Operator agreement

The Organisation uses the admin made simple platform to hold and work with information about the people it serves and employs. Under the Protection of Personal Information Act, the Organisation is the responsible party for that information, and the Operator processes it on the Organisation's behalf.

Sections 20 and 21 of the Act govern that arrangement, and section 21 asks for it in writing. This document is that writing, for the Organisation's own compliance file. It records what the Operator's Terms of Use already provide; where the two differ, whichever protects personal information more strictly applies.

Whatever the Organisation and its staff put into their workspace on the platform: records about the people the Organisation serves — clients, learners and their families, owners, members, customers — and about its own staff. The Organisation decides what goes in. The Operator collects nothing about those people itself.

The Operator processes the information only to run the Organisation's workspace, and only on the Organisation's instruction. In particular:

The Operator treats the Organisation's information as confidential, as section 20 requires. Nobody working on the platform touches it except so far as running or supporting the service requires, and the Operator does not disclose it unless the law requires disclosure — in which case the Organisation is told first, where the law allows.

The Operator keeps administrative and technical safeguards appropriate to the harm that unauthorised access, loss or damage could do, as sections 19 and 21 require: every read is decided on the Operator's servers by one access rule, connections are encrypted, card numbers never reach the platform at all, and credentials are held apart from the information they unlock. The security section of the Operator's privacy policy sets the measures out in more detail, and this agreement holds the Operator to them.

If the Operator has reason to believe personal information the Organisation holds here has been accessed or acquired by somebody unauthorised, the Operator notifies the Organisation as soon as practicable after becoming aware of it, shares what it knows so the Organisation can establish what happened and whose information was affected, and acts at its own cost to contain the event and prevent it recurring.

The information lives on the hosting infrastructure the Operator's privacy policy names, and it does not cross a border except as that policy sets out. The one deliberate case is the AI: rows are sent to an AI provider only when somebody asks a question in words, the countries on offer are disclosed before anybody chooses, and the Organisation's administrators may restrict that choice for everybody in the Organisation.

The Organisation may take its information out at any time, and may instruct the Operator to delete what it holds: removing a data source or an app deletes its stored records immediately, with no archived copy — and a connected Google Sheet was never copied at all, because the Operator reads it live and holds read-only access. When the Organisation stops using the platform, the Operator deletes what remains on the Organisation's instruction and confirms when it is done.

This agreement applies from the date signed below, for as long as the Organisation uses the platform. The confidentiality and deletion obligations survive the end of that use.