Data Processing Summary
A one-page summary for a purchasing or privacy review: what data Bell Path holds, what it is used for, who helps process it, and where it lives.
- Operator
- Bell Path Timetabling (ABN 59 429 101 462)
- Last updated
- 28 October 2026
Contents01–11
- 01Who decides, and who processes
- 02The kinds of data Bell Path holds
- 03Student data
- 04Account-free CRT and teacher links
- 05Sector and purchasing requirements
- 06What the data is used for
- 07Providers we rely on
- 08Data outside Australia
- 09Bell Path's own access and audit records
- 10Season reminders
- 11Deleting or getting your data back
Who decides, and who processes
The school decides what information goes into Bell Path. We use it as the Terms and this page set out: to provide the service to the school, support it, keep it secure, improve Bell Path and meet our legal obligations.
The kinds of data Bell Path holds
- School identity, school setup, billing and account records.
- Staff names, roles, emails if entered, availability, duties, meetings, constraints and the school’s scheduling preferences.
- Classes, rooms, subjects, the shape of the timetable, built timetables, check results, exports and saved versions.
- Student-related records where a school uses those features: student names, year levels, tutoring groups, support minutes, funding context, Education Support assignments, limited verified CRT support instructions relevant to the assignment, and support notes.
- Daily cover, absence planning, relief teacher contact details, school maps, yard duty, class handovers, linked files, PDFs Bell Path prepared, print windows a person opened, paper copies a person confirmed as ready, recorded paper locations, optional return handovers, wet day and event timetable records where those features are used.
- Support requests, the details of a problem, and any screenshots or diagnostic exports a user sends us.
- Internal usage records linked to school and user accounts, used to support schools and improve the product.
Student data
Bell Path does not need student names to build a timetable. If a school chooses to enter student-related or student-identifying information into Education Support, tutor timetables, a relief teacher's day brief, planning, notes or any other feature, the school remains responsible for authority, notices, consents, keeping the information to what is needed, deciding how long to keep it, and meeting its own legal and policy obligations.
- The core timetable works from staff, class, room, subject and year-level records, with no student names.
- Education Support has an initials mode that shows initials instead of names on screens and printouts.
- Keep health, behaviour, family and enrolment information out of Bell Path unless the school has approved that use and the work genuinely needs it.
Account-free CRT and teacher links
An assigned CRT can open the non-sensitive day outline from the random booking link issued for that assignment without a Bell Path account or verification code. Class handovers, student support instructions, restricted files and School access vault values stay protected until a check shows the person holds the mobile number the school recorded for them.
A teacher without a Bell Path account can use an expiring contribution link limited to the date, class or session they own. It does not open the rest of the school’s Bell Path account.
The separate resource shelf code opens only the lesson resources already attached to that CRT brief. It does not open student support instructions or School access vault values.
Sector and purchasing requirements
Before relying on Bell Path for live school data, a school should check it against its own requirements: sector rules, purchasing rules, any privacy impact assessment it must do, security reviews such as ST4S (Safer Technologies 4 Schools), data residency needs and local policy.
Bell Path is specialist timetabling and planning software. It does not replace the administration, identity, email, finance or learning systems your school, diocese or Department provides.
Any special commitment on data residency, providers, certification, a security questionnaire, service levels or deletion must be agreed in writing before the school relies on it.
What the data is used for
- Providing the timetable, yard duty, daily cover, wet day planning, export, billing and support features.
- Keeping accounts secure, controlling access, keeping audit records, preventing abuse and keeping the service reliable.
- Understanding how the product is used, spotting schools that need help, and improving Bell Path: testing new versions of the timetable builder on copies of a school's setup with every staff and class name replaced by a code, and keeping the layout, without names, of a timetable file Bell Path could not read. One school's information is never shown to another school.
- Meeting legal, tax, accounting, dispute and regulator obligations.
Providers we rely on
Bell Path uses other companies only where they are reasonably needed to run, support, secure, monitor or bill for the service.
| Company | Where | What it holds |
|---|---|---|
| Cloudlets (VPSBlocks) | Melbourne | The website you sign in to, the database holding your school information, the timetable generator, virus scanning of uploaded files, and the scheduled jobs that send notices and publish cover |
| Amazon Web Services | Sydney | Storing the files staff upload for the teacher covering a class, for encrypted database backups and for receiving planners emailed to Bell Path |
| Company | Where | What it does |
|---|---|---|
| Stripe | The United States, India and other countries | Payment processing, hosted checkout, invoices, and subscription records |
| Resend | The United States and Japan | Sending Bell Path's emails |
| Microsoft | Australia | The hello@bellpath.com.au mailbox, which holds the emails, support requests and attachments schools send us |
| ClickSend | Australia, the United States, the United Kingdom, New Zealand, Brazil, Vietnam and the Philippines | Text messages Bell Path sends: a school's texts to its relief or casual teachers and cover planners, and a teacher's plan, its code and their own link, to the numbers the teacher gives |
| The United States and other countries | Advertising measurement on public pages, unless a visitor stops it; Google Drive, where a planner keeper chooses to link a planner (Bell Path can open only the files that person picks, reads them when they change, and can save a Word planner to that person's own Drive); the YouTube player for Bell Path's training videos; and checking whether a Google Docs, Drive, Sites, Classroom or Forms link a teacher adds to a plan opens for someone who isn't signed in, which Bell Path does by opening only that link | |
| Meta | The United States and other countries | Advertising measurement on the teacher page (bellpath.com.au/relief-plan) when Bell Path runs ads to teachers on Facebook or Instagram, unless a visitor stops it |
| OpenAI | The United States | Reading a file a school gives Bell Path when Bell Path cannot read it itself: a PDF or photo, or a Word or Excel file Bell Path's own reader cannot follow (staff lists, existing timetables, school setup documents, term planners and support staff rosters), and a term planner the school emails to its Bell Path planner address or links from Google Drive, which is read each time it arrives or changes. OpenAI doesn't use it to train its models. Bell Path asks OpenAI not to store it; OpenAI may keep it for up to 30 days to check for misuse, or longer if the law requires. AI reading is on for every school, and switching it off in Settings stops all of the above. OpenAI also turns a voice recording on a teacher's plan, by the teacher or the relief teacher, into text. Bell Path keeps only the text they save, not the recording. OpenAI doesn't use the recording to train its models, and may keep it for up to 30 days to check for misuse |
| Anthropic | The United States | AI help with running and supporting Bell Path, whether AI reading is on or off in Settings. Anthropic's AI, Claude, loads a school's timetable when the school sends us its timetable files or the upload page sends us a file Bell Path cannot read itself, and helps us answer emails schools send us and look into problems they report. It sees the files, emails and school records involved, such as staff names, classes, subjects and times. Anthropic doesn't use any of this to train its models unless it is flagged for a safety review, and keeps it for as long as it reasonably needs to, up to two years if it is flagged, or longer if the law requires |
Data outside Australia
Bell Path is an Australian business run from Victoria, and its servers are in Australia: the website you sign in to, database holding your school information, timetable generator, virus scanning of those files and scheduled jobs that send notices and publish cover run in Melbourne, and the files staff upload for the teacher covering a class and database backups are stored in Sydney.
Email, text messages, payments and the AI that reads timetable files come from separate companies, some of them outside Australia. The AI is from Anthropic and OpenAI, in the United States, and reads what a file holds, such as staff names, classes, subjects and times.
Those providers may process information in the countries named for each of them above.
For a privacy review, record that Bell Path involves some processing outside Australia.
A commitment to a specific region must be agreed in writing before it is relied on.
Schools with data residency concerns should read and print the risks in the School Approval Pack before entering live data.
Bell Path's own access and audit records
Bell Path's own administration tools are limited to the people who run Bell Path, and their access to sensitive areas is recorded.
Each school also has its own audit trail for sensitive actions: exports, timetable publishing and unpublishing, changes to members, account deletion, and selected operations calendar changes.
Season reminders
Visitors can ask Bell Path for a single reminder when timetabling season comes around. For this we store the email address entered, the chosen reminder time and the page the request came from, and we use it only to send that one reminder.
Because the form does not need an account, we confirm the address first: a plain confirmation email goes out, and the reminder is set only when the person clicks the link in it. Every reminder email has a cancel link. Confirming or cancelling affects that reminder only and never changes any account, billing or support email.
These records are deleted automatically: an unconfirmed reminder 7 days after the request, and a sent or cancelled reminder 30 days after it was sent or cancelled.
Deleting or getting your data back
Schools can ask for an export, deletion or account help by emailing hello@bellpath.com.au. We may keep some records where the law, accounting, security, backups, audit or a dispute requires it.