Parent committee and school community guide

Independent committee use

Helper Shifts serves independent parent committees, parents’ associations and volunteer groups. The committee chooses and administers the service. Its use does not create a relationship with any school: it does not make the school a customer, contracting party, sponsor or service operator, or imply school endorsement.

Glu IO Pty. Ltd. owns and operates Helper Shifts and remains ultimately accountable for the service, its handling of personal information and its providers. Schools do not receive volunteer records or administrative access simply because an event supports their community.

Identify the committee or association organising each event and provide its own contact details. Organisers must have authority to act for their group and manage any event, venue or committee permissions that apply to their activities. Helper Shifts does not require a school to enter an agreement or administer the product for a committee to use it.

Privacy and security information to share

These documents give committees, volunteers and interested schools a clear account of the safeguards and limitations relevant to adult volunteer coordination. Committees can share them to explain their choice of service. Sharing this information does not establish a school approval, procurement or support relationship.

• Service data is stored within Australia, including records, backups and operational logs in AWS Sydney. External email and support handling boundaries are set out in the data residency register.
• Administrators may use volunteer contact details only to administer and communicate about booked shifts. Sale, unrelated marketing and unauthorised sharing are prohibited.
• Group access controls, password hashing and signed sessions protect account and booking access. The security document explains available evidence and operational limitations.
• The service is intended for adult contact details and bookings. Student lists, health information, learning records and safeguarding documents must not be uploaded.

Read the privacy policy, security information, data residency register and retention schedule. These safeguards address concerns schools may have about volunteer data; requirements and evidence should be considered individually. No school endorsement, departmental approval or independent certification is claimed.

Local requirements and committee responsibilities

Committees are responsible for understanding the rules that apply to their own organisation and activities. A school’s internal technology procurement process is not presented here as a requirement for every independent parent committee. Any separate event, venue or association obligations remain the organiser’s responsibility.

If a committee has particular privacy, security, accessibility or residency requirements, raise them directly with Glu IO Pty. Ltd. before relying on a capability or commitment that is not documented. A school can review the same public information without becoming a service customer or receiving volunteer data.

Record your committee’s decision

Keep a dated copy of the relevant policies, your committee’s purpose and permitted use, the administrators who may access records, your retention arrangements and any agreed service terms. Review administrator access when committee membership changes. Explain the arrangement to volunteers in your collection notice.

Adaptable volunteer collection notice

Our committee uses Helper Shifts, owned and operated by Glu IO Pty. Ltd., to coordinate adult volunteers. When you book, Helper Shifts collects your name, email, phone, chosen shifts and consent for our authorised organisers to manage the event. Administrators may use these details only for your scheduled shifts, and may download lists for that purpose. Service data is stored within Australia; external email and support handling is explained in the hosting and privacy information. Our use of this service does not make the school its operator or give the school access to your records. Contact our committee organiser about bookings or corrections, and Glu IO Pty. Ltd. about service privacy, security or unresolved requests. Use adult contact details and do not enter student or health information.

Add your committee or association’s name, organiser contact, specific event purpose, applicable retention arrangements and any separate privacy notice. Explain an alternative way to volunteer for people who prefer not to book online.

Administrators must not sell or share contact details outside authorised shift administration, or use them for unrelated marketing, fundraising or mailing lists, subject to legally required disclosures.

Accessibility and adult use

These documents use semantic headings, keyboard-operable links and print layouts. No whole-site WCAG conformance assessment is claimed. Committees can assess the booking journey and ask Glu IO Pty. Ltd. for accessibility information or assistance. Provide volunteers with an alternative where needed.

Use adult contact details only. If children’s information is entered accidentally, contact the committee organiser and Glu IO Pty. Ltd. to arrange assessment and appropriate removal.