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Timetabling Solutions is a 100% privately owned company in Australia. Our head office is located in Geelong, Victoria, and we have offices in Melbourne and Brisbane.

Timetabling Solutions provides desktop software and fully hosted applications using Microsoft Azure data centres located in Australia to assist schools worldwide in constructing and maintaining their timetable.

Timetabling Solutions does not have a direct relationship with parents or students. Where the school loads personal or contact details into its Timetabling Solutions software, it manages the relationship, communicates with these parents and students, and determines/controls how this data is used.

Timetabling Solutions highly recommends that all schools obtain parental consent to use our products and manage any requests for data access or requests to correct data. Many parents will be unaware that Timetabling Solutions is being used to help schools manage their timetables. Requests and corrections must be directed to the school.

You should always know what data we collect from you and how we use it, and you should have meaningful control over both.

We are committed to safeguarding your personal information by the requirements of the Australian Privacy Principles in the Privacy Act 1988 Australia and the requirements of the Information Privacy Principles in the Privacy Act 2020 New Zealand, as well as other applicable data protection laws (together, “Data Protection Legislation”)

We encourage you to read this Policy carefully. It will help you make informed decisions about sharing your personal information with us.

The defined terms in this Policy have the same meaning as in our V10 Licence Agreement, Subscription Agreement, and Credit Reporting Policy, which you should read together with this Policy. By accessing our Website and using our Service, You consent to the terms of this Policy and agree to be bound by it and our Terms of Use and Credit Reporting Policies.

Processing activities covered
This Privacy Statement applies to the processing of Personal Data collected by us when you:

• Visit our websites that display or link to this Privacy Statement;
• Visit our offices (49-51 Malop St Geelong, VIC and 127 Creek St Brisbane, QLD);
• Receive communications from us or otherwise communicate with Timetabling Solutions, including but not limited to emails, phone calls and texts;
• Use our products and services where we act as a controller of your Personal Data;
• Register for, attend or take part in our events, webinars, consultations or training;
• Act as or work for a service provider or supplier to Timetabling Solutions, to the extent Timetabling Solutions acts as a controller concerning your Personal Data;
• Are employed by a client of our products and services where your information has been shared with us in our capacity as a controller (for example, during the purchasing process);
• Participate in surveys, forums, research or other similar data collection facilitated by Timetabling Solutions. 

Our websites and services may contain links to other websites, applications, platforms and services maintained by third parties. The information practices of these third parties are governed by their privacy statements, which you should review to understand their privacy practices better.

In some circumstances, our partners may provide us with publicly available information that may contain Personal Data that you have published or made available online. The way in which our partners collect this is detailed in their privacy policies, which are available on their websites, such as https://www.myschool.edu.au/ or your own school website.

Timetabling Solutions collects your Personal Information directly from you

Timetabling Solutions is a provider of timetabling software and services to schools in Australia and across the world.

The Service involves storing data about a company/school or individual.

That Data can include personal information. “Personal information” is information about an identifiable individual and may include information such as the individual’s name, identification code, email address, office/school address, professional or employment-related information, internet activity information and telephone number (mobile, landline with extension).

Timetabling Solutions may collect personal information in the following situations;

You can always choose not to provide Timetabling Solutions with your personal information, but this may prevent us from providing you with the Service.

If you provide us with any Personal Data relating to other individuals, you represent that you have the authority to do so and, where required, have obtained the necessary consent, and acknowledge that it may be used in accordance with this Privacy Statement.

Where requested by Timetabling Solutions, you must also assist Timetabling Solutions with any requests by the individual to access or update the personal information you have collected from them and entered into the Service.

If you believe that your Personal Data has been provided to us improperly or you want to exercise your rights relating to Personal Data, you may complete this Data Subject Request Form or contact us by e-mail at michael.w@timetabling.com.au or by letter to The Privacy Officer, Timetabling Solutions, PO Box 928, TORQUAY 3028, VIC, Australia.

Personal Data we collect from other sources
We also collect information about you from other sources, including partners (Student Admin Systems or other apps your school may use) from whom we collect or who provide us with data that may contain Personal Data. We may combine this information with your personal data. The Personal Data we collect to provide our products and services may include location information from third parties, which helps us offer features like identity management and multi-factor authentication.

Another individual at your organisation who may provide us with your personal information, which may include Personal Data and special categories of Personal Data, to the extent you consent to providing it and sharing it, for the purposes of offering and/or delivering of services.

What Usage Data do we process?
We use common information-gathering tools, such as tools for collecting data, cookies, web beacons, pixels and similar technologies to collect information that may contain Personal Data as you navigate our websites, our services, or interact with emails we have sent to you. As is true of most websites, we gather certain information when individual users visit our websites.

This information may include;

(i) identifiers, such as user ID, organisation ID, username, email address and user type;
(ii) commercial information; and
(iii) internet activity information such as IP address (or proxy server information), device and application information, identification numbers, location, browser type, Internet service provider or mobile carrier, user interactions such as the pages and files viewed, website and webpage interactions including searches and other actions you take, operating system type and version, system configuration information, date and time stamps associated with your usage and details of which of our products and product versions you are using. This information is used for the purposes set out in the section "Purposes for which we process Personal Data and the legal bases on which we rely" of this Privacy Statement below.

We also use web beacons and pixels on our websites and in emails. For example, we may place a pixel in a marketing email that notifies us when you click on a link in the email. We use these technologies to operate and improve our websites and marketing emails. – please see more details in the “Advertising Cookies” row in the table below. For instructions on how to unsubscribe from our marketing emails, please see the section below.

The following describes how we use different categories of cookies and similar technologies and your options for managing the data collection settings of these technologies:

Telephony log information
We may also collect telephony log information (like phone numbers, time and date of calls, duration of calls and types of calls).

Purposes for which we process Personal Data and the legal bases on which we rely
We collect and process your Personal Data (including, where legally permissible, special categories of Personal Data) for the following purposes and relying on the following legal bases:

If we need to collect and process Personal Data by law, or under a contract we have entered into with you, and you fail to provide the required Personal Data when requested, we may not be able to perform our contract with you.

Timetabling Solutions collects, holds, and uses your personal information for limited purposes
Timetabling Solutions collects your personal information so that we can provide you with the Service and any related services you may request.

In doing so, Timetabling Solutions may use the personal information we have collected from you for purposes related to the Services, including to:

• verify your identity
• administer the Service
• notify you of new or changed services offered in relation to the Service
• carry out marketing or training relating to the Service
• assist with the resolution of technical support issues or other issues relating to the Service
• comply with laws and regulations in applicable jurisdictions, and
• communicate with you

By using the Service, you consent to your personal information being collected, held and used in this way and for any other use you authorise. Timetabling Solutions will only use your personal information for the purposes described in this Policy or with your express permission.

It is Your responsibility to keep your password to the Service safe. You should notify us as soon as possible if you become aware of any misuse of your password, and immediately change your password within the Service or via the “Recover My Account” process.

Anyone using our communities, forums, blogs, or chat rooms on our websites may read any Personal Data or other information you submit and post.

Timetabling Solutions can aggregate your non-personally identifiable data
By using the Service, you agree that Timetabling Solutions can access, aggregate, and use non-personally identifiable data that Timetabling Solutions has collected from you. This data will in no way identify you or any other individual.

Timetabling Solutions may use this aggregated non-personally identifiable data to:

• assist us in better understanding how our clients are using the Service,
• provide our clients with further information regarding the uses and benefits of the Service, and
• otherwise to improve the Service
  

Timetabling Solutions holds your Personal Data
We use top-tier, third-party data hosting provider’ Microsoft Azure to host our Services on servers located in Australia.

By entering personal information into the Services, you consent to that personal information being hosted on servers located in Australia. While your personal information will be stored on servers located in Australia, it will remain within Timetabling Solution's effective control at all times. Each data hosting provider’s role is limited to providing a hosting and storage service to Timetabling Solutions, and we’ve taken steps to ensure that our data hosting providers do not have access to and use the necessary level of protection for your personal information. They do not control and are not permitted to access or use your personal information except for the limited purpose of storing the information. This means that, for the purposes of Data Protection Legislation, Timetabling Solutions does not currently “disclose” personal information to third parties.

Client business data such as School name, school address, contact full name, contact email address, contact mobile number and contact position are hosted with data centres qualified by global IT standards and regulations.

We use established, credible business products such as Xero.com for accounting, Salesforce.com as our CRM, Freshworks.com for support tickets, Formstack for collecting survey & communication preferences.

We use established, credible payment services, PayPal and eWay, to process your online payments to us. When using these services, they will collect related to purchases, transfers, and payments. This includes details about the transaction amount and personal data submitted such as your first name, last name, phone number, email address and sensitive financial data such as your credit card details. To avoid using these online payment services, we recommend paying your accounts by cheque or bank transfer that does not require submitting your personal or sensitive data.

We use Google Analytics services to improve the performance of our services and for analytics and marketing purposes. You can find how Google Analytics collects and uses data when you use our Site and Services at https://www.google.com/policies/privacy/partners/. To opt out of Google Analytics, visit https://tools.google.com/dlpage/gaoptout. Please note that the usage information collected from this website is stored overseas by Google Analytics.

You can view a complete list of our authorised data sub-processors here:  https://timetabling.elevio.help/en/articles/848

If you do not want your business data or personal data to be on a server located in Australia, you should not provide Timetabling Solutions with your business data or use the Service.  You can submit a request on our Data Subject Request Form to make changes.

International Transfer of Personal Data
Your Personal Data may be collected, transferred to and stored by the services we use, disclosed in "Timetabling Solutions holds your Personal Data", above, that are based in other countries.

Therefore, your Personal Data may be processed outside your country or jurisdiction, including in places that are not subject to an adequacy decision by the European Commission or your local legislature or regulator, and that may not provide for the same level of data protection.We ensure that the recipient of your Personal Data offers an adequate level of protection and security, for instance, by entering into the appropriate back-to-back agreements and, if required, standard contractual clauses or an alternative mechanism for the transfer of data as approved by the European Commission (Art. 46 GDPR) or other applicable regulators or legislators. Where required by applicable law, we will only share, transfer or store your Personal Data outside of your jurisdiction with your prior consent.

Timetabling Solutions takes steps to protect your personal information
Timetabling Solutions is committed to protecting the security of your personal information, and we take all reasonable precautions to protect it from unauthorised access, modification or disclosure. Your personal information is stored on secure servers that have SSL Certificates issued by leading certificate authorities.

All Data transferred between you and the Service is encrypted. However, the Internet is not in itself a secure environment and we cannot give an absolute assurance that your information will be secure at all times.

Transmission of personal information over the Internet is at your own risk and you should only enter, or instruct the entering of, personal information to the Service within a secure environment. We will advise you at the first reasonable opportunity upon discovering or being advised of a security breach where your personal information is lost, stolen, accessed, used, disclosed, copied, modified, or disposed of by any unauthorised persons or in any unauthorised manner.

You are solely responsible for protecting your password, limiting access to your devices and signing out of websites after your sessions. If you have any questions about the security of our websites, please contact us via the details at the bottom of this statement.

Timetabling Solutions only discloses your Personal Information in limited circumstances
Timetabling Solutions will only disclose the personal information you have provided to us to entities outside the Timetabling Solutions group of companies if it is necessary and appropriate to facilitate the purpose for which your personal information was collected pursuant to this Policy, including the provision of the Service.

Timetabling Solutions will not otherwise disclose your personal information to a third party unless you have provided your express consent. However, you should be aware that Timetabling Solutions may be required to disclose your personal information without your consent in order to comply with any court orders, subpoenas, or other legal processes or investigations, including tax authorities, if such disclosure is required by law. Where possible and appropriate, we will notify you if we are required by law to disclose your personal information.

Timetabling Solutions engages contractors on a permanent full-time basis who are bound by a contract that holds them accountable for any breach of information or misconduct affected or induced by them. The contract is comprehensive and covers a range of areas, including data privacy, IPR, and software use.

• One contractor provides timetable support services located in Australia.
• Three contractors provide software development services on our desktop software and are located in Australia.
• Two contractors provide software development services on our test environment and have no access to client data or our production site located in India.

Timetabling Solutions owns all copyrights, work rights, and IPs for all work undertaken.

Timetabling Solutions does not store credit card details
If you choose to pay for the Service by credit card, your credit card details are not stored by the Service and cannot be accessed by Timetabling Solutions staff.

We use an accredited PCI-compliant third party called eWay to provide credit card payment option

If you enter into a deferred payment plan, you should read our Credit Reporting Policy.

Timetabling Solutions uses cookies
In providing the Service, Timetabling Solutions utilises "cookies". A cookie is a small text file that is stored on your computer for record-keeping purposes. A cookie does not identify you personally or contain any other information about you, but it does identify your computer.

We and some of our affiliates and third-party service providers may use a combination of “persistent cookies” (cookies that remain on your hard drive for an extended period of time) and “session ID cookies” (cookies that expire when you close your browser) on the Website to, for example, track overall site usage, and track and report on your use and interaction with the Service. You can set your browser to notify you when you receive a cookie so that you will have an opportunity to either accept or reject it in each instance. However, you should note that refusing cookies may have a negative impact on the functionality and usability of the Website.

We do not respond to or honour “Do Not Track” requests at this time.

You are responsible for the transfer of Your data to third-party applications
The Service may allow you, the Subscriber, or another Invited User within the relevant subscription to the Service to transfer Data, including your personal information, electronically to and from third-party applications. Examples include exporting and transferring data to Student Admin Systems and Learning Management Systems. Timetabling Solutions has no control over and takes no responsibility for the privacy practices or content of these applications. You are responsible for checking the privacy policy of any such applications so that you can be informed of how they will handle personal information.

Your rights relating to your Personal Data
You may have certain rights relating to your Personal Data, subject to local data protection laws. Depending on the applicable laws, these rights may include the right to:

• Access your Personal Data held by us;
• Know more about how we process your Personal Data;
• Rectify inaccurate Personal Data and, taking into account the purpose of processing the Personal Data, ensure it is complete;
• Erase or delete your Personal Data;
• Restrict our processing of your Personal Data;
• Transfer your Personal Data to another controller to the extent possible;
• Object to any processing of your Personal Data;
• Opt out of certain disclosures of your Personal Data to third parties;
• Not be discriminated against for exercising your rights described above;
  
  

Withdraw your consent at any time (to the extent we base processing on consent), without affecting the lawfulness of the processing based on such consent before its withdrawal.

It is your responsibility to ensure that the personal information you provide to us is accurate, complete and up-to-date. You may request access to the information we hold about you, request that we update or correct any personal information we hold about you, or request we erase all personal data we hold about you by setting out your request in our Data Subject Request Form or in writing and sending it to us at support@timetabling.com.au

Timetabling Solutions will process your request as soon as reasonably practicable, usually within 24 hours but not greater than 72 hours, provided we are not otherwise prevented from doing so on legal grounds. If we are unable to meet your request, we will let you know why. For example, it may be necessary for us to deny your request if it would have an unreasonable impact on the privacy or affairs of other individuals or if it is not reasonable and practicable for us to process your request in the manner you have requested. In some circumstances, it may be necessary for us to seek to arrange access to your personal information through a mutually agreed intermediary (for example, the Subscriber).

How long do we keep your Personal Data?

We’ll only keep your personal information for as long as we require it for the purposes of providing you with the Service.

We may retain your Personal Data for a period of time consistent with the original purpose of collection (see "Purposes for which we process Personal Data and the legal bases on which we rely" above) or as long as required to fulfil our legal obligations. We determine the appropriate retention period for Personal Data on the basis of the amount, nature, and sensitivity of the Personal Data being processed, the potential risk of harm from unauthorised use or disclosure of the Personal Data, whether we can achieve the purposes of the processing through other means, and on the basis of applicable legal requirements.

After the expiry of the applicable retention periods, your Personal Data will be deleted. If there is any data that we are unable, for technical reasons, to delete entirely from our systems, we will implement appropriate measures to prevent any further use of such data.

You can opt out of any email communications
Timetabling Solutions sends billing information, product information, Service updates and Service notifications to you via email. Our emails will contain clear and obvious instructions describing how you can choose to be removed from any mailing list not essential to the Service by completing this form: Email Preferences. Timetabling Solutions will also remove you at your request.

Your rights relating to client data
As described above, we may also process Personal Data submitted by or for a client to our products and services. To this end, if not stated otherwise in this Privacy Statement or in a separate disclosure, we process such Personal Data as a processor on behalf of our client (and its affiliates), who is the controller of the Personal Data. We are not responsible for and have no control over the privacy and data security practices of our clients, which may differ from those explained in this Privacy Statement. If your data has been submitted to us in our role as a processor by or on behalf of a Timetabling Solutions client and you wish to exercise any rights you may have under applicable data protection laws. Please inquire with them directly. Because we may only access a client’s data upon their instructions, if you wish to make your request directly to us, please provide us with the name of the client who submitted your data to us. We will refer your request to that client and will support them as needed in responding to your request within a reasonable timeframe.

Timetabling Solutions has a privacy complaints process
If You wish to complain about how we have handled your personal information, please provide our Privacy Officer with full details of your complaint and any supporting documentation:

by e-mail at support@timetabling.com.au or
by letter to, The Privacy Officer, Timetabling Solutions, PO Box 928, Torquay 3228, VIC, Australia.

Our Privacy Officer will endeavour to:

• provide an initial response to your query or complaint within 10 business days and
• investigate and attempt to resolve your query or complaint within 30 business days or a longer period as is necessary and notified to you by our Privacy Officer.

If you are not satisfied with our response, you can submit a complaint to:

In Australia: the Office of the Australian Information Commissioner (see: http://www.oaic.gov.au/privacy/privacy-complaints);

In the EU: with your local data protection supervisory authority (see: https://edpb.europa.eu/about-edpb/board/members_en).

In New Zealand: you may contact the New Zealand Privacy Commissioner at www.privacy.org.nz

Policy Changes
This policy may be updated from time to time.

Timetabling Solutions reserves the right to change this Policy at any time, and any amended Policy is effective upon posting to this Website.

You may 'opt-in' to receive email notifications to changes to this policy by updating your communication preferences here: https://formstack.io/147C4 or by contacting Timetabling Solutions.

Your continued use of the Service will be deemed acceptance of any amended Policy.

Last updated: November 2024

Contact Us
Email: support@timetabling.com.au
Phone: + 61 3 5228 3700 (M-F, 9-5, AEST)
Letter: Timetabling Solutions, PO Box 928, TORQUAY 3228, Australia.