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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 located in Melbourne and Brisbane.
Timetabling Solutions provides desktop software and fully hosted applications using Microsoft Azure data centres located in Australia to assist schools in constructing and maintaining their timetable.
Timetabling Solutions does not have a direct relationship with parents or students and where personal or contact details are loaded by the school into their Timetabling Solutions software it’s the school that manages the relationship and communicates with these parents and/or students and determines/controls how this data is used.
Timetabling Solutions highly recommends all schools obtain parental consent to use our products and for the school to manage any requests for data access, or requests to correct data. Many parents will be unaware Timetabling Solutions is being used to help schools manage their timetable. Requests and corrections must be directed to the school.
We believe you should always know what data we collect from you and how we use it, and that you should have meaningful control over both.
We encourage you to read this Policy carefully. It will help you make informed decisions about sharing your personal information with us.
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 1 Eagle St, Brisbane, QLD 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 with respect to 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 better understand their privacy practices.
In some circumstances, our partners may provide us with, publicly available information which may contain Personal Data that you have published or that has been made available online. The way in which our partners collect this is detailed in their own privacy policies, available on their websites. As an example, 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 the storage of 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;
|SITUATIONS||CATEGORIES OF PERSONAL DATA|
|If you communicate with us via a phone call||Contact information (your name, job title, school/company name, address, phone number, email address, and other information you have voluntarily chosen to share)|
|If you visit our offices||Contact information, and image/video, if during the Covid-19 pandemic, this may include health status, COVID-19-related symptoms, exposure to COVID-19 positive individuals, time/date of arrival/departure and recent travel history. |
|Request information about our Services, during attendance at an event/training/webinar/consultation/site visit; via our 'Contact Us' form or similar form requests, participate in a survey, use our product and services, download certain content, employed by a client of our products and services where your information has been shared with us||Contact information.|
|If you make purchases via our websites or register for an event, training course, consultation or webinar||Contact information, and billing information such as name, and email address to send an invoice to|
|If you attend an event/training course/consultation during the COVID-19 pandemic||Contact information. During the Covid-19 pandemic, this may include health status, COVID-19-related symptoms, exposure to COVID-19 positive individuals and recent travel history|
|If you attend an event/training course/webinar online||Contact information, username, photo, video and areas of expertise and interests|
|If you use and interact with our website, products and services||Information about your device and your usage of our services through log files and other technologies, some of which may qualify as Personal Data (including Usage Data)|
|If you voluntarily submit certain information to us, such as filling out a survey, responding to a questionnaire or participating in other forms of research||Information you have provided as part of that request, which may include Personal Data and special categories of Personal Data, to the extent you voluntarily choose to provide it|
|If you are a supplier or service provider to Timetabling Solutions (or work for a supplier or service provider)||Contact information, payment and billing information|
You can always choose not to provide your personal information to Timetabling Solutions, but it may mean that we are unable to provide 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 to do so 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, please contact us by e-mail at firstname.lastname@example.org 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 Personal Data provided by you. 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:
|Cookie Type||Description||Edit Settings|
Required cookies are necessary for basic website functionality. Some examples include session cookies needed to transmit the website, authentication cookies, and security cookies.
If you have chosen to identify yourself to us, we may place on your browser a cookie that allows us to uniquely identify you when you are logged into the websites and to process your online transactions and requests.
|Because required cookies are essential to operate the websites, there is no option to opt-out of these cookies.|
Functional cookies enhance functions, performance, and services on the website. Some examples include cookies used to analyze site traffic, cookies used for market research, and cookies used to display advertising that is not directed to a particular individual.
Functional cookies may also be used to improve how our websites function and to help us provide you with more relevant communications, including marketing communications. These cookies collect information about how our websites are used, including which pages are viewed most often.
We need your prior consent to use functional cookies. To change your cookie settings and preferences, including those for functional cookies, click the Cookie Preferences link in the footer of the page.
To learn how to control functional cookies via your individual browser settings, click here.
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:
|Websites and social media branded pages|
|Providing our websites (including our social media pages)||We process your Personal Data to operate and administer our websites and to provide you with the content you access and request||Our legitimate interest in providing online content to our clients and prospective clients regarding our service offering and related information|
| Improving our websites||We process your Personal Data to analyze overall trends and help us improve the user experience on our websites||Our legitimate interest in providing a relevant and well-functioning website for the benefit of our website visitors|
|Office visitors and events|
|Registering visitors||We process your Personal Data, including registration information and associated non-disclosure information, for security reasons||Our legitimate interest in protecting our offices, staff, visitors and our confidential information against unauthorised access|
|Managing event registrations and attendance||We process your Personal Data to plan and host events or webinars for which you have registered or that you attend, including sending related communications to you||Performance of a contract or where we receive your consent|
|Ensuring the health and safety of our visitors and employees||We process your Personal Data (which may include special categories of Personal Data) (where legally permitted) during office visits and at events during the COVID-19 pandemic to ensure the health and safety of our visitors and employees||Consent and explicit consent or in our legitimate interest to ensure the health of our employees and visitors where necessary for reasons of public interest in the area of public health|
|Sending communications||We process your Personal Data to send you marketing information, product recommendations and other non-transactional communications (e.g., marketing newsletters, telemarketing calls, SMS or push notifications, information about our products, news or events) about us, our affiliates and partners||Our legitimate interest in conducting direct marketing or where you have provided your prior consent (please see Section "Your rights relating to your Personal Data" below to learn how you can control the processing of your Personal Data for marketing purposes)|
|Recording online meetings|
We process your Personal Data, including recording online meetings (in accordance with applicable laws) for training, quality assurance, and administration purposes
We will give you the option to object to a meeting being recorded
|Consent or our legitimate interest in maintaining the high quality of supporting our users|
|Handling contact and user support requests||We process your Personal Data, if you fill out a “Contact Me” web form or request user support, or if you contact us by other means including but not limited to via phone||Necessary for the performance of a contract or our legitimate interest in fulfilling your requests and communicating with you|
|Products and services |
|Billing and account management||We process your Personal Data (including Usage Data) to bill for our services and manage customer accounts generally||Necessary for the performance of a contract or our legitimate interest in the management of customer accounts|
|Internal reporting and business modelling||We process your Personal Data (including Usage Data) for internal reporting and business modelling purposes (e.g., forecasting, revenue, capacity planning, and product strategy) ||Our legitimate interest in the management of our business operations|
Webinars, consultations, training and certifications
|Managing, and participating in, webinars, consultations, training, certifications or surveys||We process your Personal Data if you register for webinars, consultations, training, certifications or surveys||Necessary for the performance of a contract or where we seek your consent|
|Other data collection|
|Managing payments||If you have provided financial information to us, we process your Personal Data to verify that information and to collect payments to the extent that doing so is necessary to complete a transaction and perform our contract with you||Necessary for the performance of a contract|
|Compliance with legal obligations||We process your Personal Data (including Usage Data) when cooperating with public and government authorities, courts or regulators in accordance with our legal obligations under applicable laws to the extent this requires the processing or disclosure of Personal Data to protect our rights||Legal obligation or our legitimate interest in protecting against misuse or abuse of our websites or services, protecting personal property or safety, pursuing remedies available to us and limiting our damages, complying with judicial proceedings, court orders or legal processes, responding to lawful requests, or for auditing purposes|
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 choose to 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 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 Australian privacy legislation and Australian users, 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 Xero.com for accounting, Salesforce.com as our CRM and Freshworks.com for support tickets each having servers located in Australia and the US.
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.
If you do not want your business data or personal data to be on a server located in Australia or the US, you should not provide Timetabling Solutions with your business data or use the Service.
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 process or investigation, 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 that include Data Privacy, IPR and Software Use.
- One contractor provides timetable support services located in Australia.
- Three contractors to 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.
For all work undertaken, all copyrights, work rights, and IPs are owned by Timetabling Solutions.
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.
If you enter into a deferred payment plan, you should read our Credit Reporting Policy.
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
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 writing and sending it to us at email@example.com
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 dataAs 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 firstname.lastname@example.org 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.
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.
Timetabling Solutions will make every effort to communicate any significant changes to you via email or notification via the Service.
Your continued use of the Service will be deemed acceptance of any amended Policy.
Last updated: September 2023
Phone: + 61 3 5228 3700 (M-F, 9-5, AEST)
Letter: Timetabling Solutions, PO Box 928, TORQUAY 3228, Australia.