1. Purpose

Timetabling Solutions is committed to ensuring that customers and end users are informed of significant changes to legal policies, contractual terms and privacy notices.

This policy establishes the principles and process for communicating updates and, where appropriate, obtaining user acknowledgement or consent before continued use of the Services.

2. Scope

This policy applies to all users of Timetabling Solutions' products and services, including:

  • schools and educational institutions;
  • school administrators;
  • teachers;
  • students;
  • parents and caregivers; and
  • other authorised users.

It applies to updates affecting documents including, but not limited to:

  • Privacy Policy;
  • Terms of Use;
  • Acceptable Use Policy;
  • Student Acceptable Use Policy;
  • Cloud Subscription Agreement;
  • End User Licence Agreement;
  • other customer-facing legal or compliance documents.

3. Policy Statement

Timetabling Solutions will communicate significant changes to legal policies in a clear, timely and transparent manner.

Users will be provided with a reasonable opportunity to review changes before they take effect, where those changes materially affect:

  • the collection or use of personal information;
  • users' rights or obligations;
  • contractual terms;
  • security practices; or
  • the way the Services operate.

Minor editorial or administrative changes that do not materially affect users do not require prior notification.

4. Notification Methods

Where appropriate, Timetabling Solutions may notify users by one or more of the following methods:

  • notices displayed within the application;
  • notices on the sign-in page;
  • email communications;
  • release notes;
  • newsletters;
  • customer announcements;
  • knowledge base articles; or
  • notices published on our website.

The communication method selected will depend on the significance of the change and the affected users.

5. Notice Period

Where a change materially affects user rights, obligations or privacy practices, Timetabling Solutions will endeavour to provide at least 30 days' notice before the change becomes effective, unless:

  • immediate implementation is required by law;
  • the change addresses an urgent security issue;
  • the change is necessary to protect customers or the Services; or
  • circumstances outside our reasonable control prevent advance notice.

6. User Acknowledgement

Where required by law or where appropriate for contractual or operational reasons, users may be required to acknowledge updated policies before continuing to use the Services.

Acknowledgement may be obtained electronically through the Services.

Where a school manages user accounts, acknowledgements may be recorded against individual user accounts.

7. Record Keeping

Timetabling Solutions will maintain records of policy acknowledgements where required for:

  • contractual purposes;
  • legal compliance;
  • regulatory obligations;
  • audit requirements; or
  • information security management.

Acknowledgement records form part of our compliance records and will be retained in accordance with our Records Retention Policy.

Users may request that an acknowledgement record be reviewed if they believe it has been recorded incorrectly.

8. Version Control

Each published policy will include:

  • a version number;
  • an effective date;
  • the policy owner; and
  • the date of the most recent revision.

Where appropriate, a summary of significant changes may also be published.

9. Responsibilities

General Manager

The General Manager is responsible for:

  • approving significant policy updates;
  • determining whether user notification is required; and
  • ensuring this policy is reviewed periodically.

Information Security and Privacy Personnel

Responsible personnel will:

  • coordinate publication of updated policies;
  • maintain acknowledgement records where required;
  • ensure legal and regulatory requirements are met; and
  • support users with enquiries relating to policy changes.

10. Related Documents

  • Privacy Policy
  • Terms of Use
  • Information Security Policy
  • Records Retention Policy
  • Information Security Management System (ISMS)

Contact

Questions regarding this policy should be directed to:

Timetabling Solutions

Email: support@timetabling.com.au

Phone: +61 3 5228 3700 (Monday–Friday, 9:00 am – 5:00 pm AEST/AEDT)

Postal Address:

PO Box 928

Torquay VIC 3228

Australia