by bank transfer using details on our tax invoice.

We may disclose information if required by law, court order, or governmental request, or when we reasonably believe disclosure is necessary to protect rights, safety, or the integrity of the Service.

A current summary of key sub-processors and overseas processing is set out in our Privacy Policy. We may update providers over time while maintaining comparable security and confidentiality obligations.

10. School-configured integrations

Some features allow your school to connect the Service to systems you control. These transfers occur on your school's instructions, not for our unrelated purposes.

• SAC Outlook sync — if your school administrator configures a Microsoft Power Automate HTTP webhook URL (and optional shared secret), confirmed SAC calendar changes may be sent from our servers to that webhook. Your school is responsible for the webhook endpoint, Microsoft 365 environment, and any personal information subsequently processed by your school's automation or calendar systems.
• CRT SMS replies — if SMS is enabled, casual relief teachers may reply to offers via Twilio. Inbound messages are matched to open offers in your school's workspace.

We are not responsible for third-party systems your school connects, including availability, security, or privacy practices of Microsoft 365, Power Automate, or other school-managed services. Your school should ensure those integrations comply with its policies and legal obligations.

11. Subscriptions and billing

The Service is offered on a subscription basis, currently billed at the price shown on our Pricing page unless otherwise agreed in writing.

• Subscriptions are purchased at the school level and cover users at that school unless stated otherwise.
• Billing is arranged by authorised school administrators via tax invoice and bank transfer.
• Access is activated after we confirm receipt of payment; the subscription period runs for twelve months from the payment date unless otherwise agreed.
• Prices, features, and billing intervals may change with reasonable notice where required.
• Except where required by applicable consumer law, fees are non-refundable once a billing period has started.

If payment fails or a subscription lapses, access may be suspended until billing is restored.

12. Availability and changes

We aim to keep the Service reliable, but we do not guarantee uninterrupted or error-free operation. Maintenance, upgrades, third-party outages, or events outside our reasonable control (including force majeure events) may cause downtime.

We may update these Terms from time to time. When we make material changes, we will post the updated Terms on this page and revise the “Last updated” date. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms. If you do not agree to updated Terms, you must stop using the Service and ask your school administrator to remove your access.

13. Suspension and termination

We may suspend or terminate access to the Service, with or without notice, if we reasonably believe you have violated these Terms, pose a security risk, or if we are required to do so by law.

Schools may stop using the Service at any time. School administrators should revoke active user access and contact us if they need assistance with workspace closure, data export, or deletion.

Sections that by their nature should survive termination — including data commitments, disclaimers, indemnities, and limitations of liability — will continue to apply.

14. Disclaimers and liability

The Service is provided on an “as is” and “as available” basis to the fullest extent permitted by law. We disclaim all warranties, express or implied, including fitness for a particular purpose and non-infringement.

School Operations helps organise operational information but does not replace professional judgment, official school systems of record, or statutory obligations. You are responsible for verifying outputs before relying on them for staffing, timetabling, exam scheduling, learning adjustment decisions, communications, or compliance decisions.

Automated scheduling, clash detection, matching, and similar features are aids only. Residual clashes, unmatched records, or other exceptions may remain. The Service does not guarantee error-free timetables, exam placements, or regulatory compliance.

To the maximum extent permitted by applicable law, we are not liable for any indirect, incidental, special, consequential, or punitive damages, or for loss of profits, data, goodwill, or business interruption arising from your use of the Service.

Where liability cannot be excluded, our total liability for any claim relating to the Service is limited to the greater of (a) the amount your school paid us for the Service in the twelve months before the claim, or (b) AUD $100.

Nothing in these Terms excludes, restricts, or modifies rights or remedies that cannot be excluded under the Australian Consumer Law or other applicable mandatory laws.

15. Governing law

These Terms are governed by the laws of New South Wales, Australia. You submit to the non-exclusive jurisdiction of the courts of New South Wales for disputes arising from or relating to these Terms or the Service, except where mandatory consumer protection laws in your jurisdiction provide otherwise.

16. Contact

If you have questions about these Terms, how we handle school data, or a request relating to your school's workspace, please contact your school administrator in the first instance.

For platform-level enquiries, contact School Operations:

• Website: schooloperations.com.au
• Support: Contact form or support@schooloperations.com.au
• Privacy: Privacy Policy or privacy@schooloperations.com.au