School Portal Terms

1. Who these terms are between

These School Portal Terms ("Terms") govern your use of the school portal in the Tutela school bus management platform ("Platform"). The Platform is operated by Zeus ICT Services Pty Ltd t/a Tutela AU (ABN 47 654 725 434) ("we", "us", "our").

You accept these Terms personally, as the named school staff member who has been given portal access ("you", "your"). They are not a contract between us and your school, and they do not commit your school to anything. Each person given access accepts for themselves, because the undertaking below is about what you do with what you see.

2. Where your access comes from

You have access because the transport operator has recorded a data-sharing agreement with your school and has given you an account under it. That agreement — not us, and not these Terms — decides which students you can see and which of their details are shown to you.

Your access ends by itself when that agreement expires or is revoked. There is no step anyone has to remember to take: when it lapses, the portal stops showing you students the same day. Your access may also end if your school or the operator asks us to remove it, or if you leave the role it was given for.

3. What the portal shows you, and what you can record

The portal is almost entirely read-only. You can see which of your school's enrolled students are travelling on which service today and whether each has boarded or alighted. Depending on what the data-sharing agreement permits, you may also see some contact details, addresses, medical notes or photographs.

You are shown the minimum the agreement allows, and nothing else. You cannot see other schools' students, other operators' data, or a child's full history. If information you expect is missing, that is the agreement's scope, not a fault — ask the transport operator, not us.

There are two things you can record.

1. That a student is not travelling. If a student of your school has gone home early, or a parent has told the school they will be away, you can tell the system — and the driver will not wait for that child at the stop.

• What you record is attributed to you by name and to your school, and the transport operator can see who recorded it.
• It changes what the driver sees on the bus. Please record only what your school actually knows.
• You can withdraw something your school recorded. You cannot change or withdraw what a parent has recorded — if a parent's information looks wrong to you, tell the transport operator rather than overriding it.
• It is not a school attendance record and it does not change anything else about the student. It says only that they are not travelling on that service.
• If the driver has already begun the run, it may be too late to change it. The portal will tell you when that has happened rather than leaving you to assume it went through.

2. When your school is open. You can record your term dates and any pupil-free days or closures, so buses are not scheduled through the holidays or on a day nobody is there.

• Buses will not run on a day your calendar says the school is shut. Please keep it accurate — a wrong date means children with no bus, not merely a bus with no children.
• Leaving it blank is safe. Until you record term dates, buses run to their normal timetable exactly as they do now.
• The transport operator can see and change this too, and can enter it for you if you would rather tell them by phone.
• It contains no information about any child.

4. Your undertakings

The portal shows you personal information about children. In exchange for access, you undertake that you will:

• Look only for a proper purpose. Use the portal only to carry out your school duties relating to student transport and student welfare. Do not look up a child out of curiosity, on someone else's behalf, or for any personal reason.
• Keep it confidential. Do not disclose what you see to anyone who does not need it for the same purpose — including other parents, other students, or people outside your school.
• Not copy it out. Do not export, photograph, screenshot, transcribe or otherwise reproduce children's information from the portal into another system, document, message or spreadsheet, except where your school's own records genuinely require it and your school's policies permit it.
• Not share your access. Your password and any sign-in link sent to you are personal to you. Do not tell anyone your password, do not forward a sign-in link, do not let a colleague use your session, and do not leave the portal open on an unattended screen. If a colleague needs access, your school's portal administrator or the transport operator can give them their own.
• Record only what you know. What you record changes what happens on the road — a student marked as not travelling will not be waited for, and a day marked as closed will have no bus at all. Record only what your school actually knows, and correct it promptly when it changes.
• Tell someone if it goes wrong. If you think someone else has used your access, or you have seen information you should not have been shown, tell the transport operator promptly and let us know at info@tutela.au.
• Not try to get more. Do not attempt to reach students, schools or records the portal has not shown you, and do not attempt to probe, scrape or circumvent the Platform's access controls.

These undertakings sit alongside — and do not replace — your school's own policies and your obligations under Australian privacy law and child-protection law. Where your school's rules are stricter, follow those.

5. Every view is recorded

We log every student record you open. Each read is recorded with your account, the student concerned, the categories of information shown, and the time. This log is visible to the transport operator, and a parent or guardian can ask to see who has viewed their child's record — including you, by name.

This is deliberate, and we tell you rather than doing it quietly. Access to children's information should be attributable, and the record exists so that misuse is discoverable rather than deniable.

6. Your own information

To give you access we hold your name, your work email address, the school you represent, and a record of your sign-ins and of what you viewed. We use it to authenticate you, to keep the access log, and to contact you about the portal. We do not use it for marketing, and we do not sell or share it with third parties for their own purposes.

The Platform uses no third-party analytics, advertising or tracking services of any kind. See our Privacy Policy for how we handle personal information generally, and to make a request about your own.

7. Availability and accuracy

The portal is provided as a convenience for your school. We do not guarantee it will be available at any particular moment, and it may be unavailable during maintenance or for reasons outside our control.

The information shown is entered and maintained by the transport operator, not by us. If something is wrong, raise it with them — we cannot correct their records.

8. If you do not accept

You do not have to accept these Terms. If you do not, you simply will not be able to use the portal, and you can sign out at any time from the acceptance screen. Nothing else follows from declining, and your school can raise any concern with the transport operator or with us.

9. Suspension

We may suspend or remove your access without notice if we reasonably believe it is being misused, has been shared, or is being used to reach information you are not entitled to. Where we do, we will tell the transport operator, and we will tell you unless doing so would prejudice an investigation.

10. Changes to these Terms

We may update these Terms. If we make a material change you will be asked to accept the new version the next time you open the portal, and you will not be able to continue until you do. The version in force is shown at the top of this page. Minor corrections that do not change what you are undertaking will not interrupt you.

11. General

• Governing law. These Terms are governed by the laws of Western Australia and the Commonwealth of Australia.
• No charge. Portal access is provided at no cost to you or to your school.
• Severability. If a provision is invalid or unenforceable it is severed to the minimum extent necessary and the rest continues in force.
• Survival. Sections 4, 5 and 6 survive the end of your access.

12. Contact

Questions about these Terms, privacy questions and data-subject requests: info@tutela.au. Questions about which students you can see, or about the information itself, go to the transport operator that gave you access.